Coordinator
Pages
  1. Progress an enquiry and prepare the client record
  2. Prepare and follow a care quote
  3. Create and manage a care package schedule
  4. Assign care workers and review completed visits
  5. Approve hours and handle corrections
  6. Follow client invoices and worker self-bills
  7. Maintain clients, contacts and care locations
  8. Create a care visit and maintain its brief
  9. Resolve operations exceptions at their source
  10. Review and supersede an incorrect visit record
  11. Match a payment and check the invoice balance
  12. Maintain care-worker capability and availability
  13. Screen reference
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Guide › Care Coordinator › Maintain care-worker capability and availability

Optimus HealthUser guide

Care Coordinator

Maintain care-worker capability and availability

Keep the care-worker profile and declared working hours ready for assignment, and follow up future visits when the worker becomes inactive.

Before you start: Use the Care Coordinator account in the worker’s office. Use confirmed skills, qualifications and working hours; the Office Owner creates or invites the worker’s login account in Team accounts. Restricted pay, identity and emergency-contact fields are maintained by the Office Owner; ask the Owner to keep these details current.

Care Coordinator4 steps

Find or create the capability profile

Care Coordinator

New operative

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Find or create the capability profileFull-page screenshot ↗

1Step 1 of 4

What to doOpen Workforce → Care workers and use the name, skills, qualifications, base-area or status filters. Open New operative for a new care-worker profile and complete First name, Last name, Job title, Employment type, Mobile, Email and Home base location.

Result to check

New operative opens the care-worker capability profile form. The worker’s sign-in account is managed separately by the Office Owner in Team accounts.

Care Coordinator · User guide01

Add capability and working hours

Care Coordinator

New operative

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Skills, qualifications and standard working hoursFull-page screenshot ↗

2Step 2 of 4

What to doSelect confirmed Skills and Qualifications, with one Health and Social Care level. Under Standard working hours, set Day, Start time and End time; use Add availability window as needed. Select the existing account under User, then choose Save.

Result to check

If accepted, capability and working hours support assignment checks. User links the Care Worker login created by the Office Owner.

Care Coordinator · User guide02

Save profile facts before a lifecycle action

Care Coordinator

Edit OHC-OP0001

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Save profile facts before a lifecycle actionFull-page screenshot ↗

3Step 3 of 4

What to doOpen the existing profile’s Edit profile form and save any intended capability or availability changes first. For leave, suspension or departure, use Set to on leave, Suspend or Mark as left only after checking the person and then review that action’s own confirmation.

Result to check

Profile Save and lifecycle changes are separate actions. A lifecycle link does not save unsaved profile changes. Refer restricted HR changes to the Office Owner.

Care Coordinator · User guide03

Confirm leave and follow up future assignments

Care Coordinator

Set OHC-OP0001 to on leave?

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Set to on leave and Cancel confirmationFull-page screenshot ↗

4Step 4 of 4

What to doVerify the worker’s identity in the leave confirmation, then choose Set to on leave after reviewing it. Check future visits and Operations exceptions; withdraw and replace assignments through each visit’s permitted workflow.

Result to check

If accepted, the profile becomes On leave. Future assignments remain until the office handles them. For a leaver, the Owner deactivates the login to free its seat.

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Visitor

  1. 1Find your local team and care services4 steps · Visitor
  2. 2Send a care enquiry4 steps · Visitor
  3. 3Sign in and recover access3 steps · Visitor

Office Owner

  1. 1Maintain your office and team accounts6 steps · Office Owner
  2. 2Maintain your office website4 steps · Office Owner
  3. 3Put an enquiry widget on another website4 steps · Office Owner
  4. 4Manage the Xero connection and review syncs4 steps · Office Owner
  5. 5Review office performance and approved hours4 steps · Office Owner
  6. 6Follow the care workflow from enquiry to payment6 steps · Office Owner

Care Worker

  1. 1Read My Day and start an assigned visit4 steps · Care Worker
  2. 2Add visit records and complete a visit5 steps · Care Worker
  3. 3Submit hours and follow returned timesheets4 steps · Care Worker
  4. 4Read notifications and find the work they refer to3 steps · Care Worker

Care Coordinator

  1. 1Progress an enquiry and prepare the client record6 steps · Care Coordinator
  2. 2Prepare and follow a care quote5 steps · Care Coordinator
  3. 3Create and manage a care package schedule5 steps · Care Coordinator
  4. 4Assign care workers and review completed visits5 steps · Care Coordinator
  5. 5Approve hours and handle corrections5 steps · Care Coordinator
  6. 6Follow client invoices and worker self-bills6 steps · Care Coordinator
  7. 7Maintain clients, contacts and care locations4 steps · Care Coordinator
  8. 8Create a care visit and maintain its brief4 steps · Care Coordinator
  9. 9Resolve operations exceptions at their source4 steps · Care Coordinator
  10. 10Review and supersede an incorrect visit record3 steps · Care Coordinator
  11. 11Match a payment and check the invoice balance4 steps · Care Coordinator
  12. 12Maintain care-worker capability and availability4 steps · Care Coordinator

Network Manager

  1. 1Review network offices and export aggregate figures4 steps · Network Manager

Headquarters

  1. 1Open an office and invite its owner6 steps · Headquarters
  2. 2Maintain territories and office coverage4 steps · Headquarters
  3. 3Review enquiries needing office allocation4 steps · Headquarters
  4. 4Maintain published brand pages4 steps · Headquarters
  5. 5Review settings, audit and operational requests6 steps · Headquarters

Administrator

  1. 1Review your own account and security3 steps · Administrator

Authenticated user

  1. 1Maintain your own account and security3 steps · Authenticated user

Switcher

  1. 1Review your Switcher account and security3 steps · Switcher
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