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How to schedule a visit and assign Care Professionals
How to schedule a visit and assign Care Professionals

You can easily create visits and assign Care Professionals via the visit planning page with Birdie rostering

Anjelica avatar
Written by Anjelica
Updated over a week ago

Please note: This is available for all Birdie packages.

Visits also known as calls, are where you will add the tasks and medications for your Care Professionals to see on the visit. You can add as many visit cards as you need to support the Care Recipient.

How to turn visit planning on

In order to schedule a visit for your care recipient, you first have to turn their visit planning on, you can check this by clicking on your care recipient's name and checking to see if they have a Visit tab on the left-hand side.

If it is not enabled you can do this by going to Settings and turning this on, the visits tab will appear on the left-hand side.


How to schedule a visit and assign Care Professionals

Go to the Care Recipients' profile and go to the Visits tab. Now click on Add visit on the top right-hand corner of the page.

On the pop-up box, you can add details about the visit such as:

  1. The frequency (e.g. a visit repeating every day or a few times a week)

  2. The time of the visit

  3. The start date of the visit schedule

  4. The End date for a one-off or temporary visit (optional)

  5. How many Care Professionals are required (maximum 4)

  6. The type of funding for this care (depending on package)

When you are done, Click Save Changes.

You will have the option to add tasks and medication to the visit later on.

The times of day are stated below, it isn't possible to change these times:
​
​Morning: 6:00 to 10:59
​Lunch: 11:00 to 13:59
​Afternoon: 14:00 to 17:59
​Evening: 18:00 to 21:59

Night: 22:00 to 5:59

Please note: At the moment it is not possible to create a time-sensitive or time-critical visit


How to view and edit the visit details

When you click on the visit that you have just scheduled, you will be able to see information on the right-hand sidebar, such as:

  • Details of the visit, time, end date, how many Care Professionals

  • Care Team (preferred Care Professionals will not show until they have attended a few visits)

  • Activities (medications and tasks)

  • The timeline of any changes made to the visit, and who made them

You can change the details above by clicking Edit.

You can assign a Care Professional to attend this visit from this screen. In the right-hand box select Care team. You will be informed that there are currently no Care Professionals assigned to this visit and which ones are available for the visit

Once you have found an available Care Professional, click the three dots next to their name and click Assign to visit in the drop-down menu to assign them.

When you select this visit again you will now see that the Care Professional has been successfully assigned to this visit.


How to lock a visit [Beta]

Please note: This is currently been developed as part of a limited beta. If you are interested in getting access to this feature please contact your customer success manager.

You can lock a visit that should not be moved within the rota. For example, if the visit has medications that need to be given at specific times or a Care Recipient needs their care to coincide with a particular appointment.

You can lock a visit from two places on the agency hub:

  • The Care Recipients Visit tab

  • The Roster tab

Via the Care Recipients Visits Tab

Go to the Care Recipients Visits tab and click on a visit. This will bring up the Visit details sidebar in which you will be able to see the toggle option allowing you to ‘Mark visits as do not move’.

Toggling this on means the visit can no longer be moved or edited in length using the drag-and-drop tool within the Roster tab. You will need to assign a Care Professional to the visit before you toggle the visit to do not move, this ensures that if the visit remains unallocated you are still able to assign it quickly.

This needs to be done for each individual visit, giving you flexibility on which visit will be locked.

Via the Roster tab

On the Roster tab, you can lock a visit by clicking on a visit that has been assigned or that is in the unallocated section. On the drop-down menu select View visit details.

This will bring up the Visit details sidebar in which you will be able to see the toggle option allowing you to ‘Mark visits as do not move’. This needs to be done for each individual visit, giving you flexibility on which visit will be locked.

Once you have locked the visit you will be able to see a lock symbol on any visits within the Roster tab that have been locked.

Please note: The lock symbol is not visible within the Scheduling Calendar or the visit schedule within the Care Recipients visit tab.

You will be able to see who has locked or unlocked a visit with a timestamp by using the Timeline tab within the visit details sidebar. To do this, open the visit details sidebar and click on Timeline.

You can still make changes to a locked visit such as adding or removing medication. If you would like to make changes to a visit that has been locked, you can do so by clicking on Visit Details again and clicking on the Edit button.

Here you can continue to make changes to the time, frequency, skills and care team requirements. For more information on editing a visit schedule read the article here.


Important notes for if you use an external rostering system

If you are using a rostering system you do not need to change the visit times on Birdie to match the scheduled times on your roster. For example, if you have a call every day at 6 p.m. for 45 minutes, but on certain days the call is 1 hour, you should not reflect this change on Birdie. To understand why, click here.

You do not assign Care Professionals to visits on Birdie. When care professionals are assigned to calls on the rostering system, they will see the visit card closest to their rostered time on their app.


Step-by-step guide

You may find the below visit scheduling flowchart helpful, click here to download the PDF!


Birdie Academy video


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