A guide to Checklists
Summary
We are making significant changes to how Checklists work. This document outlines these changes and how we must ensure that the Care Control System functions to support them.
What are Checklists?
Checklists are list of task that staff members should complete. In their simplest form they are simple Yes / No questions. In this release we have added the functionality for each task to have an optional free text entry box. The free text entry box can be set to be either optional or required.
Accessing Checklists
Staff members can access Checklists through all systems (Pocket, Mobile and CC Windows). The Checklist will either appear in one of the status screens: -
Home Status - Resident Tasks
Staff Task List
Service User Task List
or can be navigated to through a Checklist home screen. The Checklist home screen presents a list of all the checklists that that staff member have completed or can complete.
Checklist Instance
Every Checklist has at least one instance. An instance is a reference to the Checklist Master and holds the responses to the Checklist Master Tasks.
The Active Instance flag indicates that this is an instance that can be amended. If this flag is set to 1 then a staff member can update the Checklist. If this flag is set to 0 then this is an “Historic Instance”.
The most recent instance based on CreationDate is marked as ActiveInstance. Note, you can have more than one Active Instance of a ChecklistID if you have more than one Assignment.
Checklist Assignments
With this release there is a new structure called Assignments. Assignments allow Checklist Instances to be assigned to: -
Staff, Roles and Categories
Service Users
CSG’s
Rooms
Objects
The assignment structure allows for multiple instances of a Checklist to be created.
Use Case Example - Domestic Room Cleaning
A common requirement for many of our care home clients is to have cleaning staff check and clean a service user room. Many of our clients may have care homes with 10 to 100 rooms to clean. Typically they all must be checked and cleaned every day.
In our Use Case the management have defined 5 things that the cleaning staff should do in each room: -
Empty the bin
Polish all surfaces
Hoover the floor
Clean the toilet
Wipe down all surfaces with anti-bacterial
Identify any hazards or risks
The management would like the domestic team who are responsible for the cleaning to have assigned a checklist for each room daily.
They create a single Checklist called Room Cleaning Schedule and allocated it to all staff with the role of Domestic: -
Here they have created a Checklist that is for Room Cleaning. It will be shown on the Home Status / Task List Screens between the hours of 08:00 and 20:00. Up until 11:00 the task will be shown as an Amber Circle, after 11:00 it will appear as a red cross. After 20:00 the Checklist will no longer be available to be accessed.
In the above screen you can see that we have defined who is going to be Allocated the Checklist. In this case we are allocating based on a Staff Role of Domestic. This means that any staff who have this role will be able to complete the Checklist.
If you do not enter an Allocation then technically any staff can complete that Checklist.
The Checklist is to repeat each day. This means that a new instance of the Checklist will be created Daily.
The final section details who can add more tasks to this Checklist. Once the Checklist is created we can then created the Tasks: -
As you can see above the final task allows for the users to record an entry to detail any hazards in the room.
We have created a Checklist with tasks that can be completed by the Domestic team. The system has created a single instance of this Checklist. However, this use case wants a checklist by room so we need to use the Assignment area.
Checklist Assignments - Revisited
Unless we assign a checklist we will only have a single instance for each repeating frequency that is set. This may be fine for a single checklist entity (such as a care home’s maintenance list), however for our Use Case we need to create an instance per room.
When we create an Assignment we are creating a relationship between one of the following: -
Room
Client
Care Service Group
Staff Member
Staff Role
Staff Category
Other
These are the “Object Types”. The Object Codes indicates the primary key that relates to the type.
For each Object Type / Object Code combination an assignment record is created. Each assignment record creates an instance: -
In the above example we are creating an assignment at Room level. We have selected a Checklist, and selected all the rooms.
The security prefix is only used if we were to use QR Code or NFC to store the Checklist.
Note, the Create a care note when a checklist task is completed. This is only shown for Room or Client assignments. For room assignments the note is entered against the current service user living in that room.
Further information
Further information on checklists is available in the public Knowledge Base, and particularly here:
How to Create a Checklist – Care Control Academy (ccacademy.co.uk)
How to see if Tasks on Checklists have been completed – Care Control Academy (ccacademy.co.uk)