v6.4.6 Release Notes - 13th October 2023

Heather Chapman Updated by Heather Chapman

Feature Updates

Mobile App

Daily Care Recording

1. Various updates have been made to the Welfare Check daily care to make it more intuitive and enable a more detailed care record.

2. A validation has been implemented on all Daily Care to ensure that the time care was given and the time spent with resident combined may not be later than the current time.

3. New care types are now available to record daily care via the mobile app:

  • Distressed Behaviour
  • Emotional Support
  • Activities
  • Food and Fluid
Resident Dashboard

Validations have been implemented to ensure that the Resident Dashboard only displays Residents with an Authorised Care Plan, and to ensure that each Resident only appears once even if they have multiple active Person Contracts.

Key Risk Icon

An icon will now show on the Resident Dashboard and the Resident Details page to identify the number of Key Risks applicable to that Resident. Key Risks are explained in more detail in the article Configuring the Care Cloud Mobile App.

Recording Ad Hoc Care

Ad hoc (non-scheduled) care can now be recorded in the mobile app. When viewing a Resident's Details, tapping on the button '+Care' will bring up a list of Care items that are available to complete in the mobile app. Tapping on a Care item will open the relevant form so that the details can be entered and saved to the Resident's record.

Once completed, ad hoc care is displayed alongside scheduled care on the Resident Details screen, in the list of care for the current day.

A completed care record can be selected to review the details of the care via the auto-generated care note. Where care was not carried out, any relevant additional details are displayed in place of the care note.

Swallow Assessment Rating

When entering a Person Alert/Hazard that presents a choking risk, a Swallow Assessment Rating must be entered. Improvements have been made in this area so that if a Swallow Assessment Rating is changed, or a new value entered, this will update on all active Alerts/Hazards that present a choking risk.

BO = Finance Transactions (FT)

Responsible Team (RT)

This will be automatically completed based on the following rules in order to help with Team Visibility functionality, from:

  • Person Contract Service (PCS) – which uses use the RT of the Person Contract (PC) record (where Contract Type = Spot)
  • Contract Service (CS) record (where Contract Type = Block)
  • Diary Booking to Person, uses the RT of the linked PC record
  • Schedule Booking to Person, uses the RT of the linked PC record

As a consequence, if the RT changes for a PC, then this will change the RT of all FTs, where they have “Finance Invoice Status” <> Extracted.

Where Additional Finance Transactions are created on a Finance Invoice:

  • If PCS field <contains data>, the RT = that of the PCS
  • If Booking Diary <contains data>, the RT = Diary Booking to Person, needs to use the Responsible Team of the linked PC record
  • If PCS and Booking Diary = Null, use RT of the Finance Invoice
Chargeable Units

A new field has been added, which will be completed with the same value as Total Units, BUT for Scheduled care, where the Booking Type uses a Booking Charge Type = Per Booking / Client Number, then Chargeable Units is divided by the Number of Person Contracts i.e. as this care is shared between multiple clients, to obtain Total Units per Client

BO = Contract Services (from BO = Provider)

When viewing an individual Contract Service record, a new tab is viable called “Person Contract Services”, which will list all these records.

This tab will NOT show, if for the Service selected on the Contract Service, means it is used for Scheduled Care and therefore PCS records are not applicable

BO = Ad-Hoc Expenses

Functionality now available for the system to automatically create Finance Transactions from Ad-Hoc Expense records, that can be recharged to a Payer, via Finance Invoices, using the system’s Standard Invoicing functionality

BO = Person

  • Bank Sort Code – Validation added to ensure 6 numbers are recorded
  • Bank Account NO – Validation added to ensure 8 numbers are recorded

BO = Finance Invoice Batch Setup

More granularity has been added for creating Transaction Text for Finance Transactions where Transaction Class = Apportioned

Change of Field label

  • Transaction Text (Apportioned) Person
    • From Transaction Text (Apportioned)
    • This will be used where the Payer = Person

The addition of the following fields to allow more detailed Text to be added for certain types of Finance Transactions

  • Transaction Text (Apportioned) Funder
    • This will be used where the Payer = Provider AND Funder = Establishment
  • Transaction Text (Apportioned) Provider
    • This will be used where the Payer = Provider AND Funder <> Establishment
Finance Invoice Text

Additional dynamic text is available

  • {Chargeable Units}
  • {Latest End Date}
    • The date used is the maximum end date used from all the Finance Transactions associated to the Finance Invoice
  • {Block People}
    • Where the Contract Service has Contract Type = Block, Finance Transactions are associated to the Contract Service as opposed to Person Contract Service (PCS) records, as they are irrelevant to determine charge value.  However if PCS records are created, for every different Person used on any of the  Finance Transactions associated to the Finance Invoice, an aggregated list will be shown, using initials of First Name and Last Name, and shown in alphabetical order
Finance Transaction Text

Additional dynamic text is available

  • {Block People}
    • Where the Contract Service has Contract Type = Block, Finance Transactions are associated to the Contract Service as opposed to Person Contract Service (PCS) records, as they are irrelevant to determine charge value.  However if PCS records are created, for every different Person used on the Finance Transaction, an aggregated list will be shown, using initials of First Name and Last Name, and shown in alphabetical order

Generic Debtor Extract

Additional fields added at Level 2 (Finance Invoice) Positions 35 to 36

  • Invoice Text
  • Customer Account Code

Additional fields added at Level 3 (Finance Invoice Detail) Positions 64 to 66

  • Chargeable Units
  • Transaction Text
  • Customer Account Code

Default Rates and Overriding Default Rates

BO = Contract Service
  • The ability to indicate if a (default) rate can be overridden on the Person Contract Service when it is created
BO = Person Contract Service
  • The ability to indicate if a default rate can be overridden and if so, so record what rate that is
  • In addition, a confirmation field where if rates can be overridden, the rate recorded is valid

 Automatically Defaulting Field values

BO = Person Contract
  • Field = Responsible Team
    • Where new system setting “AutoCompleteResponsibleTeamOnPC”
      • = true, then immediately
        • when creating the record, it uses the same Responsible Team as the Person
        • BUT if the Responsible User is NOT allocated (a member) to that Team, then it uses null
      • <> true, then
        • If Responsible User has visibility for ONLY one Team, then it is defaulted to that Team, ELSE it uses null (i.e. because they have visibility to two or more Teams)
  • Field = Establishment
    • When a record is being created, the field is Read Only until Responsible Team is completed.  The field is live immediately on RT being known, as opposed to once the record is created
    • Should there be only ONE (Establishment) record that could be selected, then that value is immediately defaulted
    • field will be live so User can still amend it or select it if null
      • The Establishments that will show for selection will only be those where for the Business Unit of the Responsible Team of the Establishments, are the same as any of the Business Units of any of the Visible Teams belonging to the Responsible User
  • Contract Scheme
    • When a record is being created, the field is Read Only until Establishment is completed.  The field is live immediately on this, as opposed to once the record is created
    • Should there be only ONE record that could be selected, then that value is defaulted i.e. for a Contract Scheme, it has the same Establishment, else null
    • There is already functionality that determines what values to select from, if being updated or is null

Customer Account Codes

Only available where Business Module = Customer Account Code (CAC) is enabled

The ability to record a structure for the Code

  • Prefix (Optional)
  • Number (Mandatory)
  • Suffix (Optional)

The system will automatically generate the next number to be used on either

  • Person - when a Person is next used on a Person Contract or Charge Apportionment, where no CAC currently exists
  • Provider - when a Provider is next used on a Charge Apportionment, where no CAC currently exists
  • Contract Scheme – when a Contract Scheme is next created (i.e. so links Funder with Establishment – but only where they are not the same e.g. Private Care)

The Customer Account Code will be visible on the Following Business Objects

  • Person
  • Provider
  • Contract Scheme
  • Finance Invoice

Data Extract for Customer Account Codes

The system has the ability to use the Data Extract functionality to generate extract files to send to a third-party Debtors system for:

  • New Payers
  • Updated Payers

To this end, two new tracking Business Objects have been created to support this

  • Person Customer Account Code Tracker
  • Provider Customer Account Code Tracker

These will be used to identify which Provider and Person Payer records are new or have been updated

For this to work, it requires:

  • 2 Data Extracts records
    • Person
    • Provider
  • 2 Advanced Searches
  • 2 Scheduled Jobs
  • 7 Workflows (in order to create and update records to make the above work)

These have been created and are available to be exported/imported upon request.

Defects Resolved

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