While it is true that Birdie is designed and optimised to be used for hourly care packages, we can still effectively carry out live-in care packages on Birdie.
This article explains how you can manage Care Management, Roster, Finance and Care Delivery for live-in care.
Tasks and Medications
In the context of live-in care, it is common for care managers to use the “anytime” option to schedule tasks that have no defined period for completion. For example, “Assist with laundry” may be done whenever there is a full laundry basket, so the task can be assigned to all days (assuming the live-in carer will be there for a whole week), and “anytime” can be selected. On the Birdie app, carers can simply tick off the task once completed. You can use the notes section in the Task Manager to clarify when a task needs completing (e.g. specific times or anytime, optional or critical).
We highly recommend scheduling medications for exact times, and not time periods. The time that the medication needs to be given to the client will show in the app in the client's tasks and medication section.
Whilst checked in, carers can tick off tasks, record medications, and observations and notes as they would if they were doing hourly care. Carers can edit these until they submit their report. Any changes to this information can be made right up to the point that the carer submits their report.
When assigning tasks and medications to visits, it is recommended to reorder them so that the order of completion is clear and easy for carers to follow, as the list might get quite long for 24-hour visits.
Note: On clients' visit schedules, visit cards usually appear confined to the time period matching the visit start time, whereas tasks and medications are always confined to their scheduled time. For example, a visit starting at 9 AM and ending at 10 PM will show in the morning section. This does not stop you from dragging tasks and medications scheduled for the evening and dropping them into the visit card displayed in the morning section.
Note: When adding medications to a visit card, you will receive a warning if a medication has already been added to a visit card (see below).
This is not unexpected, and if a medication is scheduled to be given 3x a day, all 3 doses should be dragged into the visit card. You need not worry about it, because when a carer checks into a visit, the medications are displayed, along with any exact times they are scheduled for.
If you schedule a medication using time periods however, the scheduled time will not display in the carer app. See the example above, where Panadol has been scheduled using time periods, and Levetiracetam has been scheduled using exact times. This is why we recommend scheduling medications using exact times.
Visits and Visit Plans
(This section does not apply to agencies using Birdie for Care Management only and without a rostering integration.)
Agencies using Birdie Roster will need to schedule live-in care visits in their clients' Visits tab. Some of our partner agencies schedule live-in sessions to last 24 hours; others schedule four sessions (morning, lunch, afternoon, evening) each day so that carers can record how long they are spending on breaks in between, and/or so that medication alerts are generated in a timely manner.
Note: When creating 24-hour rotas, they begin on the next day. For example, if I create a rota for 8 AM - 07:59 AM (24 hrs) on Monday, the rota will effectively begin from 8 AM on Tuesday.
Note: If you have double-up care visits during this 24-hour period, you can schedule additional visits throughout the day, and assign them to a different carer.
Agencies using Birdie with a rostering integration typically don't create visit plans for live-in care visits. Instead, when carers check into a live-in care visit, they can pick and choose from the tasks and medications scheduled for the client, based on timings and notes. If you do decide to create visit plans, you will need to make sure they match the visits you have scheduled in your rostering system.
Invoicing and Pay Rates
(This section does not apply to agencies using Birdie for Care Management only.)
When you schedule a visit, you'll be able to assign a funding source and service type, and to select "live-in" if you charge and pay a different rate for live-in visits.
In that case, you will need to set up service type-specific rates within your rate cards.
Note: Fixed rates aim to better support the funding of live-in care. Some of our partner agencies schedule live-in sessions to last 24 hours, and use fixed rates to charge the funder and/or pay the carer a set rate for those visits. Other partners schedule four sessions (morning, lunch, afternoon, evening) each day, and either apply a smaller set rate per session, or only attach the full funding information to one session, discarding the other sessions from invoicing and payroll when reconciling visits.
Note: Make sure to create purchase orders. You'll then be able to specify that a visit is a live-in care visit when scheduling it. It will be automatically paid and charged at the live-in care rate you have set up.
Checking in and checking out
If you use Birdie Roster or a rostering integration, how carers check into live-in visits will depend on how you have scheduled these visits, as carers will need to check in and out at the start and end of these sessions.
For example, over a 24 hour period, a carer may complete one session, i.e check in at 8 AM and check out at 7:59 AM, or perhaps two sessions, i.e. they may check into Birdie in the morning, and check out at midday, then check in again to start their second session, and check out at the end of it.
If you do not use Birdie in combination with any rostering system, carers can check in and out at any time. You may ask them to only check in when they have something to report, or to check in at defined intervals throughout the day.
If you don't have access to our rostering and finance features yet, check out this page to find out more about the new Birdie Platform.