Preferences

Preferences allow a provider to better match Staff with supported People to provide a more person-centred experience. This information is then used to help book appointments between compatible people using a matching process (see the Using Preferences section later in this article).

To assist with the matching process, Care Cloud looks at the following components:

• Distance
• Gender
• Ethnicity
• Religion
• Language
• Smoking
• Pets

We then add the compatibility and the number of previous visits a staff member has had with the person. This same information is collected between the care receiver and the staff member to have a true match between them. Other than distance, the person and staff member have the ability to state if the preference is something they Prefer or if it is a Must Have. If a preference is marked as a Must Have, a staff member that doesn't match that preference exactly will not be able to be selected for a booking with that person.

As preferences are being created the system is looking towards the actual values on the Person or Staff records, so if a person has a preference for a specific language the system is looking at the Staff's language business object for a match. Likewise, if the preference is related to pets the system is looking to the person or staff's detail for the answer regarding pets.

If preferences are not selected on either the person or staff member, the system will return all employees as 'Matched'. If either the person or the staff member have preferences, the system will look at the stated values for the components above and return the best matches or partial matches.

Adding Preferences

Information is collected as follows:

1. Distance is calculated based on the Longitude and Latitude associated with the person and rostered employee's address. The longitude and latitude is automatically calculated using the mapping feature that has been specified in the Site Settings. The end-user can update the longitude and latitude if needed. When calculating the distance, the system will look to see if the Rostered Employee has a previous shift for that day and calculate the distance from that location.
2. A Gender preference can be specified in two ways:
   1. The first way is, when creating a booking, the Care Coordinator indicates whether that booking should be gender-specific, based on the tasks being performed, by using the Gender Specific Booking field.

   

   1. The second way is either the Person or Rostered Employee can designate their preferred gender using the Preferences page:
      1. On either a Person or Rostered Employees record, click Menu > Related Items > Preferences.
      2. Click + to add a Preference record.
      3. Select Gender from the Preference Type drop-down.
      4. Indicate the Gender - Male, Female, Unknown or Indeterminate.
      5. Under Preference Action, select either I Prefer or Must Have.
      6. Specify the Start Date from which the preference is to be effective.

1. When matching, Care Cloud looks at both the value for Ethnicity provided in the Person or Rostered Employee record and the value in the Preferences record.

1. Both the Person and Rostered Employee can designate their preferred Ethnicity using the Preferences page:
   1. Select Ethnicity from the Preference Type drop-down.
   2. Specify the Ethnicity (this is the same list used throughout the system).
   3. Under Preference Action, select either I Prefer or Must Have.
   4. Specify the Start Date from which the preference is to be effective.
2. When matching, Care Cloud looks at both the Preference value for Religion provided in the Person or Rostered Employee record and the value in the Preferences record.

1. Both the Person and Rostered Employee can designate their preferred Religion using the Preferences record:
   1. Select Religion from the Preference Type drop-down.
   2. Specify the Religion (this is the same list used throughout the system).
   3. Under Preference Action, select either I Prefer or Must Have.
   4. Specify the Start Date from which the preference is to be effective.
2. The Language preference looks at the preferred language on the person and the Language Business Object for staff.
3. When matching, Care Cloud looks at the Preference value for Language provided in the Person record and, for the Rostered Employee, both the value specified in the Languages record (open on the System User record > Menu > Related Items > Languages) and the Preference record.
4. The Language Business Object for staff can be found under Rostered Employees>Related Items>Languages.

• Language - Lookup to languages available in Care Cloud
• Fluency - The fluency lookup is set by the provider.
• Start Date - the date you want the preference to be effective.

• Both the person and rostered staff can designate their preferred Language by using the Preference Business Object. To create a Language preference the user can open Preference either on the Person or Rostered Employee>Related>Preferences. The User will need to complete the following information:
  • Preference Type - Language
  • Language - The Language list is the same list you see everywhere is the system.
  • Preference Action - select either "I Prefer" of "Must Have"
  • Start Date - the date you want the preference to be effective.

• Preferences for Smoking look at variety of different information include is the person or staff smoke, if anyone in the household smokes and also the preference of the Person/Staff. The Person's stated smoking information can be found in the person details under additional information.

• Both the person and rostered staff can designate their preferred Smoking preference by using the Preference Business Object. To create a Smoking preference the user can open Preference either on the Person or Rostered Employee > Related Items > Preferences. The User will need to complete the following information:
  • Preference Type - Smoking
  • Smoking - Yes, No, Unknown are the values you will use to designate the preference, e.g. "I prefer someone who smokes would equal a yes value."
  • Preference Action - select either "I Prefer" of "Must Have"
  • Start Date - the date you want the preference to be effective.
• The last Preference we capture information on is Pets. We capture information regarding pets in the person detail under additional information. You are able to specify whether the person has pets, doesn't have pets or is allergic to pets.

• Both the person and rostered staff can designate their Pet preference by using the Preference Business Object. To create a Pet preference the user can open Preference either on the Person or Rostered Employee>Related>Preferences. The User will need to complete the following information:
  • Preference Type - Pets
  • Pets - Has Pets, No Pets, Allergic to Pets.
  • Preference Action - select either "I Prefer" of "Must Have"
  • Start Date - the date you want the preference to be effective.

Using Preferences

Preferences are used as part of the Booking process, so you will go to Provider Diary>Add Booking, select a booking type, enter the start date and time, end date and time and click on Select People. In order for preference to be active you must only select one person to match staff to at a time. Once you have selected your person, click on Confirm Selection.

If the booking has gender specific tasks you will want to choose the gender appropriate for the task by selecting gender in the Gender Specific Booking field. If a gender is chosen, this will restrict the staff returned in the staff field to only those meeting the gender specified.

To add Staff, you will click on the "Add Staff" or "Edit Staff Selected" button and the system will filter by the Responsible Teams you are assigned to. The system default to "Only Show Available Staff" and "Only show Fully Matched Staff". If you did not return any staff turning one or both of these off will increase the selection. If you make changes to the buttons you will want to click on the refresh button to update your selections.

The system displays the following information to assist you in make the best staff match for the person supported:

• Gender - this is displayed behind the Staff name and can have the following values:
  • M - Male
  • F - Female
  • U - Not Unknown
  • I - Indeterminate
• Distance - this displays the distance between the staff's home and person supported home. If the staff is traveling between people supported the distance will reflect that distance.
• Travel time - the system displays the time it will take to travel to or between locations based on the mode of transportation.
• Mode of Transportation - The system captures the Mode of Transportation based on the Staff's Transportation Schedule for the day and time selected in the booking.
• # of Previous Visits - This reflects the number of previous visits the staff has had with the person supported. The information is updated daily.
• Compatibility - if the staff has a compatibility rating from there time with the person supported. If the compatibility rating is "Poor" a Warning will display when the booking is saved and if the compatibility rating is "Bad" an Error message will display at save prevent you from saving the booking with that staff assigned.
• Role/Contract - the system will display the role for the staff under the provider and team, whether the contract is active and the date it started on.
• Preference Status - the system will display three different badges depending on the preferences matched, with a hove over provided on "Partially Matched" and "Not Matched" badges. The preference messaging will tell you whose preferences are not being matched.
  • Matched - where all "Prefer" and "Must Have" preferences are matched between Staff and Person Supported.

    

  • Partially Matched - where some but not all preferences have matched, you are able to hover over the Partially Match badge and the system will display both the matched and unmatched preferences.

  

  • If a "Partially Matched" staff is selected, you will receive a Warning on save but will be able to save the booking.

    

  • Not Matched - where there are "must have " preferences that are not matching between staff and the person supported. You are able to hover over the Not Matched badge to see what the preferences that are matched, partially matched and not matched.

  

  • You will not be able to save a "Not Matched" staff to a booking and will receive the following error message.

Once you have selected your staff you are able to Create the booking. This process is the same from all of the booking windows.