Client Warnings, Medical Conditions and Behaviours

Client Warnings, Medical Conditions and Behaviours are information relating to any issues of concern about a Client which is considered important to alert Staff about when they are working with a Client.  These are created on the Status tab of a Client record and trigger a Warning bar to appear at the top of a Client record relative to the risk level which has been assigned to them. 

Some examples where Client Warnings, Medical Conditions and Behaviours may be used are:

  • Medical issues e.g. anaphylaxis, epilepsy, asthma, anxiety, regular medication requirements.
  • Behavioural issues e.g. difficulty concentrating, tendency to abscond, self-harm, significant fears.
  • Special dietary/nutritional requirements associated with a Meal Plan.
  • Client-specific Communication Dictionary to be used when communicating with a Client.
  • Access Orders associated with Client Contacts.
  • Unsafe environments for visiting Staff.
  • Limited Service hours remaining in Funding Plan.
  • No photo permission.


Click on the links below to take you to the relevant sections within this article:


Risk Levels

There are three Risk Levels which may be allocated to a Client Warning, Medical Conditions and Behaviours Warnings:

  • Red
  • Amber
  • Green

What each of these Risk Levels means is entirely up to your organisation. Many Providers choose to only use the Red Risk Level as a critical alert for example. Your organisation will need to determine this.

N.B. Only Client Warnings, Medical Conditions and Behaviours with a Red or Amber risk level will appear at the top of the Client record. 

Warnings can also be set so that Staff must acknowledge the Warning prior to accessing the Client record.

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How to create a Client Warning 

' Warnings' - are suitable for warnings of a general nature relating to the Client (e.g. no photo permission, access orders, unsafe premises/contacts).

To create a Warning for one of these issues navigate to the Status tab of a Client's record. Click on the + button next to ' Add a new client warning':

This opens up a section where the specifics can be entered: 

  • When additional privacy is required, the optional 'Managers Only' setting is available. 
    • If this is selected, this Warning will only be visible to those with access to the Client record and the 'User is a Manager' Staff Account Privilege. 
    • More information is available in the Staff Account Privileges article linked below.
  • A brief Description of the Warning subject can be entered e.g. Unsafe Premises.
  • The relevant Risk Level may be selected from the drop-down list where appropriate (Red, Amber, or Green) 
    N.B. This is an optional step and only Warnings with the Risk Level of Red or Amber will appear in the Warning bar at the top of the Client Record. 
  • If Documents have been uploaded to a Client's Documents tab, they will be available to select from, in the Document column. Linking a Client Document here acts as a quick reference tool to review this where necessary. 
    • As you can see from the screenshot above 'No documents available' is displayed due to no Documents having been uploaded to this Client's record. Refer to the 'Linking Documents to Warnings' section below.
  • Detail regarding the Warning is added in the Notes field. The field will expand as you type. 
  • Once completed, remember to select the 'Save Client' button at the top of the record: 

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How to create a 'Medical Condition'

' Medical Conditions' are a type of warning relating to a Client's medical conditions e.g. anaphylaxis, asthma.

To create a 'Medical Condition' Warning navigate to the  Status tab of a Client's record. Click on the + button next to 'Add a new medical condition'

This opens up a section where the specifics can be entered: 

  • When additional privacy is required, the optional 'Managers Only' setting is available. 
    • If this is selected, this Warning will only be visible to those with access to the Client record and the 'User is a Manager' Staff Account Privilege. 
  • Select the relevant Medical Condition from the drop-down list in the Condition column e.g. Allergy. 
    • N.B. the Medical Condition list can be customised and configured to include Medical Conditions which are relevant to the Clients who your organisation works with.  
    • Configuring Lists can be performed by Staff within your organisation who have the 'Edit System Preferences' Staff Account Privilege.
    • More information is available in the Configuring Lists article linked below.
  • Select the relevant Risk Level from the drop-down list where required (Red, Amber, or Green).    
    • N.B. Only Medical Conditions with the Risk level of Red or Amber will appear in the Warning bar at the top of the Client Record. 
  • If Documents have been uploaded to a Client's Documents tab, they will be available to select from in the Document column. Linking a Client Document here acts as a quick reference tool to review this where necessary. 
    • As you can see from the screenshot above 'No documents available' is displayed due to no Documents having been uploaded to this Client's record. Refer to the 'Linking Documents to Warnings' section below.
  • Detail regarding 'The Medication', 'How it is administered', and 'Notes' can be entered in these fields, which will expand as you type. 
  • Once completed, remember to select the 'Save Client' button at the top of the record: 

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How to create a 'Behaviour'

' Behaviours' - warnings relate to a Client's behaviours (e.g. absconding, self harm, significant fears/triggers, difficulty concentrating).

To create a ' Behaviours' warning, navigate to the  Status tab of a Client's record.  Click on the + button next to 'Add a new behaviour'

This opens up a section where the specifics can be entered: 

  • When additional privacy is required, the optional 'Managers Only' setting is available. 
    • If this is selected, this Warning will only be visible to those with access to the Client record and the 'User is a Manager' Staff Account Privilege. 

  • Select the relevant Behaviour from the drop-down list in the Behaviour field e.g. Anxiety. 
    • N.B. the Behaviours list can be customised and configured to include Behaviours which are relevant to the Clients who your organisation works with.   
    • Configuring Lists can be performed by Staff within your organisation who have the 'Edit System Preferences' Staff Account Privilege.
  • Select the relevant Risk Level from the drop-down list where required (Red, Amber, or Green). 
    • N.B. Only Behaviours with the Risk level of Red or Amber will appear in the Warning bar at the top of the Client Record. 
  • If Documents have been uploaded to a Client's Documents tab, they will be available to select from in the Document column. Linking a Client Document here acts as a quick reference tool to review this where necessary. 
    • As you can see from the screenshot above 'No documents available' is displayed due to no Documents having been uploaded to this Client's record. Refer to the 'Linking Documents to Warnings' section below.
  • Detail regarding 'Behaviour Details', 'Precursor to Behaviour', 'Management Strategies' and 'Strategies to Prevent and Maintain Positive Behaviour' can be entered in these fields, which will expand as you type.  
    • N.B. The information entered into the 'Behaviour Details' field populates in the notes field of the Warning bar if the Risk Level of Red or Amber is selected. 
  • Once completed, remember to select the 'Save Client' button at the top of the record: 

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Background colour

The background colour of Warnings, Medical Conditions and Behaviours on the Status tab will change to match the colour of Red or Amber Risk Levels that have been selected:

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Visibility of Warnings

Warning bar

If Warnings have been marked with a Risk Level of Red or Amber, a Warning bar will appear at the top of the Client record visible from all Client tabs.  This Warning bar displays a notation of the number of Red and/or Amber warnings:

Clicking on the Warnings bar will open the ' Client Warnings' summary table which lists all Red and Amber Warnings for the Client.  

The information displayed in the 'Notes' section of the Client Warnings window is taken from the following fields on the Client's Status tab:

  • Medical Condition - is taken from the 'Notes' field of the Medical Condition
  • Client Warning - is taken from the 'Notes' field of the Warning
  • Behaviour - is taken from the 'Behaviour Details' field of the Behaviour

This summary only provides brief details. For more detailed information, click on the target icon in the Link column next to the relevant Warning, or view the Warnings from the Client's Status tab.

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Linking Documents

Supporting Client Documents can be linked to provide more information and for quick reference. 

If no Documents have been uploaded to a Client's record via the Documents tab, there will not be any Documents available to link to a Warning.  The screenshot below displays this to be the case, as highlighted in the Document section.

Once Documents have been uploaded to a Client's record they will be available to link to a Warning. 

A drop-down box will appear below the 'Document' heading, where you can select any of the previously uploaded current Documents in that Client's record:

Select the relevant Document from the drop-down list, then click the Save Client button:

Once linked, the Download and Preview icons will appear as options to access the Document.  More information is available in the  Download and Preview Documents article linked below.

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Re-order

If there are multiple Warnings within the same type of Warning for the Client, then these can be re-ordered according to priority.  Simply click on the up/down arrow and drag the Warning up or down to re-position it:

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Deleting Warnings

Warnings can be deleted at any time by clicking on the Delete icon in the relevant Warning on the Status tab.  

This will remove the Warning from both the Status tab and the notation in the Warning bar at the top of the Client record.

A Delete Warning message will appear checking that 'are you sure that you want to delete this Client Warning?'. If Yes, click the Delete button.  

Once deleted you cannot undo this and will need to re-create the Warning if you still require it.


Force Staff to Acknowledge Client Warnings 

There is a setting which is Active by default in System Preferences whereby Staff are prompted to review all Red and Amber Client Warnings, Medical Conditions and Behaviours whenever they access the Client record. Please review the Acknowledge Client Warnings setting article (linked below) for more information. 

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