Automated actions
5 minute read
To help users stay on top of day to day tasks CareHQ provides actions. Actions can be added manually, but many common actions are generated automatically to save time and help users stay organised.
In this article we list the types of action CareHQ automatically generates for common tasks along with details about what triggers each of them, who they are assigned to, how long is given to complete them, and what reminders (if any) are set.
What is an action?
If you haven't used actions yet, we have a short video guide on setting up your own actions and reminders. Even if you're already familiar with actions, take a moment to familiarise yourself with the attributes that make up an action:
- A description of the task to complete.
- (Optionally) A subject the actions needs to be completed for, such as a care enquiry or service user.
- A user who is assigned the action.
- A date and time when the action should be completed by.
- A flag indicating if the action is urgent.
- Up to 2 configurable reminders.
- An option to pin the action to the assigned user's calendar or the location calendar of the subject.
Good to know
To save you time finding and updating an action once it's done, CareHQ will automatically update actions it generates as 'completed' for you.
Automated action types
The following table lists each type of action that CareHQ can automatically generate.
| Trigger | Task | Assigned to | Due | Reminder 1 | Reminder 2 |
|---|---|---|---|---|---|
| Adding a care enquiry | Speak to the care seeker and validate the care enquiry. | The user the care enquiry is assigned to | In 1 hour | - | - |
| Updating a care enquiry so that the spoken to attribute is checked | Book a visit for the care seeker or arrange an assessment for the service user. | The user the care enquiry is assigned to | In 3 days @ 9am | - | - |
| Cancelling a home visit | Book a visit for the care seeker or arrange an assessment for the service user. | The user the care enquiry is assigned to | Next day @ 9am | ||
| Booking a home visit | Show care seeker around during their visit. | The user the home visit is assigned to | Date and time of the visit | Email morning of the visit @ 8am | SMS 30 minutes before the visit |
| Completing a home visit | Arrange an assessment for the service user. | The user the care enquiry is assigned to | In 3 days @ 9am | ||
| Cancelling an assessment | Arrange an assessment for the service user. | The user the care enquiry is assigned to | In 2 days @ 9am | ||
| Arranging an assessment | Record outcome of assessment for the service user. | The user the assessment is assigned to | Date and time of the assessment | Email morning of the visit @ 8am | SMS 1 hour before the visit |
| Recording the outcome of an assessment as able to support | Book an admission date for the service user. | The user the care enquiry is assigned to | In 1 hour | ||
| If there are no outstanding actions against an open care enquiry | Please review this care enquiry, all actions related to it have been closed but the enquiry is still open. | The user the care enquiry is assigned to | Immediately | ||
| After adding a service user | Book a room and check-in date for the service user. | The user who added the service user | Immediately | ||
| When a service user document expires | The following document will expire on {expiry date}: {document name} {url} | The catch all user for the location | 5 days before document expires @ 9am | ||
| When a service user is missing a required document | Please upload all required documents for this service user. | The catch all user for the location | Immediate for active residents. Two days before check-in for pending residents @ 12pm. | ||
| When a service user's care fund will expire within the configured notification period (e.g. in the next 6 months) | Please review the funding for this service user. | The catch all user for the location | Immediate | ||
| When there is a current or future billing discrepancy for a service user. | There is a billing contract discrepancy for this service user. | The catch all user for the location | Next day @ 9am | ||
| When a respite booking has been in place for more than 12 weeks | Review this respite booking to determine if it should be converted to a permanent booking. | The catch all user for the location | Immediate | ||
| When a service user is receiving CHC or FNC funding but is not recorded as requiring nursing care. | Please review this service user. Their funding currently includes FNC and/or CHC contributions but they are not recorded as requiring nursing care. | The catch all user for the location | Immediate | ||
| When a proposed checkout date for a booking is reached. | Please review the proposed checkout date for this service user. | The catch all user for the location | Immediate | ||
| A week prior to the invoicing date for service user expenses at a location. | Please review the service user expenses for {location name}. | The user assigned the task of reviewing service user expenses at the location. | 1 day before the invoicing date @ 9am | Email the day before the invocing date @ 8am |