https://www.knowledge.carefreegroup.com/ 2026-04-24T11:15:22+01:00 https://www.knowledge.carefreegroup.com/ https://www.knowledge.carefreegroup.com/lib/tpl/dokuwiki/images/favicon.ico text/html 2013-02-12T10:42:26+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=allocating_calls&rev=1360665746&do=diff Viewing Unallocated Calls An Unallocated call is a call that has not yet been matched with a Carer or one that has been previously matched but now the Carer is away and so unable to cover the call. They can either be viewed on the Rotas or by viewing the unallocated call list by double clicking on the word Unallocated in the Status Bar at the bottom of the screen. For a more specific view of today’s unallocated then click on the number in the Status Bar representing the number of unallocated c… text/html 2013-02-11T09:36:09+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=aqaa_report_information_breakdown&rev=1360575369&do=diff Guide to where the data for the AQAA report is obtained. Section 2a Total number of care worker hours in the previous week This is the total number of hours based on the rotas for the previous week, including No Calls Required and unallocated. Gathered from data on your rotas. text/html 2013-02-12T12:48:38+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=attaching_documents_to_clients_and_carers&rev=1360673318&do=diff Attaching Policies & Procedures You can attach documents in a number of locations within carefree: * Under the ‘attachments’ tab in both the carer or client screens. * Direct to the ‘contact log’ in both the carer and client screens. A main benefit of doing this it you can reduce the amount of paper stored in filing cabinets by attaching direct to CareFree. text/html 2013-02-07T12:01:44+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=carer_screen&rev=1360238504&do=diff The Carer Screen acts as an information store for all the information you need relevant to your Carers and any other staff that you wish to have on the system. As an active personnel file it is split into different sections or tabs similar to how you may divide a physical file. text/html 2013-02-07T12:09:06+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=change_branches&rev=1360238946&do=diff Dependant on your, role you may want to view all Branches/Teams, or just the one you work in. In order to select your Branch/Team, simply follow the instructions below: After logging in you will be presented with a list of all the branches/teams within your organisation text/html 2013-02-12T15:39:00+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=changing_the_status_of_client_or_carer_calls_using_the_verification_screen&rev=1360683540&do=diff The Verification Screen Using the Verify screen You would use the verify screen to check and alter the status of a particular clients/carers calls. * Use key in the top right hand corner to determine status of the call (shown below) * Call status can be amended if you know it to be correct text/html 2013-02-06T15:58:29+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=cli_car_prefs&rev=1360166309&do=diff Within CareFree you have the functionality to set preferences and exclusions for both your Clients and Carers. Preferences can show best matches in your allocating screen to ensure you are sending the most suitable carer to a call. The Client and Carer preferences log the majority of data which feeds into the AQAA report. text/html 2013-02-07T10:52:14+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=client_screen&rev=1360234334&do=diff The Client Screen contains many of the same features as the Carer Screen and can be used in the same way. Client Screen Tabs General In the main this tab is identical to its counterpart on the Carer screen. In order to help you further personalise the care you provide there is a field to record a different name as used by your client, the “Also Known As” field. text/html 2013-02-07T12:03:34+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=communication&rev=1360238614&do=diff Sending a Message Top Tip: Messages can be sent to more than one person at any one time, just tick the relevant people whom you wish to send the message to. In order to send a message from the Client or Carer Screen simply:- * Click on the downward arrow next to the Rotas Action button. * From the list scroll down and select ‘Messages’. * Carer or Client details will be filled in (depending on whether you chose to perform the action from the client or carer screen). * Input message. … text/html 2013-02-27T14:46:22+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=configure_preferences_and_options&rev=1361976382&do=diff Personalising You would use this to change your personal and overall system, settings within Carefree * Settings changed can be reversed * Be aware whether the change you are making affects you, or all users. Top tip: Use the reports toolbar to store your most commonly used reports, saving time searching for them each time you want to use them text/html 2013-02-06T16:41:54+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=contracts&rev=1360168914&do=diff Before any package of care can be created there must be an understanding as to who any costs will be attributed. In simple terms who is going to pay for it. A contract states who is responsible for paying for any given care call. Contracts can be broken down into several different types but by default CareFree is set up with Social Services and Private types. text/html 2013-02-12T13:04:20+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=create_an_action_plan&rev=1360674260&do=diff Action Plan Setting up an Action Plan Creating Action Plans for your care provision is simple within CareFree is straightforward. First of all the Categories for the Action plan should be defined and then the detail can be entered. * From the Tools Menu select Action Plan Categories * Click on the New Action Button text/html 2013-02-08T10:14:37+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=create_shift_patterns&rev=1360318477&do=diff text/html 2013-02-08T10:13:15+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=create_teams&rev=1360318395&do=diff text/html 2013-02-12T12:51:27+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=display_print_and_maintain_the_unallocated_or_uncovered_calls&rev=1360673487&do=diff Allocating Calls Viewing Unallocated Calls An Unallocated call is a call that has not yet been matched with a Carer or one that has been previously matched but now the Carer is away and so unable to cover the call. They can either be viewed on the Rotas or by viewing the unallocated call list by double clicking on the word Unallocated in the Status Bar at the bottom of the screen. For a more specific view of today’s unallocated then click on the number in the Status Bar representing the numbe… text/html 2013-02-07T12:09:46+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=display_print_and_maintain_the_unallocated_uncovered_calls&rev=1360238986&do=diff Viewing Unallocated Calls An unallocated call is a call that has not yet been matched with a Carer or one that has been previously matched but now the Carer is aware and so unable to cover the call. That can either be viewed on the Rotas or by viewing the unallocated call list by double clicking on the word Unallocated in the Status Bar at the bottom of the screen. For a more specific view of today's unallocated, click on the number in the Status Bar representing the number of unallocated cal… text/html 2013-02-27T14:46:23+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=explanation_of_conditions&rev=1361976383&do=diff Explanation of Conditions The heart of exception rules are the conditions. Whether its a rule for charges or pay the conditions are the same except for Condition 3 which changes from roles to contracts depending on the rule type (Pay or Charge). * Use a rule for length of call: This asks if the call is a particular length. Depending on whether actual lengths are used or not the from and to boxes define the minimum and maximum length and approve it to a set length. This is often used where … text/html 2013-02-12T13:35:34+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=exporting_wages_to_sage_payroll&rev=1360676134&do=diff You can export wages to a number of different accounts packages, but the Sage Payroll export is described here. Note: wages must be finalised before they will appear in the export list. Click the ‘File’ menu, then choose ‘Export data…’ from the list. By default, change the drop-down list to ‘Wages’ if not already selected. text/html 2013-02-27T14:46:23+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=functionality&rev=1361976383&do=diff When using Carefree the following actions buttons will be available to you, located towards the bottom right hand side of the screen. New This will allow you to create a new record or event. Care should be taken not to select this when wanting to add new information to an existing record. text/html 2013-02-07T16:47:40+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=getting_started&rev=1360255660&do=diff Logging On Like most computer software, you need to Logon to the system before you can perform any tasks. This allows the work that you do to be recorded correctly as well as filtering access to any necessary screens for Users within an organisation. text/html 2013-02-08T11:08:32+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=items&rev=1360321712&do=diff Personalising Your Lists Within CareFree it is possible to select from many different lists in order to populate fields with information. Rather than these lists being set by Ourselves using our terminology, the software allows you to set your own lists and as such use your own wording and titles for the items you require. This means that you can tailor the software for your organisations needs. text/html 2013-02-07T12:06:35+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=loggingon&rev=1360238795&do=diff Logging On Like most computer software, you need to Logon to the system before you can perform any tasks. This allows the work that you do to be recorded correctly as well as filtering access to any necessary screens for Users within an organisation. text/html 2013-02-11T14:11:34+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=mail_merge&rev=1360591894&do=diff You would use Mail Merge to quickly send letters to multiple recipients * To use mail merge, you have to initially set up the templates you want to use * Be aware this process may be slightly different dependant on the version of Word you are using (if in doubt feel free to call our support team – 0845 862 0405) text/html 2013-02-11T15:09:41+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=mark_carers_or_clients_as_being_away_holiday_sick_training_respite_and_hospital_etc&rev=1360595381&do=diff Adding & deleting away blocks This may be used when you have been made aware that a client/carer is away or returning after being away. * Away blocks can be added for 1 call or a specific length of time * Away blocks alsways show as blue if a client is away and yellow if a carer is away. * Reason for away block will always be displayed at the top of the day(s) the away block(s) show. text/html 2013-02-07T12:06:57+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=navigate&rev=1360238817&do=diff Once you become an experienced user of the software, you will settle into a routine for your specific way of working but in the early stages it is a good idea to always start by opening the three key screens that you will use, namely Rotas, Clients and Carers. text/html 2013-02-11T14:33:35+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=nmds&rev=1360593215&do=diff The National Minimum Data Set for Social Care or NMDS-SC has been introduced to enable those involved in the running of the Social Care sector to more effectively plan the provision of care. It allows individual employers to better understand their own employees and provides those commissioning care with a better understanding as to the capacity of care available to them. As it will also provide necessary information to those providing funding within the Social Care sector, it will mean that fai… text/html 2013-02-12T15:58:14+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=packages&rev=1360684694&do=diff Creating a Package of Care Every client will have a package of care that you will provide for them. Getting this information onto the system is very straightforward. Once you have created a contract for your client you will be able to create a Package of Care. text/html 2013-02-12T15:33:07+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=pay_and_charge&rev=1360683187&do=diff Pay & Charge Exception rules are set up to tell CareFree that any call matching any particular criteria defined must be charged or paid at the rate set in the exception rule. Creating an exception rule Make sure the Edit Rules option is selected then click on New. text/html 2013-02-12T09:27:46+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=preferences_and_options&rev=1360661266&do=diff Personalising You would use this to change your personal and overall system, settings within Carefree * Settings changed can be reversed * Be aware whether the change you are making affects you, or all users. Top tip: Use the reports toolbar to store your most commonly used reports, saving time searching for them each time you want to use them text/html 2013-02-12T10:24:09+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=produce_reports_timesheets_rota_client_or_carer_lists_etc&rev=1360664649&do=diff You would use the reports tab to view/print specific reports available on ‘Carefree’ * Each specific group has several group headings available * In order to print off a report both group heading and sub heading need to be highlighted. Top tip: When printing off a report the report can be presented in different ways. In order to display the report in different ways click on the drop down box under ‘Group by’ text/html 2013-03-05T11:13:18+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=release_notes&rev=1362481998&do=diff There are no release notes at this time. text/html 2013-02-11T16:10:13+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=rota_screen&rev=1360599013&do=diff The Rota Screen can be accessed by selecting the Rota Screen Icon on the toolbar. It can also be accessed by clicking the Rotas action button located on either the Client or Carer Screen. Top Tip: Using the Rota Action button on either the Client or Carer Screen has the added advantage of taking you to the specific rota for the current Client/Carer. text/html 2013-02-12T10:54:33+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=runs&rev=1360666473&do=diff CareFree can also rota and allow you to manage your calls in the run or team method. Within the “Rota” screen, click the tab (indicated below) called Runs. This screen gives you a rota view of any teams or runs which your carers may undertake. It picks up information from the main rota screen and shows you each run and which carer is responsible for it. text/html 2013-02-27T14:46:23+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=scheduling_if_carers_or_clients_are_on_courses_or_assignments&rev=1361976383&do=diff Scheduling You may use this to schedule clients/carers on courses/assessments. * Any scheduled course/assessments booked will show in the main QA schedule when an individual client or carer is highlighted * When completing a schedule CareFree will automatically ask if a refresher assessment/course should be booked (providing and intervention has been set in ‘items’ ) text/html 2013-02-27T14:46:23+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=shortcuts&rev=1361976383&do=diff Shortcuts are often used in Windows based software to provide a quick way to access particular screens or options using just the keyboard. There are a number of different keyboard shortcuts available in Carefree. The list of shortcut keys can be accessed by selecting ‘Shortcuts’ from the ‘View’ dropdown screen, and are shown below: text/html 2013-03-05T11:09:36+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=sidebar&rev=1362481776&do=diff Latest Release Notes Getting Started Rota Screen Planner Screen Client Screen Carer Screen Contracts Screen Items Screen Pay & Charge Rules Verification Screen QA Screen Reports Screen Letters Screen sidebar text/html 2013-03-05T15:02:52+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=start&rev=1362495772&do=diff The information contained in this online guide will help you to use the CareFree system. What is CareFree? CareFree is a client / carer management software system for domiciliary care organisations, it enables you to manage the following with ease:- text/html 2013-02-12T14:15:05+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=the_planner_screen&rev=1360678505&do=diff The Planner Screen Planner And Away Planners Types of Planners text/html 2013-02-13T08:50:30+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=the_qa_screen&rev=1360745430&do=diff Quality Assurance(QA) The Quality Assurance (QA) scheduling process can be used to record and monitor any event that has the need for regular interventions. In most circumstances this will be used for the recording and scheduling of training courses that need to be attended by Carers on an annual basis. It also allows you to plan and schedule events against service users, including care plan reviews, risk assessments and care quality visits. You will also be able to schedule any client surveys … text/html 2013-02-27T14:46:24+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=track_a_piece_of_work_with_a_staged_process_by_using_the_workflow_screen&rev=1361976384&do=diff Workflow can be used to track any piece of work that has a defined, staged process. The most common types of workflows created are to manage the recruitment process of new care workers and your company’s complaints procedures. Setting up a new workflow * Select ‘Workflows’ from the ‘Personnel’ drop down * Select ‘Edit Workflow’ radio button at bottom left of the screen * Select ‘New’ * Enter name of the new workflow EG: recruitment * Select ‘New’ (this will create a new stage within … text/html 2013-02-07T12:09:26+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=unallocating_calls&rev=1360238966&do=diff You can unallocate calls from the client’s rota screen. * Select the call. * Right click and select Unallocate and Unallocate Call. You will know that a call has been unallocated as it will show red on the rota when you have completed the process. text/html 2013-02-27T14:46:24+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=use_the_national_minimum_data_set&rev=1361976384&do=diff The National Minimum Data Set for Social Care or NMDS-SC has been introduced to enable those involved in the running of the Social Care sector to more effectively plan the provision of care. It allows individual employers to better understand their own employees and provides those commissioning care with a better understanding as to the capacity of care available to them. As it will also provide necessary information to those providing funding within the Social Care sector, it will mean that fai… text/html 2013-02-12T11:18:15+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=users_password&rev=1360667895&do=diff You can add as many individual users to CareFree as required in the Maintain Users and Rights options. User Roles Each User will have a designated “User Role” This will determine which functionality within Carefree each user can perform. You will need to tailor these User Roles via the Items Screen to specify each role and the functionality this role can perform. text/html 2013-02-27T14:46:24+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=using_a_mail_merge_to_quickly_send_letters_to_multiple_people&rev=1361976384&do=diff You would use Mail Merge to quickly send letters to multiple recipients * To use mail merge, you have to initially set up the templates you want to use * Be aware this process may be slightly different dependant on the version of Word you are using (if in doubt feel free to call our support team – 0845 862 0405) text/html 2013-02-27T14:46:24+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=using_planners_to_see_how_many_clients_or_carers_are_away&rev=1361976384&do=diff Planner And Away Planners We may use this as a brief overview when looking at busy/quiet times in clients/carers rotas. Away planner can allow you to see how many clients/carers are away at specific times * Clients/carers show on left hand side * Planner has date showing in bottom right hand corner and shows in 15 minute blocks * Away planner has date showing in bottom right hand corner and shows daily blocks text/html 2013-02-27T14:46:24+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=using_the_holiday_calculator_holiday_entitlement_and_away_period_tabs&rev=1361976384&do=diff Holiday Calculator, Holiday Entitlement and the Away Period Tab Setting holiday entitlement * From the ‘Carer’ screen select the ‘Holidays’ tab Entering Holidays Taken * Ensure the entitlement has been set for the relevant Carer or the function will not work * Select the relevant Carer’s rota * Press the ‘Away periods’ tab at the bottom left of the rota screen * Press the button text/html 2013-02-11T14:42:12+01:00 https://www.knowledge.carefreegroup.com/doku.php?id=verification&rev=1360593732&do=diff Using the Verify screen You would use the verify screen to check and alter the status of a particular clients/carers calls. * Use key in the top right hand corner to determine status of the call (shown below) * Call status can be amended if you know it to be correct