These are the steps to create a support worker, i.e. a person of staff who attends service visits. To create an Administrator or other member of staff who do not go on visits please follow steps in this article: https://intercom.help/careflo/en/articles/3466959-create-admin-staff
1. Add Support Workers as Candidates
Staff > Candidates > Add Candidate
Open the Staff Menu.
Buttons link to lists of Staff types – Staff, Candidates and Support Workers – and the Support Worker Map.
To return to Careflo’s home page, press the purple Home button.
From the menu, go to Staff > Candidates > Add Candidate.
Existing Candidates are displayed in this screen. The list can be filtered by Service User Type, i.e. Elderly, Adults or Children. If viewing a filtered list, press All to see the entire candidate list.
Press Add Candidate to create a new Staff member. The Add Candidate form is displayed. Mandatory fields are highlighted in red and turn green once completed.
Enter the First Name, Last Name, Email Address for the Candidate.
Select the Candidate’s Suburb – type ahead or click in the field to see a drop-down list.
Tick the boxes to indicate the types of Service User that this candidate may work with: Work with elderly / Work with adults / Work with children. When scheduling appointments, this information will help with assigning the correct Support Workers to the Service Users.
NOTE: Elderly refers to Aged Care, whereas Work with Adults / Children refers to NDIS care.Complete Mobile Phone Number and / or Phone Number.
Careflo will assign a reference code to this new Candidate. If you want to alter the beginning of the code, you can add a prefix by typing into the Code Prefix box.
Press Submit to save the Candidate. The Candidate list will be displayed. Adjust filters if required to see the new Candidate.
Open Candidate Profile and complete Recruitment Checklist
From the Candidate list, select and open the Candidate profile. The profile contains the contact details for the Candidate, a Checklist, and Documents, Notes and History sections.
Before a Candidate can be converted to an employee (Support Worker), the Recruitment Checklist must be completed. A Nag will be generated as a reminder of incomplete items.
Items in the Recruitment Checklist are:
Pre-screening interview checks completed
Interview completed
References checked
Police / children checks completed
Application
As each item is completed, click the item in the Checklist. Careflo will timestamp the item and turn it green. When all items are green, the Candidate is ready to be converted to a Support Worker.
Convert Candidate to Support Worker
From the open Candidate profile, click the Convert to Support Worker button.
Careflo processes this change and updates the profile.
The Support Worker profile contains the following sections:
Right to Work provides “at a glance” summary of statutory requirements and highlights those that are not being met for this Support Worker.
Details section. Press Update to make changes to these items. It is this area that dictates the “Right to Work” eligibility.
Weekly View is the preferred work hours for this Support Worker. When scheduling work, these preferences will be noted but will not prevent assignment outside of preferred working time.
Unavailable Dates are dates when this Support Worker is not available to work, for example, annual leave or scheduled appointments. Press the Add Dates button to enter Start and End Dates. The default setting is that this refers to “All Day” but you can adjust this and enter a start and end time. You may also opt to repeat the unavailable time on a weekly basis if necessary, in which case Careflo will require the number of weeks for which to apply this. This is not mandatory information but helps with scheduling. You can still book a service visit for the support worker even if marked as unavailable but a warning will be shown on the visit.
Notes - Free form notes about this Brokerage can be added in this section. Type notes into the field and press Add.
Documents
Checklist – customised list of tasks or requirements relevant to this Support Worker.
NOTE: this checklist does not affect the Right to Work statutory requirements for this Support Worker. Checklists can be configured according to your requirements to collect supplementary information, but do not triggerHistory – an audit log of all changes made to the profile.
Complete Right to Work Details for each Staff Member
Go to the Details section and press Update. The items in this list affect the Right to Work for the Support Worker.
As updates are made, the Right to Work section updates accordingly.
Upload Documents
Use this area to upload required documents. There may be a Checklist that acts to remind you to upload documents, so check items off on the list as they are uploaded.
Link Contract Type and Staff Pay Band
From the Support Worker Profile, click on Staff Details.
The Staff Details section allows you to add Emergency and Secondary Contact information, Payroll Details and Contract Terms.
Go to Contract Terms and press Update. Click in the Staff Contract field to select from a drop-down list.
Repeat for the Pay Band
Press Submit to save the changes.
Support Worker Permissions
Support Workers are usually on the road and access Careflo via the Support Worker App on their phone or tablet. In order to provide access to the App, set permissions in the User profile via the Admin module.
Go to the Admin module and select the System section. Click on Users.
The list of all users is displayed. Locate the user and click to open the profile.
Scroll to the Quick Permissions section and click the radio button for “Required” in the row titled “Support Worker App”.
Complete Checklist for each Support Worker
There are two Checklists that require completion: Support Worker and Staff. Both can be customised for your business, but come by default as per the below:
Support Worker Checklist – displayed in the Support Worker Details screen, this checklist requests details relevant to a Support Worker’s eligibility to perform work for Service Users.
Staff Checklist – this checklist requests information that would be relevant to any employee. To locate it, from the Support Worker Details screen click the Staff Details button. Scroll down to see the checklist, which may look similar to this:
NOTE: Neither checklist triggers or halts any system processes for this Support Worker, however it is good practice to complete the items on the lists and a Nag will be created to act as a reminder.