During the Early Adopter Programme (EAP), three ready-made workflow templates are available for Access Care Planning. Each template is pre-built for a common care management scenario. You configure the settings to match your organisation, activate it, and it runs automatically.
Find out more about Evo Workflow Automation here.
Note: Evo Workflow Automation is available to tenant administrators only during EAP. Your Access representative will guide you through setup during onboarding.
Medication Omission Automation Workflow
This workflow automatically detects customers with a high number of incomplete medication activities within a configurable time window, and sends a notification to the workflow owner via the Evo Web Feed. It runs on a schedule and skips customers who have already been notified for the same pattern, preventing duplicate alerts.
To find this Workflow template, please navigate to the Template area and search for 'ACP', here you will find the templates specifically relating to Access Care Planning.
For more information, please refer to this technical node reference article
What it does:
Checks your ACP medication records on a regular schedule.
When the threshold is met for any service user, it sends an alert to the on-call nurse's Navigator Feed — including the service user's name, medication name, number of exceptions, and a direct link to the ACP eMAR record.
All configuration is done in the EWA visual builder: exception threshold, rolling window, escalation recipient, and which branches are covered.
Who it's for: Registered Managers and on-call nurses in services where medication management is a clinical priority.
Value: Medication exceptions are escalated within minutes of being detected — not at the end of a shift. Reduces clinical risk and removes the need for manual eMAR monitoring.
Care Plan Review Automation
Automatically alerts coordinators before a service user's care plan review becomes overdue, and creates a task in ACP assigned to the responsible coordinator.
To find this Workflow template, please navigate to the Template area and search for 'ACP', here you will find the templates specifically relating to Access Care Planning.
For more information, please refer to this technical node reference article
What it does:
Runs daily, checking which service users have a review date falling within your configured advance notice window (default: 7 days).
Sends a Navigator Feed notification to the assigned coordinator and/or Registered Manager — including the service user's name, review type, due date, and a link to their case in ACP.
Automatically creates a task in ACP assigned to the responsible coordinator.
You configure the notice window, which review types trigger the workflow (care plan review, risk assessment, medication review), and which branches are covered.
Who it's for: Care Coordinators and Registered Managers responsible for ensuring care plan reviews happen on time.
Value: Review dates no longer rely on manual diary management. Coordinators receive proactive task assignments rather than retrospective chasing — directly addressing one of the most common CQC compliance failures.
Unfinished Documentation Reminder
Detects incomplete or non-compliant visit notes and notifies the relevant care worker and manager - automatically, without any manual checking.
To find this Workflow template, please navigate to the Template area and search for 'ACP', here you will find the templates specifically relating to Access Care Planning.
What it does:
Runs every 30 minutes, checking for visits where notes are incomplete or do not meet the criteria you have defined.
Sends a reminder to the care worker via Navigator Feed when a note is overdue (default: 2 hours after visit end), and escalates to the Registered Manager if it remains incomplete.
Also checks submitted notes against quality criteria you set yourself in the workflow builder — and notifies the tenant admin if a note does not meet those criteria.
All configuration is in the EWA visual builder: reminder window, escalation window, quality criteria, and which branches are covered.
Who it's for: Registered Managers and tenant administrators who want to improve both documentation completeness and documentation quality.
Value: Incomplete and non-compliant notes are flagged automatically within hours of a visit ending - not the following day. Managers spend less time chasing documentation and more time on care.
Known limitations
The following limitations apply during the Early Adopter Programme (EAP).
Tenant administrators only. Workflow Automation is currently available to tenant administrators as part of the EAP. Access will expand during the general availability release in September 2026.
Single subscription only. Multi-subscription setups are not supported during EAP.
Workflow parameters are configured at workflow level. Configuration settings (such as thresholds and notice windows) apply across the whole workflow during EAP. More granular per-branch or per-user configuration is planned for a future release.
Instance selection is static during EAP. When configuring a workflow, you select your ACP instance from a fixed list. Dynamic expression-based selection will be available in a future update (expected approximately two weeks after EAP launch).
Care Plan Review template - review date field mapping. Because different ACP customers may use different field names for their review dates, you will be guided through a field mapping step when setting up this template. Your Access representative will help you with this.
Microsoft Teams notifications. Teams channel notifications are listed as an optional action in the Medication Omission template. Availability during EAP is to be confirmed - check with your Access representative before configuring this option.