How to create a draft action plan

Transcription

1 How to create a draft action plan Introduction Action Plans enable you to record a person s needs and the actions required to address those needs. Depending on local set-up, Action Plans can be updated from within assessments or forms and / or from the Main Menu. An Action Plan in Draft status is a work in progress plan that has not yet been finalised and put into effect. As such it will not have a Version number. A subject can have as many plans of any type in Draft status as required. Process 1 1. Navigate to the Action Plan screen. This is a screen-shot of a demonstration system. The menu structure on your live system will be different. Last Updated: 23 January 2012 Page 1 of 11

2 This takes you to the Find Action Plan screen. The Find Action Plan screen enables you to add, edit and view Action Plans for a subject. Only Action Plans of Types you have permission to view will appear in the search results. As with most screens in CareFirst the top section enables you to filter your search. The lower section displays the search results. Clicking the History check-box will include ended Action Plans in the search results. Clicking All Previous Versions will display previous versions of Action Plans the History check-box will automatically become checked. If you were to search by Version Reason, both the All Previous Versions and the History checkbox will automatically be checked. The search results are ordered by Context, Type and then Version number in descending order. Draft plans will be listed above Current and Historic plans. Last Updated: 23 January 2012 Page 2 of 11

3 3. The buttons you see and can access will depend on your user privileges. For example, you may not see the three Delete buttons at the bottom of the screen. 4. The Edit button will become disabled if you select an Action Plan of a Type that you do not have Edit permission for. The Edit button will also become disabled if you select a version of the current plan that is not the latest version. 5. Clicking View will provide a read-only view of the selected Action Plan. 6. Clicking the Workflow Attachment button will take you to the Record for Attachment screen and, from there, to any workflow stages that require a record of the selected Action Plan type or any that have this Action Plan attached. 7. To add a new Action Plan, click Add. Last Updated: 23 January 2012 Page 3 of 11

4 This takes you to the Edit Action Plan screen. This screen allows the Action Plan to be edited and recorded. Action Plans can be configured by your CareFirst administrators in different ways. As such, in your live system my may see different section titles than those seen in the screen shots used in this guide. You may also see additional recording fields that are not seen in the screen shots used in this guide. However, the recording principles for recording an Action Plan are similar regardless of what additional fields you might have or the terminology used in your live system. 9. The tool-bar at the top will remain fixed as you scroll up and down the Plan. If you were to click Close, this will close the screen without saving any unsaved data and return you to the Find Action Plan screen. Last Updated: 23 January 2012 Page 4 of 11

5 10. Select the Context. The first step when adding a new plan is to enter the details of the plan. The fields marked with an asterisk are mandatory if you want to save this as a Current Action Plan. The fields marked with a cross are mandatory if you want to save this as a Draft Action Plan. 11. Select the Plan Type If you were recording a Child Protection Action Plan this will, depending on local configuration, automatically generate a Child Protection Warning when it is made Current. 12. Enter the date the Action Plan is effective from. 13. The Assigned To section will default to your login details. This indicates who has overall responsibility for the plan. The details can be changed. 14. Click Save as Draft to save the details Clicking Save as Draft will allow you to continue to add and edit the plan. However, when you click Save as Current, further editing will create a new version of the plan with a copy of the previous version being locked and saved. After clicking Save as Draft a number of additional fields become available. The fields that you see will be dependent on local set-up and may not reflect what you can see here. For example, for some Action Plans you might see fields requesting you to record the aim and details of the plan; or fields that will enable you to select the originating assessment or select a category of abuse. The End Date, Outcome and Outcome Reason are on the Action plan screen at all times. Completion of one of these fields will result in the remaining fields becoming mandatory. These only need to be completed when you save the Plan as Current. Last Updated: 23 January 2012 Page 5 of 11

6 To provide you with more space you can minimise the header by clicking the Action Plan title. Clicking the title again will expand the details. 16. Clicking the Add Existing My Need button will enable you to select a Need from the subject s existing needs in CareFirst. 17. To add a new My Need, click Add New My Need. Needs can be entered from an Action Plan Needs question within an assessment or form, or directly within the Action Plan. Last Updated: 23 January 2012 Page 6 of 11

7 Add the details of the Need. You can add multiple needs of the same type as the details of the needs may differ. The Need Start Date will default to today s date, this can be amended. You can also choose to end each Need prior to or after a review. You cannot enter future dates. You can end all the Needs en masse when you end an Action Plan even if you have not entered end dates here. 19. If you wanted to remove the Need because it was entered in error, click the Cancel My Needs button. 20. To add an Action, click Add New My Actions. Last Updated: 23 January 2012 Page 7 of 11

8 Enter the details of the Action 22. Enter a Start Date for the Action. 23. Enter the person or organisation responsible for the action. You can add more than one Responsible Party. Last Updated: 23 January 2012 Page 8 of 11

9 Record the Role of the person or organisation. 25. Enter the Responsibility Start Date. 26. Optionally link the Action to an existing Service Agreement. 27. To delete the Action at this stage, click the Cancel My Actions button. 28. If you want to save your recording, click Save as Draft. You can update or delete the Action where required. Please note; you can end an Action, without having to end the Need to which it is been associated with. Last Updated: 23 January 2012 Page 9 of 11

10 The Need and associated Action is saved, and the summary information is displayed. The Need / Action sections can be expanded / hidden by clicking the green / red plus and minus signs in the header. If you click the Disassociate My Needs button, this will prevent this Need from being displayed in this and the subsequent versions of the Action Plan. Please note; you can only end a Need if all the associated Actions are ended. When you end a Need, it will also end the Need in any other Action Plans the Need has been associated with. Similarly, a Need associated with a plan cannot be ended if that Need has open Actions associated to the Need in other Action Plans. If this were the case, you would be warned of the fact and will not be permitted to end the Need; you can however disassociate the Need from the plan by clicking on the Disassociate My Needs button. Last Updated: 23 January 2012 Page 10 of 11

11 30. To record that the Action Plan is copied to a person or organisation, click the My Copied To header. This reveals an area in which you can record which person or organisation the Action Plan has been copied to. 31. Select the person / organisation. 32. Enter their role. You can add more people or organisations if required by repeating the process. 33. To save the Action Plan as Draft, click Save as Draft. 34. To exit, click Close. The same recording principles apply to the My Not Copied To section below this The Draft Action Plan is displayed. Last Updated: 23 January 2012 Page 11 of 11