Within circles, different types of Documents can be uploaded or created, in order to store information about the client and manage the organisation’s activities for reporting. Let’s see how;

Circle's timeline

Comm.care offers a single view of client with its easy to use Timeline. Here is where all Documents, Progress Notes, and other items are stored in chronological order. Each item can be flagged and commented on to garner attention, and the Timeline can be searched through and filtered.

How do I add documents?

Documents are added in your Client’s Circle, through their Timeline. Select the ‘Add new document’ button in the top right corner,

Circle's Document types

and select which type of Document you’d like to add. For more information about the documents see Types of Documents in a Circle

Once you have selected the document type the document form will appear;

Circle's Document edit form

Fill out the Document, and it will appear on the Timeline, with the ability for staff to comment on it, and a small flag to signal if the item signifies good or bad progress for the Client – a red flag is obviously bad, while a green flag is good.

What privacy rights apply to Documents?

There are three classes of privacy that can be assigned to Documents - default, public and private. If set to default, only users with read permission can read it, read and update access is required to update the Document, and to create, all three permissions are required. If public, read access is granted to all users automatically, irrespective of whether or not they have read access, however to update it, users need update permission, and update and create permission to create (no read access is required due to the public nature of the Document). For private Documents, only the author can read and update it, however to create a private Document, the user must have all three permissions enabled.

Creating Progress Notes

One of the great benefits of Comm.care is that the support workers can enter their progress notes on the road, no need to go back to the office and handling numerous Excel spreadsheets and Word documents. When the support workers create a Progress note based on an appointment in the calendar Comm.care will use this information for reporting purposes for the NDIS Bulk upload, invoicing or DSS DEX interface for CHSP funded aged care services.

Circle's appointments

You’ll notice that there is a red page next to your Appointment. This red page means that the appointment don’t have a Progress Note attached. Appointments that do have Progress Notes will have a green flag instead. Let’s turn that red page into green - click on the little red page.’

Progress Note form

Here is the form to create the Progress Note. Some fields have been already completed for you, however you can change them if you desire. Note the Progress Note Status field; this is where you state if the Appointment went ahead, or if the client was a no-show or cancelled. You can select a Template to use for the Progress Note, however you do not have to. Simply enter any notes or comments, upload any extra Documents, photos or other items, and save.

Note how Comm.care has automagically populated; - Provided this is a drop down list to select if the care was: Provided, No Show, or Cancel - Time and Date of occurrence from the appointment - Related Service, Quantity and Fees charged from the Roadmap - Attendees: this is a drop down list to select who was attending - Other fields, depending on the service type (NDIS, or DSS) Comm.care will show you their related fields.