v6.4.11 Release Notes - 24th May 2024

Feature Updates

Mobile App

When viewing the residential environment, any Providers where the Organisation Type is set to Establishment will be displayed, provided that the logged in user has permission to access that Provider.

Combined Care

For Combined Care providers, it's now possible to navigate easily between shifts at a residential facility and domiciliary bookings providing care for people in their own homes.

In Settings > Care Provider Setup > Care Provider Settings, set Mode of Care Delivery to 'Combined'. The mobile app will display Booking Types with the following Booking Type Class:

• Booking to location (BTC1)
• Booking to Service User (BTC5)

Some fields or options within Daily Care recording are now available based on the Mode of Care Delivery selected:

Settings for Care Task reference data have been updated to drive the visibility and functionality of Regular Care Tasks:

• Available for Regular Care
  • allows the care task to be selected as a Regular Care activity in a Person's Care Plan
  • allows the care task to be selected as an Ad Hoc Care activity during a domiciliary booking in the mobile app
• Available for Care Scheduling
  • allows the care task to be scheduled at a time (or within a given care period) and recur at a specified frequency
  • is not available when Mode of Care Delivery is set to Domiciliary.

Domiciliary

In Settings > Care Provider Setup > Care Provider Settings, where Mode of Care Delivery is 'Combined' or 'Domiciliary', an option has been added for Review Care Plan Before Start Booking? When this option is set to 'Yes', a mobile user must acknowledge that they have reviewed a Person's care plan before they are able to start a domiciliary booking and record care for that Person.

A full care record for Repositioning can now be created in the domiciliary environment of the mobile app, available from the + Add Daily Care menu underneath the header 'Care Recording'.

Daily Care Recording

Daily Personal Care & Continence Care

• Fields have been added so that carers can provide details if there are any new concerns with the Person's skin.

Person Absence / Away From Home

• An absence may now be created without selecting a Person Contract, where scheduling is not enabled.

Physical Observations

• A new form for recording NEWS2 measurements has been added to meet updated clinical standards. The Business Module Physical Observations - NEWS2 must be enabled for this form to be available. The form can then be selected upon creation of a new Physical Observations record in both web and mobile.

Scheduling and Rostering

The Scheduling and Rostering Grid View in-line edit feature is now available in 6.4.11. Care Coordinators can now edit certain fields for a booking in this tabular. It displays important information for bookings allowing the user to make quick, efficient changes to the bookings.

Care Coordinators working on existing wallcharts can now navigate from the Ribbon > View > Grid View.

The user is then navigated to the grid view showing a row per unique booking from the wallchart ordered by day/date and start time. Any filters applied to wallchart are included in the grid view so it is possible to filter the bookings in the wallchart and limit the bookings displayed in the grid. The existing navigation controls to change the date ranges are available.

The fields will vary depending on whether the bookings are Schedule or Diary bookings. If a booking has more than one staff or person assigned to it, it will only show one record and up to two names will be listed in the column followed by a number if more than two are allocated.

In-line Edit Bookings in Grid View

To perform an in-line edit, select the row. The row edit is then enabled showing the user what fields can be changed. Any field that cannot be edited in this booking, or field is read-only. This may occur for bookings that are cancelled.

The user can cancel which will revert the booking back to its previous state, or save changes. The booking is fully validated and any warnings or errors presented to the user.

The fields that can be edited are listed below and if any rules limit the ability to edit the booking to ensure data integrity is retained:

• Booking Type - Bookings can only be changed to Booking Types that have the same resources associated to them. For example the user cannot change a booking to a location (BTC1) to a booking for a person (BTC6).
• Person Contract - Where there is more than one person allocated to a booking, the person cannot be changed using the in-line edit feature.
• Staff Contract - Where there is more than one staff allocated to a booking, the staff cannot be changed using the in-line edit feature.
• Sublocation
• Confirmed*
• Booking Takes Place Every**
• Next Due to Take Place

* Diary Only

**Schedule Only

The user can use Tab on their keyboard to navigate through columns in the table when viewing the bookings, and when in edit mode, navigate through the columns for that specific booking to edit.

There are certain scenarios that in-line edit is not appropriate from the grid view. The user can double click on the row and the Booking Drawer will open allowing the user to make the edit from here. Any booking can be opened in the Booking Drawer by double-clicking the row if this is required.

Bookings that are part of a Run cannot be in-line edited, when a user clicks on a booking from a Run, the Booking Drawer wil open allowing the user to make the necessary changes.

Booking Drawer Staff Tab

Booking Drawer > Staff tab

The booking confirmation has been moved from the Admin tab to the new Staff tab.

Booking Drawer > Staff tab > Costs

The Costs tab on the booking drawer has been replaced by the new Staff tab.

The Cost are displayed in an accordion within the Staff tab on the booking drawer and display the Booking Cost, Master Pay Arrangement and Break Rules.

Booking Drawer > Staff tab > Timings

The Timings tab on the booking drawer has been moved to the new Staff tab.

Attendance Start Date/Time and Attendance End Date/Time fields are being displayed in the booking drawer.

These fields are populated when entered via the mobile app. These fields are also displayed in the Diary Booking Staff BO and are automatically populated from the mobile app. These fields are used to calculate booking payments when a Master Pay Arrangement exists with the Pay on Actuals flag set to Yes.

Booking Drawer > Staff tab > Invalid Booking Cost and Break Duration Validation

The user cannot enter an invalid Booking Cost and Break Time. If an invalid value is entered the user is informed in an error message and advised the invalid value has been reverted back to the previous value. The user must dismiss the error and enter a value.

Role Based Access Controls (RBAC) for Wallcharts

The wallcharts combine a number of different business objects to display necessary information in a single screen. This enables Care Coordinators to manage the bookings for the teams they are responsible for. The main resources involved in bookings are the Provider, staff contracts that can be allocated bookings and people contracts.

Access Restricted: Incorrect Team Membership

It is possible due to the flexibility of Care Cloud, the logged in user's (Care Coordinator) Team Membership has not been configured correctly. If there is a legitimate relationship between the user and either staff or person on the booking but does not have access to both, depending on the wallchart screen the user will be shown the 'Access Restricted' label on the booking and tooltip. Please contact your System Administrator to resolve your team Membership for the restricted resource.

There is further features to support this, see Known Issues section, ACC-7642 for details.

Staff Contract Using Works At Field for Bookings at a Secondary Provider

When the Works At field on the staff contract is being used, on the Diary wallcharts it is possible to see the bookings for another Provider as read-only. It is likely the user will not have access to the other Provider's teams and therefore 'Access Restricted' labels will also be displayed. This ensures where there is no legitimate relationship with other Provider's teams, the information is not available, although the Care Coordinator can see the staff have a booking elsewhere.

For more information on Employee Types see Setting up Users, Teams, Providers and Business Units.

Domiciliary Care Staff Attendance Validations

The Business Module Care Provider Domiciliary must be enabled to utilise the following feature.

For Care Coordinators it is now possible to validate staff login/log out events via the Mobile App into visits ensuring the location and times are within allowable tolerances for the booking.

DOM Time and Attendance Rules

The System Administrators must the configuration of rules required for validation. This can be performed at different levels depending on the needs of the Provider.

Navigate to Settings > Care Provider Setup > DOM Time and Attendance Rules and create a new record. Complete the required fields ensuring the Name is unique.

The available validations that can be performed are listed below:

1. Validate distance of GPS location between "start visit" compared to stored address of visit
2. Validate how early the Carer can “start visit” from the Planned Start Datetime
3. Validate how late the Carer can “start visit” from the Planned Start Datetime
4. Validate how early the Carer can “end visit” from the Adjusted Planned End Datetime
5. Validate how late the Carer can “end visit” from the Adjusted Planned End Datetime
6. Validate the duration of the visit against the minimum booking length

Note: Additional validations will be added when the necessary data is collected via the Mobile App. In 6.4.11 the distance between the start and destination GPS location (1) can be performed on staff login event. The remaining list of validations (2-6) will be added in 6.4.12.

Specify the level the rules record must apply to. It is possible to configure a rules record to apply to all or specific Provider(s) and, or Booking Type(s).

The rules are designed to determine the granularity the validations can be performed and will use a hierarchy to determine which rule would apply. For example a single rule record could be applied to All Providers set to Yes and a second rule record applies to specifically one Booking Type e.g. Medication. For Bookings that use the Booking Type Medication, the second rule would be applied, and all other bookings use the Provider level rule.

For each validation you can specify No check, which is the default or Warn. The additional option Warn and Reason will be a future iteration.

• No check - On the staff login event the validation will not compare any event data and recorded in the Booking Diary Staff record.
• Warn - On the staff login event the validation is performed using the data captured from the Mobile App and recorded in the Booking Diary Staff record.

Each validation can be set independently of another, depending on the organisation's needs. When the validation is set to Warn, additional tolerance fields are enabled. The tolerance is mandatory to ensure the validation can be performed.

Booking Diary Staff > Location Details

Once the rules are defined and staff login into the visits via the Mobile App, the data collected is validated against the tolerances specified in the rules.

Within the Booking Diary Staff record, a new section called Location Details contains the data used to validate the distance between the start visit GPS location and Person Address details.

The field Validation between Start Visit and Address is either:

• Fail - the validation was performed and the distance between the two locations was not within the specified tolerance.
• Success - the validation was performed and the distance between the two locations was within the specified tolerance.
• Unknown - the validation was attempted but unable to complete the validation for example due to incomplete data.

Other additional fields specified in this section allows Dashboards and Notifications to be configured in order for management of failed validations. Using a combination of Dashboards, a Care Coordinator can identify when a staff login event fails the validation, including the difference between the start and intended address and tolerance set for this booking taken from the rules record.

It is also possible to see both the Start and Destination Location pins on the Show On Map giving the Care Coordinator a visual of the distance between locations.

Note the fields Start Location Latitude, Start Location Longitude, and Difference between start visit and address (miles) are now located in this section.

Finance Invoices

Change 1

Currently when Finance Invoices are created, they get a unique sequential numeric Id.

An improvement has been made so that a prefix and/or a suffix can be added, as required.

The setup of this is can be done on the BO = Finance Id (Settings / Configuration / Finance Admin / Care Provider Invoicing).  However, as part of this implementation, a record will be automatically created using:

• Prefix = Null
• Number = highest id number already used +1
• Suffix = null

Should a change be required, then deactivate the existing Finance Id record (where Finance ID Type = Finance Invoice) and create a new one.  Validation has been added so that a new record cannot be created, if it would mean at some point, a Finance Invoice Number could duplicate an existing Finance Invoice Number.

Change 2

Currently when Finance Invoices are created, there were some instances where the Debtor Reference Number and/or the Customer Account Code being pulled through was incorrect.

This has been corrected ,so that under all circumstances, the correct Debtor Reference Number and/or the Customer Account Code is pulled through for the Payer of the Finance Invoice.

Change 3

The system permits Finance Invoices to be cancelled.  This is possible only after the Finance Invoices have been extracted for charging, but before they are issued for charging, due to an issue being identified.  Cancelling Finance Invoices means the Finance Transactions associated to them are recreated, so that they can be associated to Future Finance Invoices.  However once the issue identified has been corrected, then these recreated Finance Transactions would be updated.

However, the cancelled Finance Invoices do NOT feature on any Extract file.  To correct this, a change has been made, whereby for each finance Invoice cancelled, the system would automatically create an ad hoc Finance Extract Batch which would be processed, just with a single Finance Invoice associated. An extract file would also be created.

Note that the extract file would have values multiple by -1 to indicate a credit.  However, the Finance Invoice (and its Finance Transaction) would keep their original value, as they would be associated to both the original extract and the new credit extract.

Finance Transactions

When Additional Finance Transactions are created on a Finance Invoice, A User had to record the VAT Amount manually.  The change made means that based on the Net Amount and VAT Code selected, the VAT Amount field will automatically be populated with a calculated value, but the User still has the ability to change the VAT Amount as required.

Finance Invoice Template 2

A new field has been added to the BO = Finance Extract Batch called “Direct Debit Text to Show” .  Therefore where for Payers that have on their person record “Pays by Direct Debit?

• = Yes, then instead of the text as selected in “Payment Detail to Show” being shown on the Finance Invoice, the text to show will be that stored in “Direct Debit Text to Show”
• = No, text will show as per the selection in “Payment Detail to Show”

Charge Apportionments

A new Business Module has been created called “Charge Apportionments”.  All Forms and Fields that are related to Charge Apportionments, have been associated to this module.  The default setting will be for it to be enabled, BUT if a customer does not wish to use Charge Apportionments, a request can be made to disable it, and therefore those forms and fields will not be visible.

In addition, an improvement has been made with regard to creating Charge Apportionment records.  If only one Payer will be responsible for a charge (which isn’t the Client), then a new toolbar option called “Single Charge Apportionment” is available from the following forms:

• Person Contract
• Person Contract Service

A User will then only need to select the Payer (current validation of what records show, will still apply) and upon accepting, the relevant Charge Apportionment and its detail record will be automatically created.  A User will also need to decide if when the records are created, if they should be pre-validated or not.  Only validated Charge Apportionment records will be actioned.  A new system setting has been created called “AutoValidateSingleChargeApportionments”, which if value:

• = true – Validated? = Yes
• <> true – Validated? = No

A User is still able to change this selection as required, before the Charge Apportionment records are created.

It may be prudent to create a view (and add to dashboard) that includes a list of Charge Apportionment records where they have not been validated, to identify those records that may have been overlooked for validating.

Person Absences

Currently, when creating Person Absences, it is Mandatory to associate at least one Person Contract record.

For customers that do not want to use the Person Absence rules (for Residential Services created from Person Contract Services), then it isn’t necessary to have to associate a Person Contract.

Therefore a new system setting called “UseChargingRulesForPersonAbsences” has been created (default has value = true), that means when creating a Person Contract, the Person Contract field will be

• = true, Person Contract is Mandatory, BUT becomes optional if the Absence Reason selected, doesn’t have any Person Absence rules created for it
• <> true, Person Contract is optional

NOTE – where a Person has any Person Contract (that date overlaps with the Person Absence record) where “Person Contract Is Enabled For Scheduled Bookings?” = Yes, then it will always be Mandatory (regardless of system setting) to select at least one Person Contract against the Person Absence record.

Booking Types

Booking Types can now be added to Booking Type Groupings.  No functionality exists now to use it, but future functionality will allow:

• Contract Services to be setup using a Booking Type Grouping, where the grouped Booking Types have can use the same setup settings e.g. Charge rates (this means a single Contract Service can be created instead of multiple ones using a Separate Booking Types, thus reducing the number of Contract Service records that need creating)
• Contract Services can be searched for more easily

The Grouping can be actioned in 2 ways:

• Booking Type Groupings (Settings / Configuration / Reference data / Care Provider Scheduling) – where a single or multiple Boking Types can be added at the same time
• Booking Type – where can be added to a single Grouping

Finance Security Profiles and Personas

2 New Finance Personas have been created

• Billing Manager – to view records, but with authorisation rights
• Billing Worker – to create records, but without authorisation rights

NOTE – the Finance setup records would be expected to be done by a Systems Administrator

For more information, you can view the records from:

• Settings / Security / Personas
• Settings / Security / Security Profiles

Payroll

Master Pay Arrangements

Settings > Configuration > Finance Admin > Care Provider Payroll > Master Pay Arrangements

The layout of the Master Pay Arrangement form has been updated as below:

The Details section on the form has new field behaviour for the selection criteria. When the "Apply to All" option is set to Yes the associated multi-select field is hidden, when the "Apply to All" option is set to No the multi-select field is available and editable.

The Employee multi select field has been replaced with Employee Contracts. Existing data will be transferred from the Employee field to include all contracts associated with selected employees. Individual contracts for an employee can now be selected on the MPA and the field is multi select. Contracts are filtered to those that are valid within the start/end date of the MPA and a validation exists to prevent a record being saved if an invalid contract is selected.

Recurring Expenses

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

Fields removed from the Recurring Expense Setup record:

• Rechargeable?
• Charge Amount
• Person
• Person Contract
• Funder
• Funder Code

New validations have been implemented on the Recurring Expense Setup business object:

1. Recurring Expense Setup record cannot be deleted after an expense has been created and extracted
2. Expenses created from a recurring expense records start/end dates cannot be amended outside of the first/last occurrence date on the recurring expense
3. Last occurrence date on the recurring expense setup record is editable when field contains no value, field becomes read only when populated

Finance > Expenses

Improvements to the Expense business object when the expense is created from a recurring expense record

1. New system views: Recurring Expenses and Non-Recurring Expenses
2. Clone function removed from Expense record when Is Recurring Expense? = Yes
3. Rechargeable? flag and related fields are no longer available on the Expense record when Is Recurring Expense? = Yes

Annual Leave

Staff > Staff Contracts

Fields have been renamed, there is no change in the functionality of the fields

Platform Changes

Required Fields Control

System Admin can now make their own fields required instead of optional. If you are interested in using this feature please raise a service request as this will need to be enabled in your environments.

Once enabled fields can be marked as required via Settings > Configuration > Customizations > Business Object > Business Object Fields > Set required = Yes

System User Quick add

The System User form has been updated to give a 'Key Information' section at the top of the page containing the minimum Required fields which are needed to create a user. The Default Team will now also filter based on the chosen Business Unit.

Draw View Look Up

A "View" button has been added to the right hand draw view for the record when a look up is selected. This opens a new tab with the Look Up Data.

Person Complaints Field Max Length

Has been increased from 8,000 to 10,000 max characters

Care Plan Status

A new status has indicator has been added to the Care Plan widget to show if the Care Plan is Authorised or Draft

Responsible Team for Export all Reference Data

The Responsible Team field has been added to the export all reference data feature export

Target Tracking

Two new chart types have been added so that a visual of progress can be shown for an Actual VS a Target. For example an actual may be how much fluid has been consumed by a person today and the target could be the amount they are aiming to drink each day.

Taking this example here is how to create the new visuals:

1. On the advanced search page create and save the following query for Food and Fluid records:
2. On the advanced search page create and save the following query for Personalised Care and Support Plans records:
3. Navigate to Settings - Views & Dashboards - User Charts and create the following charts (use "Name" and "Descriptions" as appropriate for your data):
4. This new chart can then be added to a Dashboard of your choice and will look like this if the Person has had 45ml to drink so far out of a 125ml Target:

   

A line chart can also be used instead by:

1. Create the following advanced searches
2. Crate this chart:
3. Add the chart to a Dashboard of your choice and it will look like this, showing the target across teh chart in green and the actuals in yellow:

Advanced Single Sign On (ASSO)

Customer can now use ASSO to login to Care Cloud. This gives the option of using an Authentication App for MFA instead of e-mail. The same login can be used for other Advanced products making credential management easier across products. To prepare your environment for ASSO each System User Account should have a unique E-Mail address on the system user account.

Please raise a support call if you would like to request ASSO to be enabled.

Wallchart Refresh

The rostering Wallchart will now refresh when the Team choice is changed via the Team Visibility feature

Import Process for optional fields

Optional fields can now be left as NULL (empty) in the import file and they will be treated as such in the Care Cloud database, rather than for example treating a time field as 00:00 when import value was empty.

System User Quick Add

The system User form has been re-designed so that the required information is at the top of the form. The Default Team is now also conditional based on the Business Unit chosen. These combined changes makes adding a a system user with the minimal information a lot quicker.

Point of Care

Charting Per Care Plan ADL

For Care Plans which have an ADL in the reference data with charting enabled , that Care Plan will then have the corresponding charting options available:

• Monitoring/Charting Required For Foods
• Monitoring/Charting Required For Repositioning
• Monitoring/Charting Required For Post Falls
• Monitoring/Charting Required For Fluids
• Monitoring/Charting Required For Welfare
• Monitoring/Charting Required For Distressed Behaviours

Max Care Plan Review Setting

A new System Setting is available to control the maximum number of days a Care Plan review can be set to. This has been shipped with the value fo 31. The setting is named "CarePlan_MaxReviewDate" and can be changed as you like, setting it to an empty cell will turn off the validation.

Handover field order and bulk update

Handover screens now have bulk update enabled and the field order and spacing has been improved.

Fluid and Weight Targets

The following fields have been added to the Activity of Daily Living (ADL) Reference Data. Setting these to yes will give the options to record the targets within the relevant care Plan:

• Targets Available For Fluids?
• Targets Available For Weight?

A validation has also been added to check that these targets have not already been recorded for a different Care Plan that is still active.

Notification field order and bulk update

The Notification screen now have bulk update enabled and the field order and spacing has been improved.

Actuals and Ad-Hoc in Repositioning Chart

The actual time care was given has been added to the repositioning Chart PDF. An ad-hoc table has also been added for any unplanned repositioning records.

Known Issues

Known Issues Resolved

Defects Resolved