Ad hoc visits can be added in several ways, either directly through your rostering system, such as Access Care Rostering, or via the Access Care Planning app, allowing unscheduled visits to be created on the go.
If you use a rostering system that integrates with Access Care Planning, we recommend creating the ad hoc visits in your rostering system whenever possible. This ensures that all visit data is accurately synchronised between systems. Ad hoc visits created in Access Care Planning do not feed back into your rostering system.
Follow this handy guide to create an ad hoc visit in your rostering system. Once the ad hoc visit has been created, you can add a care plan or activities to it.
⚠️ Important: When adding a care plan to an ad hoc visit, it must be set to display on the specific day of the visit, otherwise, the associated activities will not appear. Additionally, a care plan can't be used more than once in a single day. If it is assigned to a second person on the same day, the activities will incorrectly show as already completed.
Create an ad hoc visit
To create an ad hoc visit on Access Care Planning, follow these simple steps:
Click the three-line menu.
Click Visits, then click New Visit.
Fill out the relevant details such as date, time and employee.
Click Create.
Allow unscheduled visits
You're able to allow unscheduled visits, which allows the carers to start unscheduled visits from the app. They'll need access to the cases tab in the tenant preferences.
This feature would mainly be used if you do not have access to a rostering system that integrates with Access Care Planning.
To set this feature up, follow these steps:
Click the three-line menu.
Click Configuration, then click Tenant.
Click Preferences.
Search for Allow unscheduled visits?
Choose Yes or No, then click Update.
View cases tab
Click the three-line menu.
Click Configuration, then click Tenant.
Click Preferences.
Search for Hide Cases Tab For Carers
Set this to No, then click Update.
Select workplan
When starting an unscheduled visit on the app you can have the option for the carer to select which care plan they need to use, to set up this feature follow these steps:
Click the three-line menu.
Click Configuration, then click Tenant.
Click Preferences.
Search for Show Select Workplan When Starting Visit.
Set this to Yes, then click Update.
Add a care plan
You can add a care plan from the web console or by selecting a work plan when starting the visit if this has been enabled.
Web console
To add a care plan to an ad hoc activity, follow these simple steps:
Click the three line menu.
Select the relevant service and service user.
From the left-hand panel, select Care Plans.
Find the relevant care plan and copy the ID.
Click the three line menu, then click Visit.
Using the search field, search for the relevant visit.
Click Edit, then add the care plan ID to Care Plan ID.
Click Update.
If you want to add extra activities or need to add different activities to what is already on the service user's care plan, follow this handy guide.
Select a work plan
To select a work plan, you will need to make sure that this setting is enabled. Also that the carers have access to the cases tab on the app.
To start an unscheduled visit and select the work plan, follow these steps:
From the bottom panel, tab Cases.
Tap the three dots, then tap Follow Cases.
Search for the relevant service user.
Tap BEGIN UNSCHEDULED VISIT.
Enter the start and end time, then tap CREATE.
Select the relevant care plan.
Log in to the visit as usual.