In Comm.care an appointment is an instance when a service is scheduled to be delivered to the person/Participant. In order to create an appointment for that person, their Circle first needs to have the relevant service added to the Roadmap - see Add your services to the Roadmap.
The Circle Calendar shows the Participant's appointments including yours and your colleagues.
Note: Comm.care revolves around the idea of person-centered care and so you can only create appointments based on the Circles and not staff.
There are two ways to create appointments for the Circle in Comm.care.
My Circles > Select the Circle from the list or search for their name at the bottom of the list > Calendar> Click Add Event > Add Appointmenton the top right or scroll through the time-slot in the calendar (refer to the image below).
Complete the new appointment form.
Pro-tip! Are you NDIS Funded? Set up the line item within the appointment, then all the related Progress Notes will have that line item. This is perfect for support workers, as the risk of them making a mistake when selecting line items during Progress Note creation is virtually eliminated!
With the smart filters, you can now view the Circle's appointments as per the Roadmap and the attendees.
Now you can create multiple appointments for multiple Circles in a single place and can have a single view of all the appointments.
My Organisation > Calendar > Click on Circle's tab on the right > Add Appointment.
Note: Only available for enterprise plan users
Once you know which staff members are available, switch to the ‘Circle filter’ and create appointments for your clients.
When creating appointments for the Circle, Comm.care will take into account the time and duration of the appointment and show you the available staff members to roster as shown below:
Note: If a staff member has not mentioned their availability or their availability field in their profile is blank, they will be shown as available at all times by default.
After assigning an available staff member to the appointment, be sure to save the appointment and/or notify the assigned staff member by clicking ‘Save & Notify’.
Click on option Repetitive to select the type of repetition: Hourly, Daily, Weekdays, Weekly, Monthly. Each type has different options, which are designed to help you quickly automate the process. You can also set an end date for the recurring appointment. For example:
Once done, don't forget to save changes. Comm.care gives you two options while doing that:
Choose the best option for you and Congratulations! You have created your first appointment. Now you can add all the other appointments related to the other active services.
Click on an appointment to see more information about the specific appointment.
You’ll notice that there is a red page next to your appointment. This red page means that the Progress Note for that appointment has not yet been completed. Appointments that do have completed Progress Notes will have a green flag instead. See how to create Progress Notes.
Open the appointment > Edit > Delete
If the appointment is repetitive (part of a series of recurrent appointment), you will need to select if you want to delete:
When an appointment is booked with the Circle, apart from the available staff shown while rostering, Comm.care also shows a message box to give you a warning if the assigned staff is already booked. It enables the organization to avoid scheduling conflicts and manage staff availability smarter.
You still will be able to save the appointment in case of Group services or other cases where the worker has multiple appointments.