Smart Program Services P/L - ClientCareRecord

For Community Care - Retirement Villages - Hostels - Nursing Homes
 

Client Care Records  (CCR)         Download
CCR is a complete Database for HOSTEL, NURSING HOMES and/or COMMUNITY CARE, covering all aspects of managing a care facility. The database can be used for one or for a variety of different care setups (only ONE data-source is required and linked to different Departments).

Department of Ageing, Disability and Home Care
Linked with HADS (HACC and Disability Services System)
HACC: Home and Community Care
                                
The existing HADS data table will be transfered and synchronized with CCR.

More Information ......   Client Care Record Brochure
 
Linked to HADS for MDS (Minimum Data Set) recording. 

Client Care Management Roster setup - with Payroll link

  • Client Services setup : Service description with Employee's pay rates and client service fees. 
    Rate setup: hourly rate or fixed rate for task
    Payment setup: weekdays / after hours / Saturday / Sunday / Public holiday
  • Merges employees/volunteers with client services.
  • Setup employees/volunteers availability - days and times.
  • Search for available staff - use additional search criteria - Gender/Qualification/Languages/Location 
  • Establishes fortnightly client care need rosters - templates.
  • Automatic link to Google maps - import GPS data - travel distance/time between jobs are recorded and travel time and travel allowances are paid.
  • Employees' rosters are adjusted and optimized using travel time between jobs.
  • Setup fortnightly employees roster schedules for employees/volunteers.
  • Email Rosters to Employees / Volunteers (store emails with attachments on database)
  • Deletes employee/volunteer roster entry, if not available.
  • Finds and re-schedules empty client services.
  • Reports on services received.
  • Reports on employees/volunteers rosters.
  • Client services are automatically recorded into HADS - MDS report - with additional information.
  • Employee/volunteer attendance and tasks performed.
  • 'Staff payroll' is produced by calculating working hours or fixed payments for Client Services, including paid travel hours and/or travel allowance (paid travel distance/km).   

    Staff Roster
  • Staff members are assigned to Clients.
  • The availability of staff members are checked .
    a) nominated Week day and time.
    b) existing roster times.
    c) Times for Personal Leave,Holiday etc.
  • Finds available staff members to fill shifts (a list of only the available staff members are produced)
    a) Clients assigned to staff.
    b) All available staff.
  • Weekly setup of client services, with nominated staff members and service tasks.
  • Empty shifts (where no staff member is assigned) and unconfirmed shifts are listed .
  • Confirmed shifts (ticked boxes) are processed and payroll/client invoices are created 
  • Various reports for staff rosters and client services can be printed or directly emailed to staff or client for fast communication.

    Client Invoicing
  • Client fees plus travel hours can be set for various Client Services:
    a) charge of hourly rate
    b) fix amount for task
    c) extra charges can be processed
    d) travel time can be included
  • Invoice periods can be set - Weekly - Fortnightly - Monthly
  • Invoice can be printed or emailed sent to client, carer or other organisations. (Emails are stored with attachments on database)

    Staff payroll - link to SmartPayroll
  • Staff working hours are transferred into the payroll system (SmartPayroll).
  • Staff working hours for selected client services can be paid:
    a) as a fixed amount or
    b) on an hourly rate for a particular task or  
    c) paid at the normal hourly staff rate.
  • Staff travel time can be paid and travel distance is paid as an allowance.
  • Payment of travel time and distance is calculate using client/staff setup data. Client service setups are calculated automatically.
  • Personal leave, holiday, unpaid leave etc. can be managed via roster:
    a) Deletes staff working hours/client services for staff members who are absent.
    b) Creates a list of all shifts which are not filled, and to be re-assigned by other staff. 
  • Delete Client Services and payroll data will also be deleted. 

Phone Service Management

  • Create Phone call records
  • Record phone call comments and notes
  • Phone date/time and phone call duration is recorded. 
  • Last phone call record is displayed
  • Reports are created with total phone call durations
     

Diversional Therapy Management

  • Creates activity programs and staff instructions. 
  • Creates client groups for activities.
  • Client activity setup - clients attendance records.
  • Clients 'Diversional Therapy' care plans.
  • Client 'Diversional Therapy' performance assessments.
  • Records activity groups for MDS reporting.
  • Creates various reports and statistics on client's 'Diversional Therapy'  
Meals-on- Wheels
This database is designed to assist organisations with the delivery and management of meals to clients in the community. 
  • Stores Client dietary requirements.
  • Client delivery instructions.
  • Allocates clients to delivery-runs and delivery-orders.
  • Creates weekly meal delivery templates
  • Creates invoice statements.
  • Records (automatically) meal deliveries for MDS reporting.
  • Allows multiple MDS records for meal delivery in advance.   
  • Stock management tool- to ensure control of stock items and record required client info (eg. batch numbers) under 'Food Safety Standards'. 
  • Roster tool for meal-run driver setup
Client Transport setup 
  • Client's transport requirements - walking-frame, wheelchair etc.
  • Client's bus pickup schedules/variety of bus-run reports, sorted by pick-up/drop-off order.
  • Interactive Daily Vehicle Schedule to manage your day to day routine

Other useful databases are also included:

  • Suppliers and contractors
  • External services
  • Incident/hazard report database

 

  

Client's’ INFORMATION 
Clients’ records - Active and Non-Active
Linked to HADS for MDS (Minimum Data Set) recording
MDS data entry interface for fast manual data entry 
Personal Information  
  • Personal history of resident - information on client’s background. 
  • Records of resident’s family and friend with authority types.
  • Complaints and suggestions - record for clients, relatives and staff.
  • Accident/incident reports incl. Medication incidents.
  • In the event of death - information and instructions.  
Care Plan Information
  • Care Plan information with care needs, intervention, goals/expected outcomes.
  • Clients ongoing notes, records external services provided for each Client.
  • Clients doctors, medical history, ongoing note records.  
  • External services provided for each Client.

Reports, Form and Correspondence (Mail Merge)
Reports and forms are produced for all relevant information.
Detailed summary information for the MDS records are available.

The database can be linked to MS-Word documents and a powerful 'Mail Merge' facility will make letter writing and envelope printing as simple as clicking a button.

Care Plan Instrument - write your own Care Plan Library:
Easy and user friendly tool- to establish Clients care plans. A 'Care Plan Library' is used for various questions under the Residents Classification Scale.  
Separate Care Plan Libraries will be stored for different care services E.g. Hostel/Nursing homes have different Care Plan Libraries.

 

 

 

 

 

 

 

 

The DAELIBS ™ Logger is a small mobile unit which the carer uses to electronically record their jobs.
Each Client has a metal button in their home which  identifies the client.
The button is pressed onto the logger at the start and at the end of services provided. The date, time and button ID (client identifier) are recorded and downloaded.