You can create a user for next-of-kin, commissioners such as CQC, or service users themselves. This is done in five parts. Having this allows the users to see who is attending visits, what time visits are, visit notes, and forms. You can limit access to what you want them to view.
Add a new user
Firstly, you need to add a new user to your system to do this:
Click the three-line menu.
Click Configuration, then click User.
Click New User.
Enter the details such as Name, Address, Username, etc.
Select Set Random Password.
Select users type as Other User.
Choose the same branch as the service user.
Click Create.
Demo video
Add relation
Once the next of kin user is created, you need to add a relation to the service user. To do this, follow these steps:
Click the three-line menu.
Under services, select the relevant service.
Select the service user record for whom you want to add a next of kin.
In the top left, click the service user name.
Click Add Relation.
From the dropdown, select the relationship.
Enter the name of the authorised user.
Click Save.
Demo video
Add role based permissions
Once you have added the relation, you need to add role-based permissions so that the next of kin user is able to view the service user's visits and information.
Click back to go back to the service user record.
Click Roles. Then check if there is a role called next of kin or similar.
📌Note: If a role doesn't exist you need to create a new role, take a look at our creating new roles article.
If and once you have the role in place click Edit, and add the new next of kin user under the user's field.
Click Update.
Demo video
Subscription
You will need to check that the next of kin user is subscribed to the relevant service so that they are able to see the service user to do this follow these steps:
Click the three line menu.
Click Configuration.
Click Services, and select the relevant service.
Click subscriptions.
Find the next of kin user.
Click subscribe if it says subscribe.
📌Note: If the user has Subscribe next to their name this would mean they do not have access. If they have Unsubscribe this would mean they have access to the record.
Demo video
Set up a device
Once everything is set up for the user, you will need to register their device. To do this, follow these simple steps.
Click the three-line menu.
Click Configuration, then click Devices.
Click New Device.
Fill out the relevant information.
Click Create.
Information | Description |
UUID or IMEI | Enter the unique ID number from the device. If your code contains any letters, fill in the UUID box otherwise use the IMEI box. This will appear as a device ID on the user's device at the top of the login screen on the Access Care Planning app. |
Name | Provide a name for the device. |
Operating system | IOS, Android, or other. |
Model | The model of the device. |
Is active? | If selected, it makes the device active and allows the user to log in successfully. |
Is shared? | If selected, the device can be shared across branches. |
Phone number | The phone number of the device. |
Assignees or Groups | Enter the name of the employee who'll be using this device. If a name is not added, access to the app will be denied. Adding a group to the group's section grants all users in that group access to the device. |
Branch | Associate the device with the branch that the employee is allocated to. |
Demo video
Next of kin log in
Once the device is created, the next of kin can log in to the app and access their family member's record. Here is a handy guide that can be shared with the next of kin to help them get started.
Once logged in, users can view their visits as far back as needed. Once on the visit page, scroll up to view more visits. For form visibility, this is dependent on the settings for how many the device will retain at a time, set in tenant preferences.