v6.4.10 Release Notes - 12th April 2024

Feature Updates

Mobile App

A refresh feature has been enabled for the mobile - pull the screen down from the top to refresh and sync the content.

When viewing Care Plans, the status of each Care Plan (Authorised or Not Authorised) is now clearly displayed:

An audit record is now created when a completed care record or a care plan is viewed in the mobile app, to allow this to be evidenced if required.

Handover Notes have been enhanced to enable additional notes to be added to a single care record, to create a dialogue of care related to that event.

Domiciliary Care Enhancement

Features previously implemented in Residential Care have now been replicated for Domiciliary Care (based on the setting Mode of Care Delivery). This information is available when viewing a booking, both before and after starting a visit, and is available for a Domiciliary Care environment when working offline:

• View All Risks
• View Care Plan

Daily Care Recording

Updates have been made to the following Daily Care records:

• Daily Personal Care
  • Questions relating to glasses and hearing aids have been added. The same questions have been removed from Personal Safety & Environment.
• Repositioning
  • Fields have been added so that carers can provide details if there are any new concerns with the person's skin.
• Food & Fluid
  • Field labels in the section relating to non-oral food and fluid have been renamed for clarity.
• Welfare Check
  • Additional options are now available in the Observations field.
• Diary Event
  • A field has been added to record the end date and time of an event, and events may now be added retrospectively. The option to record if the event occurs in or out of the home has been removed, noting that events occurring outside of the home may instead be recorded in the Person Absence (or Away From Home) object.
• Person Absence / Away From Home
  • Validations have been updated to prevent concurrent absences being entered for the same Person.
  • Updates have also been made to the security profile access for this object so that only System Administrators and users with the security profile Create Person Absences have access to create and edit records.

System Navigation

Due to the impact of these changes on all users they have not been enabled as part of this release but can be turned on for customers wishing to use them. We welcome customers to try this and to give feedback on their experience to Rachel Parsons <rachel.parsons@oneadvanced.com>.

A new menu navigation bar is available which changes the grouping of Menu icons and the position of the Menu:

To turn on the new navigation bar set these System Settings to Value = True:

UseNewSiteNavigation

UseNewRecordNavigation

To change the groupings of icons go to:

Settings > System Management > Applications > CareCloud > and change 'Sitemap' to "Care Cloud (New Grouping)

Person 'Home' Tab

A new Person Home tab has been added for easy access to the key person information.  A new widget is available to hyperlink around the system and this has been used as a "Quick Links" widget in the new Home tab:

Quick Add for Person, Prospect, Contact , People We Support and Referrals

The Person screens have been re-organised to make it quick and easy to add the required information. The number of required fields have been reduced to a minimum following your feedback. In a future release we will add a feature to let you control additional fields ds as being required.

The Person search before Person creation has been reduced to a minimum of 1 character instead of 3.

Bed Management

BO = Bed Allocation

A new Search function has been added when selecting the Bed.  This enables a User to search using a number of parameters and when the results are returned, to clearly see the status of each Bed.  Only the Beds available can be selected.  A User has the ability to hyperlink/view to the Bed Allocation record which is occupied or unavailable, in order to see more detail.

There is also the ability to create Bed Allocation records with an Unavailability Reason, which has been moved from the Bed record (Status).

Additional validations have been added to ensure that:

• to check if the Person associated to the Bed Allocation record is already placed (dates overlap) in a Bed on another Bed Allocation record and where the User proceeds, the other Bed Allocation record will be ended
  • NOTE if the start date/time happens to be identical, then the User will have to correct the issue before proceeding
• To ensure the date/times of the Bed Allocation record fall within the dates/times of any Person Contract Service, if allocated

Bed Management Screen

A new search field has been added called “Occupancy at Date / Time”, which will default to today’s date/time, but can be updated by the User to show the status of the Beds for any date in the future or in the past.

Debtor Extracts

New functionality has been added to complement the existing functionality regarding the creation of Charge Extract Files.  CareCloud has always been able to generate a 4 level (Batch Totals; Invoice Header; Invoice Detail; End of File) generic charging extract file (format can be provided upon request), that contains a lot of fixed information.  Middleware can be used to remove and translate the file into the final format for any third-party finance system (separate functionality exists for integration to Advanced Financials).

With the new functionality, a Bespoke one level extract can be created.  These are created using existing functionality in BO = Interface / Data Returns, where Type of Interface = Charge Extract [New option].

The extract File can be written from 2 Business Objects: Finance Invoices; Finance Transactions.  If written from:

• Finance Transactions
  • Every record will represent a separate charging transaction from the finance Invoice.  There could be multiple transactions in each Finance Invoice and these will show as separate lines within the extract file
  • Data to include can come from Finance Transaction and any Parent BO, which includes Finance Invoice
• Finance Invoices
  • Each Finance Invoice will show as one line within the extract file
  • Data to include can come from any Parent BO, but can not come from Finance Transactions, as this is a child BO (because t has a many to one relationship with the Finance Invoice).  Therefore, data that is only held at the Finance Transaction level can not be included e.g. Finance Code

The system will ship with 2 default bespoke Extracts

Each Bespoke Extract will already have the fields that are to be included setup. Note that they only include some of the fields that can be used.  They are only meant as examples and a template that can be used to copy/clone from.  The following is recommended:

• Do NOT use these shipped versions, otherwise any changes you make will be overwritten after every new release of software
• Instead, clone them and call them something different.  Multiple versions can be created if necessary (name them differently), if multiple bespoke charging extracts are required
• These can continuously be amended, until the required output is obtained (as well as changed indefinitely on an on-going basis to suit changing requirements)
• You may require the help of a Consultant to help build your initial versions

The type of Extract required is determined by the Data Item = Extract Type, on the BO = Finance Extract Batch Setups (FEBS)

• Code = 1 (Generic Charge Extract File)
• Code = 99 (Direct Debit)
• Code = 10 (Bespoke Charge Extract File) [New]

These records are pre-created and it is not possible to create records using duplicate codes.  Any records setup using a different Code will NOT function correctly.

So to use a Bespoke Extract on a FEBS record:

• Extract Type = Code = 10 (Bespoke Charge Extract File)
• Bespoke Charge Extract Name = Select the Title as recorded on the record in BO = Interface / Data Returns e.g. Debtor Extract – Finance Transaction or Debtor Extract – Finance Invoice

A User will be able to select and change the Extract Type associated to a record on a FEBS (Code 1 to 10 or Code 10 to 1) if required.

Bulk Allocation of Finance Invoice Payments

This functionality was added in the 6.4.7 Release and some small changes were made in the next 2 releases.

Following some customer feedback, we have made some further changes as follows:

1. Allocation to Finance Invoices
   1. Previously, the Allocate button was only available when the amount to allocate was fully allocated i.e. variation = £0.
   2. This has been changed, so it will always be available to cater for those occasions where the full amount, for whatever reason, cannot be allocated
   3. The User though will be presented with a message to ensure they wish to continue where the variation is not equal to £0
   4. If the full amount is NOT allocated, the system will automatically create another Bulk Finance Invoice Payment record, with the value that is unallocated.  This is so that this remaining balance can be allocated at a future time, when known.  A link to the original FIP record will be created, so a User can see where the record was created from
   5. A new optional field has also been added called “Report Type”, which allows a User to categorise any Finance Invoice Payment, which can be reported upon via Advanced Search
2. Searching for Finance Invoices (see also screenshot)
   1. Person has been added to the Search Criteria
   2. The output includes 2 additional columns:
      1. ID – The CareCloud Person Id
      2. Ref – Will show the value as stored in “LA Social Care Ref” against the Person, so where a Funder refers to payments via a Reference Number instead of a Name, this may help
   3. Auto Fit Column Width

      

Usability

Some small changes have been made to make the User experience a little bit easier

BO = Person Contract Service

Should there only be one value to select from Service or Service Detail or Booking Type, the system will automatically pre-populate with that value

BO = Finance Transaction

Service Detail has been added.  This will be automatically populated from the linked Contract Service record.

This has enabled Service Detail to be included as Transaction Text (as recorded on records in BO = Finance Invoice Batch Setup) i.e. {Detail Booking} [Note this option will actually output Service Detail when Service Detail contains data OR Booking Type when Booking Type contains data (it is not possible for both fields to contain data)].

BO = Finance Invoice Batch Setup

Another Transaction Text option has been added to show the Weekly Rate of the service where a Weekly Rate Unit has been used i.e. {End Date Weekly Rate}

Recurring Expenses

BO: Expense Type

New Flag: Is Recurring Expense?

To create a Recurring Expense Setup record, an Expense Type needs to be created using the new flag. Is Recurring Expense? Cannot be true if Sundry? Is true, this will prevent an expense from being both Sundry and Recurring.

New BO: Recurring Expense Setup

Settings > Configuration > Finance Admin > Care Provider Payroll > Recurring Expenses Setup

The new business object is used to create expenses that are required on a recurring basis. Once a setup record is created individual expenses will be created for each employee selected in the record, or for all employees if selected for a provider. The records will be created into the Expense BO.

The First Occurrence Date determines the start date for the first Expense created from the Setup record. The Last Occurrence Date determines the last Expense created from the Setup record. The Next Processed On field is calculated to display the next date for the Expense to be created.

Employees can be added and removed from the record, they will then be included in/removed from any future Expenses created from the Setup record. This can be done after the Confirmation Status is Approved, this will not affect any historic records.

The Expenses are created using a scheduled job, the frequency is to be selected in the setup record. The available frequencies are:

• Every Week
• Every 2 Weeks
• Every 3 Weeks
• Every 4 Weeks
• Monthly Set Date

Monthly Set Date will create the expense on the same nominated day every month, if this is set for a date that does not occur every month the expense will be created on the last day of the given month e.g. Monthly Set Date = 31^st, April creation will be 30^th.

When using one of the Every X Weeks options, the day of the occurrence should be selected from the Days of the Week.

Recurring Expenses cannot be recharged to an individual.

A Recurring Expense Setup record will not create any Expense records until the Confirmation Status = Approved. Confirmation Status will default to New when creating a record and the field will be come editable on Save. Once Approved and Expenses are created and extracted into a Payroll Batch from a Recurring Expense Setup then the Setup record cannot be deleted.

Annual Leave

Available on the Payroll business module

Standard Annual Leave Entitlement

BO: Provider

New fields added to set the standard required fields to calculate Annual Leave. New fields are controlled by the Calculate Annual Leave for Employees? Flag. When flag = Yes the following fields will be mandatory:

• Default Holiday Year
• Standard Working Week (Hours)
• Standard Annual Leave Entitlement (Hours)
• Standard Annual Leave Entitlement (Days)

These fields can be populated for one provider within a business unit so when multiple providers exist under a single business unit a validation will prevent the creation of these fields in more than one provider record. The provider setting the standard annual leave fields can be amended at any time but will affect all contracts associated with the provider. The values will be populated into all System User Employment Contracts that have standard Annual Leave entitlement.

Non Standard Annual Leave Entitlement

BO: System User Employment Contract

New flag: Non Standard Annual Leave Entitlement?

Defaults to No

When = No the following fields will be populated from the Provider that calculates the Annual Leave

• Default Holiday Year
• Standard Working Week (Hours)
• Standard Annual Leave Entitlement (Hours)
• Standard Annual Leave Entitlement (Days)

When = Yes these fields will be cleared and can be populated by the user to set the values to a non standard value. This option gives the flexibility to allow individuals with different contracts to have Annual Leave calculated based on new values.

Annual Leave Calculations

Annual Leave will be calculated for all System User Employment Contracts that have Entitled to Annual Leave Accrual? = Yes

The calculation is based on the standard entitlement and working week values and will be calculated based on the entitlement unit.

Entitlement unit = Days - Full year calculation:

Contracted Days per Week * Standard Annual Leave Entitlement (Weeks)

Entitlement unit = Days - Part year calculation:

Contracted Days per Week * Standard Annual Leave Entitlement (Weeks)

365 * Actual Days Worked

Entitlement unit = Hours – Full year calculation:

Hours Worked per Day * Standard Annual Leave Entitlement (Days)

Entitlement unit = Hours – Part year calculation:

Hours Worked per Day * Standard Annual Leave Entitlement (Days)

365 * Actual Days Worked

Pay on Actuals

BO: Master Pay Arrangement

New Flag: Pay Scheduled Care on Actuals?

This flag will trigger the use of actual start and end times for individual staff in booking payments. If no actual start/end times exist then planned start and end times will be used. This flag will make an MPA higher priority than Pay Scheduled Care on Actuals? = No, so where multiple conflicting MPA's apply the Pay Scheduled Care on Actuals? = Yes would be selected to create the booking payment associated with the Diary Booking.

Change to existing fields:

“Apply Duration From” must = Yes for “Apply Duration To” to be editable. Apply Duration From can be used on its own with no Duration To value. These fields will allow the user to specify the booking payment values for specific booking lengths. For example:

• Duration From = 1 Minute
• Duration To = 15 Minutes

In this example the MPA will apply to bookings that are between 1 and 15 minutes at the specified rate. Any booking longer than 15 minutes would not be paid at this rate.

Rostering Enhancements

Status Bar Changes

From version 6.4.9 the Provider/People Diary and Schedule Titles were removed and replaced with the ribbon and status bar.

To provide more clarity for the user we have included the page title in the status bar in bold ensuring the user always retains context and knows what screen they are viewing.

Rostering Grid View

Using the Care Coordinator persona, within the View tab, within the Ribbon on all wallchart screens, the user can select Grid View.

This will modify the display of the bookings on the wallchart into a tabular view. Key columns have been identified from the booking information and displayed in the tabular format. One row will appear in the grid per single booking, regardless of the number of staff or people allocated.

If filters have been used to filter the bookings displayed in the wallchart, these are considered in the Grid View.

The vertical and horizontal scroll-bars allow the user to navigate through the columns displayed.

Bookings are currently order based on Day/Date and bookings that are not editable in the wallchart will appear as read-only in the table. Examples where bookings may not be editable are confirmed bookings or bookings at another Provider.

Where more than one person, or staff are allocated to a single booking upto two names will appear plus a number representing the additonal allocations.

Where the booking is either unassigned or partially unassigned, the staff label will show the unassigned slots first, followed by upto one staff name and, or the number representing the remaining staff.

One unassigned slot:

Four unassigned slots:

One unassigned slot and one assigned staff:

Two unassigned slots and one assigned staff:

The Allocation Status is derived and either 'Unallocated' or 'Allocated'. This column represents the full booking and if unassigned staff slots are on the booking.

To navigate out of the Grid View select Close on the Grid tab in the Ribbon and it will revert to the wallchart.

In version 6.4.10 it is only a view of the bookings, however it will be possible to perform inline edits from the grid view in future releases along with additional features to sort and manage the bookings.

Primary Action for Small Bookings

For bookings with the duration of an hour of less the primary action on the wallchart is now to select the booking. This allows the user to select the booking to either open or drag and drop the booking rather than resize the booking. This may vary slightly depending on the user’s screen resolution. For larger bookings, all actions will remain available including select, or resize from the wallchart screens.

Cursor time shown on Status Bar

When the user navigates anywhere on the wallchart screen which represents a point in time, the time in 24 hours format will appear on the status bar. This allows the user to be more accurate and specific with the click-action on screen. For example, if the user is resizing the booking, or creating a new booking from within the wallchart grid the time on the status bar will display the time is the cursor is on.

Open Staff/Person Details in the Drawer from Provider/People Diary

The Person or Staff name listed in either the People or Provider Diary row is now a hyperlink and will open when clicked, the Details drawer. The user can view and/or edit the Details information and return to the wallchart screen. Having this information available from within the wallchart gives the user the ability to access relevant information more easily and efficiently and retain context in the wallchart.

Provider Diary – Historic Filters

In 6.4.0 the new Provider Diary advanced filters were released as a beta. The advanced filters are now fully released in the Provider Diary and the historic filters have been removed. Additional improvements to the filters will continue. From 6.4.10 auto-refresh (if enabled) will retain the position of the user on the wallchart screen and no longer reverts to the default position.

Known Issues

Known Issues Resolved

Defects Resolved