Automated actions

4 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
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
  • All users