Timeline - Working with the person's records

Timeline offers a single view of a client data as it builds upon the communication notes populated by the providers after service delivery to the participant. Documents and progress notes should be easily accessible and extractable to all the staff providing care to the participant.

Timeline makes it effortless to fetch out significant information about the participant on the field.

How to add a new document

Documents can be added to the timeline from the top right-hand corner of the screen by clicking +Add new document which will display a drop-down of the types of documents that can be added in the circle of care. The template tool can help you create a template/form which can be used here to pre-fill text and create customised documents. Find out more about templates in this tutorial and how to categorise them to create documents for the participants.

How to flag ‘reportable’ incidents in the timeline?

With the flag feature in the circle of care, you can signify the event to be reportable or not. This can save time during the team meetings & audits to pay attention to only the reportable incidents or complaints. Once you create the document, you can choose the indicative flag from the bottom right-hand corner of the opened document. Types of flags are:

  • Red flag : indicates a reportable incident
  • Yellow flag : indicates a serious incident but not worth reporting or complaints
  • Green flag : indicates the progress of the participant towards their goals

All these raised issues, incidents or complaints can be an initial step of complaints or incident management.

How to extract the documents on-the-go?

In the circle’s timeline, you can filter them by:

  • Free Text: Search through the documents by their name/title. Search using the keywords.
  • Type: indicates all the types of documents which they have been categorised.
  • Flag: lists all the flagged documents based on their chosen and categorised colour
  • Organisation: as Comm Care is a collaborative case management system, you will be able to give access to providers from other organisations to enter their data about the participant so that you don’t miss out on any information about them and provide effective care. This filter allows you to extract documents based on the organisation to view notes created by them.
  • Roadmap service: lists all the notes, especially progress notes created for the service delivery categorised/claimed under that selected roadmap/support category.
  • Tags: they are a part of a template which can be customised based on your organisation needs. For e.g. the tags can be the intensity of the reportable incident
  • Sort by:
    • Updated at: sorts by the most recently updated document
    • Created at: sorts by the creation date and time of the document
    • Occurrence date: sorts the schedule of delivery (occurrence of the appointment)
  • Between: the date range between the document/activity was created/updated or occurred.

Once you filter by the correct filter and know the documents that you want to extract, just click on ‘Download PDFs’ button at the bottom of the filters and you will have all the documents downloaded in a PDF format on the go!

Concerned about the privacy and access of the documents by the users?

Only the service providers directly involved in the participant’s care has to have legitimate access to the participant’s record. Ensure correct staff access to circles and their documents through the ‘View and edit access’ tool. It helps you manage staff access to documents of the client to share only the relevant data and maintain their privacy rights.

In this way, Comm Care records and stores all the details and updates of the participant for you to have a single view. Comm Care is flexible enough to retrieve important information at the point of care to maintain high standards of care delivery to reach the participant's goals.

Edit and delete Documents

From the Circle's timeline, you can click on the title of a document to view detail, see change history or comment on it. When you click on the edit button, you can update the content, or click the Delete button on the bottom right to delete it from Circle's timeline.

In this way, Comm Care can record all details and updates for a Client, viewed in a single tab, whilst maintaining the privacy of users within your Organisation.