Timeline - Working with the person's records

On Comm.care, Timeline offers a single view of client records as it builds upon the communication notes populated by providers after service delivery to the participant. It's crucial for documents and progress notes to be easily accessible and extractable for all staff providing care to the participant, so Timeline makes it effortless to fetch out significant information about the participant.

How to add a new document?

Documents can be added to Timeline from the top right-hand corner of the screen by clicking Add Document, which will display a drop-down of the types of documents that can be added into the circle of care.

The template tool can help you create a document from a template with pre-filled text and customised content. Find out more about templates in this tutorial and how to categorise them to create documents for the participants.

Tips: After creating a document, you can also pin it to the Circle's homepage for quick access later. The pinned documents can be seen on the right side of the Circle's homepage.

How to flag ‘reportable’ incidents in the timeline?

The flag feature in the Circle of Care allows you to designate whether an event is reportable or not. This can streamline team meetings and audits, focusing attention on reportable incidents or complaints.

When creating a document, you can select the relevant flag from the bottom right-hand corner of the document modal. The 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.

Tips: Recognising 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 conveniently extract documents by:

Basic filters

  • Free Text: use keyword to extract documents by their names or titles.
  • Type: select a type that documents have been categorised to.
  • Flag: select a colour that documents have been flagged.
  • Organisation: Since Comm Care is a collaborative case management system, you can grant access to providers from other organisations to input their participant data. This ensures comprehensive information and effective care. Use this filter to extract documents based on the organisation that created them.
  • Sort by:
    • Updated at: by the most recently updated documents.
    • Created at: by the creation date and time of the documents.
  • From - to: the date range within which the documents/actities were created, updated, or occurred.

Tips: Some of the most commonly used types are Personal Plan, Case Instruction, Assessments. Also, you should often use the flag filter to quickly extract the documents that matter.

Advanced filters

Depending on the type you selected, you can search for documents even faster by using the following filters:

  • Document template: available when Type is not All or Claims, this filter allows extracting documents using a particular template.
  • Document template fields: available when a Document Template is selected, this filter allow extracting documents by fields contained in that template.
  • Roadmap service: available when Type is Progress Note, this filter allows extracting progress notes related to a particular service.
  • Sort by Occurrence date: available when Type is Progress Note, this filter allows sorting the progress notes by date the support was delivered (occurrence of the appointment).
  • Sort by Issue date: available when Type is Claims, this filter allows sorting claims by the date they were issued.

Once you've applied the appropriate filter and received the desired documents, you can download them. Simply click on the Download PDFs** or Download CSV button located at the bottom of the filters to do so.

Concerned about the privacy and access to the documents?

Access to a participant's records should be restricted to service providers directly involved in their care. You can manage staff access to the client's documents, just go to Circle > Participant > View their Access to your information. Therefore, you can ensure that only relevant data is shared, and privacy rights are maintained.

Edit and delete documents

Depending on your access level to the circle, you can click on the title of a document to view detail, see change history or comment on it from the Circle's Timeline page.

When you click Edit, you can update the content, or click Delete on the bottom right to delete it from Circle's Timeline.

Conclusion

Comm Care efficiently records and stores all participant details and updates, providing a comprehensive view. Its flexibility allows for easy retrieval of essential information at the point of care, ensuring high standards of care delivery to help participants reach their goals.