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.

Information about Client Warnings, Medical Conditions and Behaviours can also be found in the Client: Status tab video, available from the 'Client Record' section of the Client Management tab in the Learning Centre: 

Audience: All

Summary

The following list summarises the content of this article. Click on the links below to take you to the relevant sections:

• Risk Levels
• How to create a Client 'Warning'
• How to create a 'Medical Condition'
• How to create a 'Behaviour'
• Updates after selecting 'Save Client'
  
  • Background colour
  • Warning Bar
• Linking Documents
• Re-order
• Deleting Warnings
• Force Staff to Acknowledge Client Warnings
• Client Warning Report
  
  • Client Search

Risk Levels

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

• Red
• Amber
• Green

What each of these Risk Levels means is entirely up to your organisation. Many Providers choose to use only the Red and Amber Risk Levels 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 in the Warnings bar. 

Warnings can also be set so that Staff must acknowledge the Warning prior to accessing the Client record. This is configured in System Preferences as outlined in the Force Staff to Acknowledge Client Warnings section below.

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How to create a Client 'Warning' 

Warnings are commonly used to notify staff of important matters of a general nature relating to the Client e.g. no photo permission, access orders, unsafe premises.

To create a Client 'Warning' navigate to the Status tab of a Client's record and select + Add a new client warning:

This opens up a section where the specifics of the Warning 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 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 drop-down list. Linking a Client Document here acts as a quick reference tool to review this where necessary. 
  • 'No documents available' will display when no Documents have been uploaded to a 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 and select + 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 e.g. Medical Support Plan, they will be available to select from in the Document drop-down list. Linking a Client Document here acts as a quick reference tool to review this where necessary. 
  • 'No documents available' will display when no Documents have been uploaded to a 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'

Behaviour 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 and select +  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 that are relevant to the Clients with who your organisation works.   
  • 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 e.g. Behavioural Support Plan, they will be available to select from in the Document drop-down list. Linking a Client Document here acts as a quick reference tool to review this where necessary. 
  • 'No documents available' will display when no Documents have been uploaded to a 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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Updates after selecting 'Save Client'

Once 'Save Client' has been selected the following updates will occur: 

• the background colour of Warnings, Medical Conditions and/or Behaviours which have Risk Levels of Red or Amber selected, will change to reflect the Risk Level selected.
• the Warning bar will populate at the top of the window displaying badges for those Warnings, Medical Conditions and/or Behaviours which have Risk Levels of Red or Amber selected.

More detailed information relating to these areas of functionality is outlined in the relevant sections below. 

Background colour

Once 'Save Client' has been selected, the background colour of Warnings, Medical Conditions and Behaviours that have either Red or Amber selected as the Risk Level will change to match the colour accordingly:

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Warning Bar

Once 'Save Client' has been selected, if Warnings have been set 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 coloured badges to indicate the existence of Red and/or Amber Warnings and notes the numbers of each e.g. 2 Red Warnings and 1 Amber Warning:

Selecting 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 'Description' and 'Notes' columns of the Client Warnings window is taken from the following areas on the Client's Status tab:

• Client Warning - the 'Description' and 'Notes' fields
• Medical Condition - the 'Condition' and 'Notes' fields
• Behaviour - the 'Behaviour' and 'Behaviour Details' fields

This summary only provides some of the details for each Warning. To view more information and access related linked Documents, select the icon in the Link column next to the relevant Warning to navigate to the Warning on the Client's Status tab.

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Non Disclosure

If 'Non Disclosure' has been selected in the Privacy Settings section of the Client Details tab of a Client record, a blue 'ND' badge will populate in the Warning Bar:

Please be aware that the Client Record Privacy settings that result in Non-Disclosure (ND) Warnings are due to be decommissioned in future.

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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 as shown in the screenshot below i.e. 'No documents available':

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 current Documents previously uploaded in the Client's record:

Select the relevant Document from the drop-down list, then select 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 a Client, then these can be re-ordered according to priority.  For instance, your organisation may wish to position Red Warnings at the top for more prominence. 

To reorder Warnings simply select 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 selecting the 'Delete' icon in the relevant Warning on the Status tab:

A 'Delete Warning' message will display checking 'are you sure you want to delete this client warning?' If Yes, select the 'Delete' button:  

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

Once deleted you cannot undo this and the Warning will need to be recreated again if you still require it.

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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 in order to be able to access the Client record:

This populates when a Staff Member first accesses a Client record each login, or after creating the first Red or Amber Warning for a Client.

Please review the Acknowledge Client Warnings setting article, linked below for reference, for more information. 

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Client Warning Report

The Client Warning Report allows Staff to search for Client Warnings, Medical Conditions and Behaviours as entered in the Status tab of a Client record.  

This report is filterable by a range of search criteria including Warning Type (Warning, Medical Condition, Behaviours), Risk Level (Green, Amber, Red), Client, Site/Service, and Document Type, relative to Documents that have been linked to these Warnings:

The Client Warning Report results can be printed:

and exported to a CSV file: 

Detailed information about this Report is outlined in the  Client Warning Report article linked below for reference.

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Client Search

The Client Search is useful for identifying Clients with specific Medical Conditions and/or Behaviours as the Search can be filtered by these criteria:

The list of options available for selection in the 'Medical Condition' and 'Behaviour' search criteria reflect the options configured in System Preferences on the Lists tab for 'Client: Medical Condition' and 'Client: Behaviour'.

The list results displayed onscreen and the 'Download Client List' CSV file exports however do not include the Medical Conditions and Behaviours information.

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