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 › Create a care visit and maintain its brief

Optimus HealthUser guide

Care Coordinator

Create a care visit and maintain its brief

Create a visit from one commercial source, review changes before work starts and archive only when the workflow permits it.

Before you start: Use an active client and matching care location in your office. Have the accepted care quote or care-package source and the agreed visit window and instructions.

Care Coordinator4 steps

Choose exactly one visit source

Care Coordinator

New visit

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Choose exactly one visit sourceFull-page screenshot ↗

1Step 1 of 4

What to doChoose New visit. Select an offered record in either Source quote or Source schedule, leaving the other empty. For a care package, choose Show active occurrences and review the occurrence.

Result to check

The form requires one accepted quote or care-package source. If neither is available, return to that workflow first. Showing occurrences does not create a visit.

Care Coordinator · User guide01

Review the visit and create it

Care Coordinator

New visit

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Visit dates, plan summary and charge linesFull-page screenshot ↗

2Step 2 of 4

What to doSelect the Client and the matching Home. Check Scheduled start and Scheduled end. Review Scope of works, Access requirements, Risks and safety requirements and Completion expectations, then choose Create visit.

Result to check

If accepted, the visit uses the selected source and window; the end must follow the start. Open the new visit before assigning a care worker.

Care Coordinator · User guide02

Edit the visit before work starts

Care Coordinator

Edit OHC-V0041

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Edit the visit before work startsFull-page screenshot ↗

3Step 3 of 4

What to doUse Edit visit when offered. Review the Care plan summary and Scheduled window, then choose Save changes after checking the timing and current assignments.

Result to check

If accepted, a new revision is saved after assignment checks. A started visit or one with visit records or timesheets cannot move. Read refusals; reload if someone has changed the record.

Care Coordinator · User guide03

Archive only after the invoice is closed

Care Coordinator

Archive this visit?

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Archive visit and Cancel confirmationFull-page screenshot ↗

4Step 4 of 4

What to doOn an Approved visit whose invoice is Paid, Credited or Cancelled, use Archive visit when offered. Review the irreversible-action warning; choose Cancel to return or Archive visit to confirm.

Result to check

If accepted, the visit becomes Archived. The confirmation’s Cancel link returns to the visit; it does not cancel it. Failed and Cancelled visits cannot return to Scheduled.

Care Coordinator · User guide04
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  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
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