We have created this curated content to help showcase how Access Care Planning can be used to manage these outcome goals. For the purpose of this article we'll use the term 'Outcomes'.
As you follow this process, you'll use several elements of the system, including forms, automation rules and activities, to record and track the service users' progress against their outcomes.
Objective
To help you adopt this process we've made a handy checklist. Simply open this article and print!
Step one: Import your forms
To help you get started, we've provided the following forms, that you can use as a base and you'll be able to edit the forms, and change the terminology within the forms and content captured accordingly.
You can import forms into the system as long as they are JSON files with an Access Care Planning template. We have three form templates that have been made specifically for outcomes, which you can use and edit where needed.
For more information, see our associated articles.
Step two: Associate your forms to a section
Once you've imported your forms, you'll need to associate your forms to a section before you can use them. If you need, you can also add a new section to meeting your needs.
You may have multiple outcomes for the Wellbeing and Independence; we recommend one form for each individual outcome or goal to help with the management, tracking and reporting.
Setting the display columns for useful information to be displayed within the forms section for the service user.
Useful display columns are:
Goal and objective.
Initial review date.
Initial score.
Details/comments.
6 month review due by.
6 month review completed on.
6 month review score.
12 month review due by.
12 month review completed on.
12 month review score.
Outcomes/goal status.
submitted form ID.
Updated date and time.
Updated by.
Step three: Update user roles and access
After associating your forms, you may need to check through and update your user role access. This is useful to make sure that the correct people have the relevant permissions to view and create the form.
Step four: Create review notification automation rules
Your next step is to create notification automation rules. This drives the reminders for the 6-month and 12-month reviews via email, and the creation of an admin activity for the respective users based on their role.
For these rules to work, you must complete the Initial Review Date on the form, which is mandatory, for the system to calculate the next 6-month and 12-month review dates.
Example notification
In this example, we have used two week notification prior to the next review date. This sets up two emails; one 6-month email, and one 12-month email, with a delay of the initial review date of 14 days. This also creates and admin activity.
6-month delay
${form_component_51}-14d12-month delay
${form_component_52}-14d
As this is an example, we've shown both email notifications and and admin activity, however you can opt to have one or both options.
Important information
Ensure to select the only trigger on initial form submission checkbox. This ensures that multiple notifications don't trigger when editing the form.
Warning: Don't use the Override inflight rules option as you may have multiple outcomes being managed per form type.
Recommendations
We recommend you include useful information in the email notification and the admin activity description to help ensure that the notifications have useful information for the team to action, in relation to the outcomes. You can use available tokens for this.
Email example
We've created this examples below that you can replicate into your system, replacing the $ sign areas with your own tokens.
6-month review
Example admin activity
Example key
For the above examples, these are the tokens being used. When updating a form check that the form component that is being used in the automation rule has not been amended ot removed. If they have you will need to amend the automation rule to match the new or updated form component.
Field | Description |
Form Name | The name of the form. |
Form Component 2 | The outcome being managed on the form. |
Client Name | Service user name. |
Form Component 51 | 6-month review due date. |
Form Link | Hyperlink to the form. This will display the associated form name. |
Form Component 3 | Initial score. |
Form Component 49 | Status of the outcome, for example In Progress. |
Form Component 52 | 12 month review due date. |
Step five: Create the activities to support and evidence the outcome progress
Now you've created review notification rules, you're ready to start creating the activities to help you support and evidence your outcome progress.
We recommend you add activities applicable to outcomes to aid with reporting and tracking which can be added to the care plans for regular completion and also recorded on an ad hoc basis by the care and support teams where applicable.
🤓Tip: When creating the activity names, use a generic name as this is available to all. When adding the activity to a care plan, you can then personalise the description to better suit.
Here's an example of some outcome related activities.
And here's how it appears on the care plan. Follow this guide to add activities to a care plan.
Outcome scoring scale
To help provide guidance for the care and support team completing the activities, we've created a sample Outcomes Scoring Scale. You can add as the sub-categories to the standard activities, to track and evidence their progress.
We recommend that you review the Outcomes Scoring Scales information and ensure it is inline with your service.
This scale provides a comprehensive framework for assessing an individual's progress from fully dependent to completely independent. It can be adapted to various contexts, such as physical rehabilitation, mental health recovery, or skill acquisition in educational settings.
0 - Fully Dependent
Requires complete assistance for all activities.
Unable to perform any tasks independently.
Needs constant supervision and support.
Fully reliant on caregivers or support systems.
1 - Minimal Independence
Shows awareness and minimal participation in tasks.
Requires extensive assistance for most activities.
Can perform very simple tasks with significant support.
Needs frequent prompting and guidance.
2 - Partial Independence
Can complete some basic tasks with assistance.
Requires moderate support for most activities.
Shows increased participation and engagement.
Needs regular supervision and guidance.
3 - Moderate Independence
Able to complete many tasks with minimal assistance.
Requires some support for more complex activities.
Demonstrates good participation and initiative.
Needs occasional supervision and guidance.
4 - High Independence
Completes most tasks independently.
Requires minimal support for complex activities.
Shows strong initiative and problem-solving skills.
Needs infrequent supervision or guidance.
5 - Fully Independent/Achieved
Performs all tasks independently.
Requires no support for daily activities.
Demonstrates complete mastery of skills.
Fully self-reliant and achieved desired outcomes.
How your care teams access the Outcomes Scoring Scale
The scoring scale is available on the outcome assessment form. If you've opted for care and support teams to view this form, they'll see the scoring scale.
Step six: Complete activities on the mobile app
Now that you've set everything up, you'll be able to view and complete activities on the mobile app.
📌Note: Admin activities can only be completed on the web version and not on the app.
Below is how the activities display on the careers app when completing a visit.
Step seven: Review and track outcomes
After completing your activities, you can use the activity dashboard and activity reports to help you review and track your outcomes.
You can then review the activities and the outcome score recorded on the activities dashboard.
Or export to Excel where you can review and filter using standard Excel functionality.
Once you export to Excel, you can filter and hide columns that you don't need. This allows you to review the activities recorded over a longer period, without the need to expand comments in the activities dashboard or navigate through multiple pages.
📌Note: When downloading the Excel export you can only view the last submitted note per activity.
You can use this information as a management team when completing your 6-month and 12-month reviews, populating the outcomes forms with the current scoring level and any notes and additional actions that you need to capture.
Step eight: Outcomes management reporting and status tracking
When reporting and tracking your outcomes, there're a few key areas to consider.
Create a report per outcomes form.
Set the period for reporting accordingly.
Use of conditional formatting for scoring in line with the Outcomes Scoring Scale.
To add the outcomes scale coding to a report you will need to take the following steps:
Click the plus button.
Select format cell or row from the dropdown.
Select the operator from the dropdown.
Enter the value you want from the operator for example first name to equal Jo.
Click the empty white box and choose a color. This will then highlight if the first name is Jo.
Click Choose.
Click Next in the top right.
If you would like more information on form creating and the features that can be used please follow this handy guide.
Report wizard example
Additional resources
For more information on outcomes, we've got two automation webinars.
Expert consultant
If you'd like more tailored assistance with an expert consultant, you can use service catalogue item SC-0070, or speak to your Customer Success Manager. You may like to discuss some of the following with your Access Care Planning Specialist:
Amending the forms inline with your specific service.
Expanding on automation rules and form conditionality in more detail.
Discussions on aspects outside of the content of the guidance notes provided.