Coordinator
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  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 › Prepare and follow a care quote

Optimus HealthUser guide

Care Coordinator

Prepare and follow a care quote

Build an offer for an existing client and care location, then review its status and delivery before proceeding.

Before you start: The enquiry has been converted, or an active client and care location are available. Use the charges and terms agreed by your office.

Care Coordinator5 steps

Review the quote list

Care Coordinator

Quotes

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Review the quote listFull-page screenshot ↗

1Step 1 of 5

What to doOpen Quotes and find the client's current quote and version. Read its status before opening it.

Result to check

The list separates draft, review, delivered and decided quotes.

Care Coordinator · User guide01

Open Quote builder

Care Coordinator

Quote builder

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Originating enquiry, client and care-location selectorsFull-page screenshot ↗

2Step 2 of 5

What to doOn a converted enquiry, use Quote builder, or open the new-quote form. Check the client, care location and contact, then enter validity, terms and the covering message.

Result to check

The draft form is associated with the client and care location you select; enquiry-origin forms can carry these details in.

Care Coordinator · User guide02

Prepare the quote lines

Care Coordinator

Quote builder

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Quote line, hours, price and draft controlsFull-page screenshot ↗

3Step 3 of 5

What to doEnter the service lines, quantities and office-approved charge and tax fields. Mark a line optional only if the client may choose to leave it out, and review the calculated amount.

Result to check

The form shows the proposed offer. Saving successfully creates or updates the draft.

Care Coordinator · User guide03

Review and send the correct version

Care Coordinator

OHC-Q0021

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Review and send the correct versionFull-page screenshot ↗

4Step 4 of 5

What to doOpen the saved quote and check every line. Use Submit for review if a colleague should check it. Use Send to client only when offered and after reviewing its confirmation.

Result to check

If the send succeeds, the client receives the decision link and the sent version is preserved. Available actions depend on the quote's current state.

Care Coordinator · User guide04

Follow delivery and the client decision

Care Coordinator

OHC-Q0021

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Quote decision history and available next actionsFull-page screenshot ↗

5Step 5 of 5

What to doReturn to the quote and read status, delivery history and any acceptance or decline information. A Viewed status means the link has been opened without necessarily being decided.

Result to check

The record shows the latest stored state and any decision captured; it does not justify assuming the client accepted.

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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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