All client events including shift progress notes, communications and messages can be found under their Communications menu.
Topics covered in this article are:
👀 You may also be interested in Download progress notes (Events Report)
Viewing the client communications page
The client communication page allows you to access and view all communications made by care workers during shifts as well as any communications added by office staff within the organisation.
To access the client communications page, on the main menu navigate to client > client list. This will direct you to the client index page where you can select the client whose communications you wish to view.
Selecting a client will bring up their profile and a new drop-down menu (client drop-down menu) on the left-hand side of the page. From the client drop-down menu select communications.
Communications will bring up the communication history on the client's profile with the date and time period of when the information was recorded.
Filtering the note types
Category Filter: When viewing client communications, you can use the filter category feature to view a specific group of communications (inquiry, incident, feedback etc). Simply select the category you wish to view and click apply to activate the filter.
Date Filter: The date filter will help you locate notes within the selected date range.
Once you have applied the filters you might want to print the notes.
Only admin/coordinators can add communications via client profile as well as send SMS and emails to clients. Care workers can only add progress notes or feedback.
To add communications via client profile, select the type of communication you wish to add from the drop-down menu at the bottom of the client communication page.
Make sure to click add at the bottom of the page otherwise, the information will not be recorded.
Office staff can edit communication by clicking on Edit button in from of the communication.
Clicking on Edit button will bring the below page. Users can edit the fields below:
Printing the client notes and communications history
Share notes with your client
Email notes to your client
Depending on your notification settings you might also be getting emails each time staff add notes to a shift. You can forward these emails to your client.
Alternatively, you can export in CVS file (which will open in Excel) from the detailed events report. This export can be filtered by date and once in Excel can be further filtered to find the appropriate client.
Email progress notes from ShiftCare to the client
You can use ShiftCare to email your client the progress notes.
Step 1 - Print the notes to a PDF (by following the steps above)
Step 2 - From the client's communication page you can email create an email and attach the PDF
Send SMS or email to your client from ShiftCare
Those with the Admin role can also SMS and email clients. These features can be found at the top right of the communications page.
When email or SMS is selected, a dialogue box will open. After a message is typed make sure to click send before exiting the communications page otherwise no messages will be sent to the client.
Click Cancel if you wish to no longer send SMS/email.
Replies to SMS messages from the client
Clients can reply to SMS messages sent to them via their communication history. The SMS reply they send is shown as a notification on the app, if the admin has the app installed.
The SMS reply is also sent as an email to the admin who sent the message.
Clicking the email displays the reply in the admin/sender's communication history.
Replies to email messages from the client
When an admin sends an email to a client, the message is saved in the client's communication history. If the client replies, the reply remains an email and goes to the sender's inbox.