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Training Handout | Author: Alan Seymour | 17/08/18 | Version 9.0

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Document Name: Coolcare4 Training Guide | Training Section | Date: 09/11/18 | Version 11.0

What is CoolCare 4 ............................................................................................................... 9

Navigation ........................................................................................................................... 10

Main Sub Menu ............................................................................................................ 10

Horizontal Navigation Bar ................................................................................................ 10

Record Menus ............................................................................................................. 11

System Menu .................................................................................................................. 11

Command Buttons ........................................................................................................... 12

Setting up the System Menu ............................................................................................... 12

System Configuration ...................................................................................................... 13

Invoicing Tab ................................................................................................................... 13

Staff Tab .......................................................................................................................... 14

System Configuration Holidays ........................................................................................ 14

System Configuration Payroll .......................................................................................... 15

System Configuration Appraisals and Supervisions ......................................................... 15

System Configuration Breaks .......................................................................................... 16

Task – Set Break Rules ............................................................................................... 16

Roles and Responsibilities ............................................................................................... 16

Managing User Groups ................................................................................................... 17

User Group: Main Section Permissions ........................................................................... 17

Managing Users .............................................................................................................. 18

Adding a New User.......................................................................................................... 18

Add Dashboard Access ................................................................................................... 19

Task – Add Users & Groups......................................................................................... 20

Tailoring CoolCare4 ......................................................................................................... 20

Lookups ........................................................................................................................... 20

Inserting a New Lookup Value ......................................................................................... 21

Populating and Updating Lookups ................................................................................... 21

Training Qualification Lookup .......................................................................................... 21

Task - Check/ Edit Training Lookups ............................................................................ 23

Department Lookup ......................................................................................................... 23

Task - Check/ Edit Department Lookups ...................................................................... 23

Statutory Holidays Lookup ............................................................................................... 23

Editing Statutory Holidays ............................................................................................ 24

Task - Check/ Edit Statutory Holidays Lookup ............................................................. 25

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Group Positions ............................................................................................................... 26

Task – Add Group Positions/Departments/ Care Home ............................................... 27

Mandatory Training Needs and Compliance .................................................................... 27

Task – Add Position Training Requirements ................................................................ 27

Care Home ......................................................................................................................... 28

Home Setup General ....................................................................................................... 28

Task – Check Home Setup General Screen ................................................................. 28

Setup Rooms ................................................................................................................... 28

Deactivate Room ............................................................................................................. 29

Task – Setup Rooms ................................................................................................... 30

Positions: Key Concepts .................................................................................................. 30

Staff Position Definitions .............................................................................................. 31

Define Shift Times for Each Position ............................................................................... 31

Task – Create Your Shift Definitions ............................................................................ 32

Settings ............................................................................................................................... 32

Staff and Payroll Settings ................................................................................................ 32

Rota Settings ................................................................................................................... 33

Sage Settings .................................................................................................................. 34

Budget Settings ............................................................................................................... 34

Task – Enter Budget Figures........................................................................................ 35

Care Home Lookups ........................................................................................................ 35

Task – Customise Care Home Lookups ....................................................................... 35

Rota Setup (Core Rota) ................................................................................................... 36

Task – Add Rota Start Date and Rota Length .............................................................. 36

Rota Key Concepts.......................................................................................................... 37

Rota Creation Order ........................................................................................................ 37

Rota Types ...................................................................................................................... 37

Creating a Draft Rota ....................................................................................................... 37

Change or Check Rota Settings ...................................................................................... 38

Task – Check/ Change Rota Settings .......................................................................... 39

Create “Shift Groups” ...................................................................................................... 39

Task – Add Shift Groups .............................................................................................. 40

Add Shift Patterns ........................................................................................................... 40

Task – Add Positions to Rota ....................................................................................... 40

Add Rota Pattern ............................................................................................................. 41

Task – Add Rota for All Jobs ........................................................................................ 42

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Check Patterns and Apply ............................................................................................... 42

Task – Check All Patterns Are Correct and Apply ........................................................ 42

Editing Patterns ............................................................................................................... 42

Home Ledger, Petty Cash, and Maintenance .................................................................. 43

Lookups ........................................................................................................................... 43

Home Ledger and Petty Cash ......................................................................................... 44

Ledger ............................................................................................................................. 44

More Ledger Options ....................................................................................................... 45

Petty Cash ....................................................................................................................... 45

Task – Populate Ledger and Petty Cash Data ............................................................. 46

Maintenance ....................................................................................................................... 46

Managing Maintenance Tasks ......................................................................................... 47

Maintenance Filter ........................................................................................................... 48

Filter Types .................................................................................................................. 48

Task - Populate Maintenance Data .............................................................................. 48

Staff .................................................................................................................................... 49

Task – Add Staff Configuration Settings ....................................................................... 49

Staff Records ................................................................................................................... 49

Adding a New Staff Record ............................................................................................. 49

Form 1 – General ......................................................................................................... 50

Eligibility to Work Tab ...................................................................................................... 51

Employment Details ......................................................................................................... 52

Task - Add All Staff to System ...................................................................................... 52

Viewing/ Editing Staff Details ........................................................................................... 53

Menu Detail ..................................................................................................................... 54

T & A Menu ..................................................................................................................... 54

Holidays Menu ................................................................................................................. 54

Hours History Tab ........................................................................................................... 55

Absence .......................................................................................................................... 56

Individual Timesheet ........................................................................................................ 57

iButton Details Screen ..................................................................................................... 57

Assign an iButton ............................................................................................................ 58

Task – Allocate iButton to Staff .................................................................................... 58

Manually Clock In/Out ..................................................................................................... 58

Task Add a Manual Clock ............................................................................................ 59

HR Management ............................................................................................................. 60

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Employment Details ......................................................................................................... 60

HR/ Appraisal and Supervised Sessions ......................................................................... 61

Expiring and Expired Appraisals/ Supervisions on Dashboard ......................................... 62

Task – Add Appraisal and Supervision Data ................................................................ 63

View/ Edit/ Create Contacts ............................................................................................. 63

Task – Add Staff Contacts ........................................................................................... 64

UK Eligibility .................................................................................................................... 64

Identification and Forms .................................................................................................. 65

Positions and Hours ........................................................................................................ 66

Marking Staff as a Leaver ................................................................................................ 66

Task – Mark Staff Member as a Leaver ....................................................................... 67

New Hours - Change Main Position or Reduce/Increase Hours ....................................... 67

Task – Reduce a Contract ........................................................................................... 68

Add Extra Position ........................................................................................................... 68

Task – Add staff additional jobs ................................................................................... 68

Ending an Extra Position ................................................................................................. 69

Task – End an Additional Job ....................................................................................... 69

Individual Staff Payroll ..................................................................................................... 70

Task – Add Staff Bank Details for Payroll ..................................................................... 70

Individual Pay Rates ........................................................................................................ 71

Task – Set Pay Rates .................................................................................................. 71

Training Tab .................................................................................................................... 72

View Training ................................................................................................................... 72

Add Historical Training .................................................................................................... 72

Task – View and Add a Staff Training Record .............................................................. 73

Documents ...................................................................................................................... 73

Task - Add a Document to a Staff Member .................................................................. 73

Adding Staff to a Rota Pattern ......................................................................................... 74

Adding Staff to Position Pattern ....................................................................................... 74

Task – Attach Staff to Their Main Rota Pattern ............................................................ 75

Making Changes to the Rota ........................................................................................... 76

Unassigning a Shift or Shift Swaps .................................................................................. 76

Task – Unassign and Reassign a Shift on Gilbert House ............................................. 77

Assigning a Shift .............................................................................................................. 78

Adding an Extra Shift ....................................................................................................... 79

Marking Shifts as Covered ............................................................................................... 80

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Task – Marking a Shift as Covered .............................................................................. 81

Understanding Rota Totals .............................................................................................. 81

Printing the Rota .............................................................................................................. 81

Print Command ............................................................................................................... 82

Task – Print Rota ......................................................................................................... 83

The Calendar - Adding Training, Holidays & Absence ..................................................... 83

Creating a Training Event ................................................................................................ 83

Task – Add Training Events to Your System ................................................................ 84

Holiday ............................................................................................................................ 84

Updating Holiday Status ............................................................................................... 85

Task – Add a Holiday to Training System..................................................................... 85

Absence .......................................................................................................................... 86

Authorised and Unauthorised Absence ............................................................................ 86

Extending a Sickness ...................................................................................................... 86

Task – Add Sickness ................................................................................................... 87

Part Day Holiday ............................................................................................................. 87

Part Day Sickness ........................................................................................................... 87

Task - Add Part Day Holiday ........................................................................................ 88

Viewing Absence Information .......................................................................................... 88

Rota/Timesheet and Configuration Settings .................................................................... 89

Snapping to Shift ............................................................................................................. 90

Deductions ...................................................................................................................... 90

Not Snapping to Shift ....................................................................................................... 90

Task - Add Rota / Timesheet Configuration .................................................................. 91

Timesheet ....................................................................................................................... 91

Timesheet Process Information .................................................................................... 92

Amending Hours .............................................................................................................. 93

Add a Manual Clock ............................................................................................................ 94

Task- Add a Manual Clock In ....................................................................................... 95

Locking/ Unlocking Timesheets ....................................................................................... 95

Payroll ................................................................................................................................. 96

Enter Pay Code ............................................................................................................... 96

How to Set by Pay Rates ................................................................................................. 97

Task - Add Pay Code or Pay Rates ............................................................................ 98

Running Payroll ............................................................................................................... 98

Sage Pay ..................................................................................................................... 99

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Pay Rates .................................................................................................................... 99

View Report ..................................................................................................................... 99

Task – Run a Payroll Report ...................................................................................... 100

Enquiry ............................................................................................................................. 101

Adding a New Enquiry ................................................................................................... 101

Complete New Enquiry Form ......................................................................................... 102

1. General ............................................................................................................... 102

2. Enquirer Details .................................................................................................. 102

3. Prospective Resident ............................................................................................. 103

Task - Add Visit Info ................................................................................................. 105

Adding Assessment ....................................................................................................... 105

Task - Add Assessment Info ...................................................................................... 106

View/Edit Enquiry .......................................................................................................... 106

Managing Enquiry Tasks ............................................................................................... 107

Editing Enquiries Using Edit Icon ................................................................................... 108

Changing Enquiry Status ............................................................................................... 108

Admission Event ............................................................................................................ 109

Decline Admission ......................................................................................................... 110

Task - Add Admission Info ......................................................................................... 110

Enquiry Overview .......................................................................................................... 110

Enquiry Benefits ............................................................................................................ 111

Occupancy Management ............................................................................................... 112

Residents Section ............................................................................................................. 113

Resident Lookups .......................................................................................................... 113

Task - Check/Edit Resident Lookups ......................................................................... 114

Adding a New Resident ................................................................................................. 114

Residents General Tab .............................................................................................. 115

Resident Admission Tab ............................................................................................ 116

Task - Add a New Resident........................................................................................ 116

Residents Records ........................................................................................................ 117

Task - View Resident Record ..................................................................................... 117

Admission and Discharge Sub Menu ............................................................................. 117

Admission Tab ............................................................................................................... 118

The Discharge Tab ........................................................................................................ 118

Discharge (Continued) ................................................................................................... 119

Task - Admissions and Discharges ............................................................................ 119

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Contact Menu ................................................................................................................ 120

Task - Contacts .......................................................................................................... 120

Documents .................................................................................................................... 120

Change Room & Room History...................................................................................... 121

View Room History ........................................................................................................ 122

Task - Room Management ......................................................................................... 122

Resident Absence ............................................................................................................. 122

View Absence History .................................................................................................... 123

Absence Dashboard ...................................................................................................... 123

Task - Absence .......................................................................................................... 123

Setting up Fee Contracts, Billable Extras and Accounts ................................................ 124

Billing Contract Terms Setup ......................................................................................... 124

Task - Billing Contract Terms ..................................................................................... 125

Funding Types Lookup .................................................................................................. 125

Nominal Codes and Billable Extra Types ....................................................................... 126

Accounts ....................................................................................................................... 126

Setting up Accounts, Fee Contracts and Billable Extras ................................................ 126

Create Fee Contracts .................................................................................................... 127

Fee Contract Fields Explanation .................................................................................... 128

Billing Fee Warning ....................................................................................................... 129

Task – Create Contract Accounts and Fee Contract .................................................. 130

Billable Extra Contract ................................................................................................... 131

Task – Create a Billable Extra Contract ..................................................................... 131

Amending Contracts and Fees ...................................................................................... 132

Individual Ledgers ......................................................................................................... 134

Task – Create Individual Ledger Item ......................................................................... 135

Resident Individual Invoices .......................................................................................... 135

Care Home Invoicing......................................................................................................... 136

Invoicing Menu ........................................................................................................... 136

Batch Process Invoices ................................................................................................. 137

Invoices ......................................................................................................................... 138

Filter Button ................................................................................................................... 138

Export and Print Invoices ............................................................................................... 139

Action Invoices .............................................................................................................. 139

Marking as Fully Paid .................................................................................................... 140

Generating a Single Invoice ........................................................................................... 141

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Invoices – Changes in Contribution Fees ...................................................................... 141

Dashboard and Reports .................................................................................................... 143

The Dashboard .............................................................................................................. 143

Reports .......................................................................................................................... 144

Helpdesk and Support ................................................................................................... 146

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CoolCare4 is a specialist care home and business tool built on two decades of software

management development. It is designed to be exceptionally instinctive and user friendly.

We understand that every care home business is unique and we have designed CoolCare to

be customisable to your business.

Key Features:

Resident and staff records.

Enquiry management.

Invoicing.

Petty cash and ledgers.

Rostering.

Timesheets.

Clocking in.

Payroll.

Virtual notice board.

Business analysis and reporting.

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Selecting a left-hand sub menu will allow you to access the associated horizontal navigation

bar in the main pane. Use this to access the data entry forms for each section. Sometimes

these navigation buttons will also have a drop-down sub menu.

The main navigation menu is

found on the left. From here you

can access the four main parts of

the system:

Dashboard.

Care Home.

Staff.

Residents.

Clicking on a main option

will open up a sub menu.

Each of these links will

open up the relevant

section in the main pane

(see below).

Main Menu -

Care Home

Care Home

Sub Menu -

opens below

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Sometimes by selecting a record (row of data in the system), other menus will open that can

be completed and are associated with this record.

For example, by selecting the staff member (see highlighted row below), all menus

associated with this employee will become available to view.

On the far right of the screen,

there is system drop down menu

where you can set system

settings.

Once the system configuration

information is entered during the

system set up, it will rarely need

updating. However, you may

need to regularly update lookups

and add or deactivate system

users.

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Each data entry form will use a variety of command buttons. When selected they will carry

out the function named on the label e.g. “Save”, “Print” etc.

Some examples are:

Insert a new record into a form.

Print a record or form.

Save a record/form. Ensure you always save

each form / set of forms.

Filter the specific information you wish to see.

Go back a page within a section.

Search for address by post code.

This will populate address fields correctly.

Search for a particular record.

The first menus that are to be setup are accessed from the drop-down system menu on the

right-hand side, which will normally be indicated by your name. These will normally be set

up at group level or at home level if there is only one home in the group.

Here we will set up:

System Configuration.

Set up and manage user groups

and users.

Group Positions and Position

Training Requirements

Set up and familiarise ourselves

with the lookups.

Some lookups will be set up during

the system menu setup, some

within the relevant sections during

training, others may be updated

over a period of time (see lookup

section).

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Navigate: Configuration Menu/System Configuration/

The system configuration settings have two tabs, invoicing and staff, with the invoicing tab

being the default.

The invoice tab will already be set up for you by support. This will set the invoice template,

the export program to be used for invoices and header and footer information. You may

make future changes to this if you wish (see configuration video for more information).

Hovering over the question mark will show variables you can add into your invoice header

description.

If ticked headers will be set up at

group level for all homes.

If unticked each header/ footer

can be customised for each

home at home level.

Test boxes size can be increased

by dragging corner

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The system configuration staff tab allows you to enter settings for holidays, payroll program,

appraisals & supervisions, as well as break information. Each element is shown separately

below.

The holidays section allows you to set key holiday information at group level. Here you can

enter:

Holidays year start date - this sets the holiday year for the whole group.

Holidays per home tick box – if ticked the holiday start year will be set at the home

level and not within the system configuration settings.

Exceed holiday allowance tick box – if ticked this will staff to exceed their holiday

allowance

EU Calculation factor – here you enter the EU calculation figure as a percentage,

for bank workers holiday. This will calculate a bank workers holiday allowance from

the number of hours they work.

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Notes:

Here you select the payroll system that you will export the CoolCare4 pay data into. The

drop-down menu allows you to select either Sage CSV or Pay Rates. This will have an

effect on other parts of the program. Selecting pay rates will mean that you will need enter

pay rates for each employee. Selecting Sage will mean that you enter pay codes by

position.

Here you can set the frequency for both appraisals and supervisions in months or weeks.

This will be used in the staffing section to help manage reminders when supervision and

appraisal data is entered.

Notes:

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Here you can set the break trigger point rules for your group. These will be used when you

define each position within your care homes. If deduct breaks are selected within positions,

these break settings will be activated. If the deduct break is not selected within positions,

then no break will be deducted (see defining positions section). Each of these break

settings are cumulative e.g. if an employee works 12 hours, they will be entitled to the 15

min break for working 4+ hours, the 15-minute break for working 6+ hours and the 30-minute

break for working 12+ hours giving a 1-hour break in total.

Test these settings carefully to ensure breaks trigger points are applied correctly for

all staff positions, as this affects staff payable hours. To do this check the timesheet

carefully when first used.

Enter all system configuration data for your group / care home.

Roles and responsibilities should have been defined prior to training and added to the pre-

training survey. In this section we will create the group permissions/ roles required in your

organisation. We will then create user accounts and attach them to the relevant group/

permission.

You will be provided with one login with full access at training and then you use this login to

create group permissions and users for your home.

You should give each user the minimum permissions required to fulfil their job role.

This helps to protect data and minimise access to unnecessary data.

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Navigate: Configuration Menu/ Manage User Groups/” +Insert”

User groups are a way of setting up permissions for a certain category of worker within your

organisation. With this, you can limit which parts of the system the user can access e.g. you

may not wish the staff member who manages the rota to be able to access the resident

section. You must choose and select the relevant options to control which menus you wish a

particular group of users to access.

The new user group general tab allows you to select which main sections this new group can

access. When ticked, each section appears as a new tab. These must then be clicked and

detailed permissions given for each section (see below). The system configuration choice

allows group permissions to the system menu on the right-hand side. The head office

section allows access to the lookup configuration within the system menu.

Notes:

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You can then click on each tab to set the user group’s permissions for each main section,

e.g. the staff tab will allow you to choose group permissions for staffing screens. By clicking

in relevant option boxes, this will give the group that is being set up, permissions to view that

particular item in the software. Extra tick box options will appear if view is selected, to allow

permission to read, write and delete options, where available. You must manually select

each permission to clearly define what permissions that User Group is given. If a permission

is not selected, then the User Group will not have that permission.

Sometimes setting user group permissions will be done at head office level, so you

may not have access to this part of the system.

Notes:

It is important that you only give a login to staff if they need CoolCare4 to fulfil their job role.

If a staff member leaves or if they change job roles and no longer require access to

CoolCare4 you must deactivate their login. Also ensure the right level of permissions are

given to the user by attaching the right group permissions

Navigate: Configuration Menu/ Manage Users/ “+Insert”

This will open the new user form.

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You can then enter their full name, create a login name (normally their first name and

surname separated by a full stop) e.g. Joe.Bloggs, their email address, the user group

selected from a dropdown menu, create a password, select the homes the user can access

and select “Save”.

If you wish to deactivate a user; select the user to be deactivated, from the list of system

users, click the “Deactivate” button and confirm deletion.

To access the dashboard widgets, you can select the user you have just created and then

select the “Dashboard Widgets” option. Choose which widgets by selecting the widget

boxes you want the new user to have and select “Update Widgets” button.

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Notes:

Use the two menus: manage groups and manage users; to create all user

accounts for your group/ care home. Then check that they are configured correctly

by checking the functionality for each user when they are logged in.

You can tailor parts of CoolCare4 to suit your organisation. One way of doing this is

customising the lookup values, which are used to control the options available in dropdown

menus, which are used in various user forms within CoolCare4.

Lookups are accessed in the right-hand system configuration menu and are

divided into three categories: General lookups, Staff lookups and Resident

lookups.

Some options are already set as default but you may wish to change them or add

more to suit your organisation.

When entering data into a form using a drop-down menu; if the option you require

is not available, you can click on the relevant “lookup” button in the configuration

menu and add the required option.

In some organisations this will be a head office function and you will need to

request that they make a requested change on your behalf.

Navigate: Configuration Menu/ Lookups/ Select the desired “Lookup” button

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To insert a new lookup value, select the lookup tab you require and then when opened

select “+Insert”. Once the new lookup form is opened complete the field/s and select “Save”

when complete. Associated lookups appear in the green drop down menu next to the

“+Insert” button. Lookup options can be deleted if the trash bin icon is selected but this will

only be allowed if the lookup item is not connected to any records.

These can be done prior to setting up the main system, during the setting up of the system

and also after the system is setup, by refining lookup options whilst live. Below shows how

to add the training qualification, department and the statutory holiday lookup. All other

lookups will be referenced within the relevant sections where they will be used.

Navigate: Configuration Menu/ Lookups/ “Qualifications Lookup”

The qualifications lookup menu is used as a drop-down menu when adding mandatory

training to positions (see mandatory training by position). It is also used in the calendar

training event function and staff qualification menu (see staff training section).

This can be customised to suit the qualifications held by your staff in your organisation.

When first setting up the system ensure the qualification items you wish to use in the system

are fully populated in this lookup. You can also add an expiry date within mandatory

training, if the qualification is valid for a limited period and requires refresher training.

Ensure all qualifications are added for your organisation.

Select training option type Other Training, QCF (Qualifications and Credit

Framework e.g. NVQ Care level 2) or Statutory Training (Statutory training required

by job role e.g. Moving and Handling).

Fields will differ slightly depending on the option chosen.

All statutory training that expires needs to be marked as renewable and then

you set an expiry date in months. You also set the warning trigger to alert

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you when the training is nearly expired. This can also be reported on to help

rebook training before expiry.

Once a lookup is opened, select “+Insert” button to create a new option for the lookup e.g.

the lookup form shown below, allows you to create another qualification option for use in the

qualification drop down menu. This must be setup correctly before you can add your

mandatory training per position.

This will then become available within the qualification drop down menu, when entering data.

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Notes:

Check and add training qualifications to the qualification lookup if required.

Select correct training type for each qualification, select if renewable and set how

long training is valid for.

Navigate: Configuration Menu/ Lookups/ “Departments Lookup” button

Departments are used within positions. Create all departments you wish to use within your

care group.

Check and add departments to department lookup if required.

Navigate: Configuration Menu/ Lookups/ “Statutory Holidays Lookup”

Check all statutory holidays are setup on your system.by accessing menu above. If any are

missing use the “+Insert “button to create a new one.

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To edit a statutory holiday entry, select the entry required within the statutory holiday’s

lookup list i.e. Christmas Day 2018.

This will open the details as shown below. Statutory holidays will be set to standard hours as

default.

If you wish to pay enhanced rates for bank holidays etc, you can select a special pay code

for each particular holiday and geolocation code using the drop-down menus. When you

enter pay codes when defining positions or pay rate within the staff screen, you must ensure

this special pay code text box has a special pay code or pay rate entered. E.g. You may

wish to pay triple time for Christmas Day. Select special code 1 in drop down for Christmas

day. Then generate Sage codes for the enhanced rate or enter as pay rate in employee for

each type. These will then apply instead of the standard codes/ rates, when Christmas day

timesheets are generated.

25


Check/ add statutory holiday lookup entries and edit special pay code from dropdown

menu.

Select a special day

code for enhanced

rate for bank

holidays if required.

26


Navigate: Configuration Menu/ Group Positions/ +Insert

Positions in your care home group or within a single care home are set up within the “Group

Positions” form. Here you will set up the position names for use throughout CoolCare4.

This means that for large groups of homes the position names only need to be set up once

and can be used by all or a selection of homes in the group. Once these have been entered

you can then add shift definitions and pay elements (see staff positions and pay sections) as

part of your individual care home set-up.

There is no need to set up different positions for the same job, using different time bands

(e.g. care assistant mornings and afternoons) as long as the pay rate is the same during

these periods.

The only time you need a different position name is if the position is paid at a different rate.

For positions with slight variations in their names, decide on a suitable single position

name to use in their place. This will avoid having several similarly named titles.

Here you can enter the position name, which department it relates to and then tick the

relevant homes in your group where you wish the position to be available for use.

You can either save the positions and continue with the rest of the system setup and

then return at a later time to complete the position mandatory training setup; or select

the training tab and enter mandatory training at this point. The qualifications lookup

will need to be fully completed before this can be done.

27


Notes:

Add group positions, associated department and select care home/s that these

positions will be available in. Either save positions only or enter mandatory training

for these positions before saving (see below).

You can also enter the training requirements for each staff position using the manage group

positions menu. To do this you can select the position and then select the training tab. You

are able to select either mandatory, additional or not required training for each qualification

and position you have created. This entry will then populate all employees’ training records

who are attached to this position (see staffing section). An overview of staff compliance for

mandatory training, will display on the dashboard (see the training section).

Selecting “Save”, will save both the position and the training information.

Add the training requirements for each position.

You must make sure that your qualifications are fully populated first. See

qualification lookup instructions.

28


Navigate: Care Home/ Home Setup

The general tab allows you to enter the main details for your care home, which will be then

used to place your care home address on your invoices.

Navigate: Care Home/Home Setup/ General

Notes:

Check your home details have been entered correctly from the information you

provided to us. Amend data and omissions if necessary.

Navigate: Home Setup/ Rooms/ “+Insert”

29


You must set up each room in your care home, whether occupied or not. Residents will be

allocated to their correct rooms at a later stage.

Notes

This is only needed if a room is out of action i.e. being decorated or closed for good. To

deactivate the room, select room the room to be deactivated and then select the “Deactivate”

button, enter the date it is to be deactivated and select “Save”.

30


Set up each room in your care home.

Notes:

The shift definitions (shift times, pay codes) that you create here will be eventually used in

the rota setup and the timesheet.

Staff positions will appear in your care home setup based on the information entered in the

group positions settings. If a position does not appear in your care home’s position list, you

need to either add it to, or request for it be added to, your organisation’s group positions.

Shift time definitions will be the regular times that each position is rostered e.g. care

assistant definitions: 08.00-20.00 for day shifts, 08.00-12.00 for morning shifts and 12.00-

16.00 for afternoon shifts etc.

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All positions with regular hours will be attached to a shift pattern and these

positions should roll over for the same period of time

All positions must have set hours within the pattern

Each position will either deduct breaks or have paid breaks

Break deduction rules will be set at each care group and apply to all positions

within that care group, if deduct breaks are selected for each position definition.

All positions are attached to a department

Departments relate to the type of hours that are being worked. For example, care,

domestic and administration. When you later set up your rotas you can create shift

groups which can include multiple departments. Departments should relate to the

type of role, regardless of how you want to see them together on the rota.

Navigate: Care Home/ Home Setup/ Staff Positions

Select each position in turn to define shift times for each position in your care home. Each of

your homes will need to have these definitions set as only the position name is set at group

level.

You can then add definitions by following this sequence:

Select “+Insert” and add commonly worked shift times.

For each shift add a name, start & end time and period.

If a break is to be deducted, select the tick box in the column entitled deduct

breaks.

Repeat until all shift times have been entered and select “Save”.

Return to the staff positions and repeat above until all positions have defined shifts.

Do not create one-off shift times i.e. only create the shift times that are attached to

a regular shift pattern.

32


Notes:

Define shift times for each staff position.

The settings menu is very important to set rules for several modules such as payroll, staff

holidays, snap to shift rules, possible pay deductions for early out/late in, budget limits, Sage

and invoice settings.

Before training, decisions will have been made for which settings are completed at

by head office and which are completed at home level.

If you think some settings that have been setup by your head office are incorrect or

incomplete, you should contact your head office to request a change.

Navigate: Care Home/Home Setup/ Settings/ Staff and Payroll Settings

Here you can set up three pieces of information:

Holiday Start Date: when your holiday year starts - this is only needed if you have

selected holiday start date to be set at home level, in the system configuration

menu.

Geolocation: Country within UK (this will eventually tie in to country bank holiday

settings).

Payment Frequency: How often you pay your staff e.g. monthly, every 28 days,

weekly etc.

33


Notes:

Within Home Settings there are four tick box options:

Use extra hours for split shift – This will force extra hours to be paid for a split shift

All Shift Break at Midnight – This will create a separate timesheet entry for before

and after midnight night shifts and is needed if Saturday and Sunday enhanced rates

are used within night shifts.

Snap to Shift Pre-Set Times – This matches the shift definitions set within positions

to the snap to shift rules

Link Absence to Rota – This will automatically record hours from the rota for

absence entered via the calendar rather than manually entering absence hours in the

calendar.

34


Task – Create Your Staff and Payroll Settings

Add or check: holiday start date, geolocation and payment frequency.

Navigate: Care Home/ Settings/Sage Settings

Here you can add Sage Department, Sage 200 Cost Centre and Sage 200 Department data

if applicable.

Navigate: Care Home/ Settings/Home Variance

Here you can add the daily standard hours (these should match your core rota shift totals).

You can also enter a variance figure for each day. This can be viewed on timesheet to

compare budget against timesheet hours.

35


Enter budget figures and variance for each day.

Navigate: Care Home/ Home Setup/ Lookups/ Select “Lookup” button

Another three lookups can be accessed from this drop-down menu. New entries can be

created and existing entries can be edited as previously explained in the lookup section.

The three lookups available are:

Care Types – create the care types for your care home and will be used in resident

section.

Nominal Codes – create nominal codes for your organisation which will be used in

invoicing.

Billable Extra Types - create billable extra types for your organisation which will be

used for invoicing.

Notes:

Customise lookups for care types, nominal codes and billable extra types.

36


Navigate: Care Home /Rota Setup

Here you will add the core rota hours for your care home. These will be based on

repeatable patterns worked by each position in your home.

On first login you will get a prompt to add the date when the rota pattern is due to start and

the rota length (the number days in your rota pattern). This can be changed using the

“Settings” command button later if required (see change settings further on in this section).

All shift patterns in your care home must correspond with these settings.

Add the start date and the number of days in your rota pattern.

37


Ensure you have a set pattern for each job role which fits the length of your rota.

Ensure all rota patterns are aligned for the same week.

Think of job structure, not people when creating your pattern.

If you have a vacancy still create the pattern.

Patterns should add up to your daily budgeted hours.

Know the cycle of patterns in days and when you want it to start.

Create Shift Groups – This is how you want your shift patterns grouped on the

rota e.g. Care, Management, Nursing, Domiciliary or Days, Nights etc.

Add Shift Pattern for each position within the Shift Group.

Check the number of days and start date is correct for your rota pattern.

Add rota pattern for each position instance.

Current Rota – This is the rota that has already been applied using the “Apply Changes”

button and is being used in the Staff section for you to assign shifts to staff members.

Draft Version – This is the draft of a new rota which will be applied at a future date (either

setting up a rota for the first time or making changes, in the future, to the current rota).

Select on “View Draft “or the “Create Draft” button to create/ view a new rota (depending if

using the rota function for the for first time).

Notes:

38


This opens up 4 menu view options:

Settings – Shows the length in days and the date the new or amended draft rota

will start.

Apply changes – This will change the draft rota to the current rota, which is being

used to assign shifts to staff members in the Staff section, from the date specified

in settings and overwrite the existing rota.

Revert Draft – Revert draft will revert to the last saved draft

Back to current - back button to current rota

The Group filter option allows you to select a single group from your rota.

Notes:

Navigate: Care Home/ Rota Setup/ View Draft/ Settings

Using the “Settings” button, you can check/ change the pattern length in the draft menu to

match your rota in days e.g. a four-week pattern would be 28 days.

Notes:

39


Check rota settings are correct and amend if necessary.

Use the “+Shift Group” button to add shift groups to your core rota i.e. how you want the

positions to be grouped on your rota.

Notes:

Enter each group name and

select “Save”; until all the shift

groups have been created and

listed in the rota.

40


Add the required shift groups into your rota.

Add shift patterns (all positions), for each job role onto your rota, by selecting the “+Add Shift

Pattern” button. These are selected from the drop-down menu which is populated from the

group positions created earlier.

This should match your core (established hours) and may include patterns for

positions that are currently vacant or covered by agency/ overtime.

Notes:

Add shift patterns (positions in rota), for each position within the relevant group;

based on your core hours structure.

41


This is where you create shift patterns on the rota.

Any pattern you create must fit into the pattern length that you previously set

in rota settings. If it matches, your pattern can be saved. If it doesn’t, a

warning will be generated and you can’t save the pattern until the issue has

been rectified.

1. Selected position.

2. Week and day of first shift (you can start on whatever week or day you specify.

3. Warning - “any existing shifts in rota will be removed”. This is to remind you that

making these changes will result in overwriting existing rota.

4. Select number of days and then if on (select shift times from definitions set up

previously for the job role) or off (if these are days off).

5. Add row adds another row to the pattern (add rows until all shifts in pattern are

entered.

6. Warning message; if amber warning, indicates pattern does not fit specified rota

length and a green warming indicate the it does fit the rota length

7. “Save” button

You must then repeat these steps until all shift patterns are set up on your rota.

Notes:

2

1

7

5

4

3

6

42


Add rota shift patterns for each job position on your rota.

The “Apply Changes” button will start the new rota from the specified date set in settings.

This will now become your current rota and the changes can be viewed in the staffing

section.

Notes:

Check your daily hours are correct and that no patterns are missing or incorrect.

Select the “Apply Changes” button when you are happy with the rota.

Navigate: Care Home/ Rota Setup/ View Draft

You can make a change to rota in the future in draft mode. You can change the rota by

adding a new group, position or add a different pattern to an existing position. Set the date

in the future you want the changes to take effect and select “Apply Changes” button. The

changes will now become your current rota from the date specified in settings.

Notes:

43


CoolCare4 has effective ways for a home to manage home ledgers, petty cash and

maintenance. Credit and debits can be easily created and reported upon.

You can:

➢ Keep track of your running balance.

➢ Define the types of items your home can purchase and the preferred suppliers.

➢ Restrict who can authorise ledger items.

➢ Record whether receipts have been submitted.

You can customise the lookups associated with petty cash, maintenance and ledgers to suit

your care home requirements.

Navigate: Configuration Menu/ Lookups/ Select Appropriate Lookup / +Insert button

You can then setup or edit the suppliers, supplier types, ledger item types and maintenance

assignees lookups, prior to entering ledgers, maintenance and petty cash data.

If your lookups are managed from head office; request that they make the change

on your behalf.

By using the Insert button” you can add new ledger item types. These will then be available

in the ledger forms as a drop-down menu.

44


Navigate: Care Home/ Ledger and select either the “Home Ledger” or “Petty Cash” button

There are several buttons to use once the Ledger option has been opened.

+ Insert– Allows you to add a credit or debit entry.

Filter– Allow you to filter authorised/ non-authorised by category.

Authorise– Allows you to authorise items entered.

Print– Allows you to print ledger items.

Export CSV - Allows you to export ledger items.

To add a new item, you can use the “+Insert” button. If it is a credit, you can select the credit

box. If this is left unticked, CoolCare4 will create a debit entry. You can complete all fields for

each item and then select “Save”.

45


Once saved, the records appear in a list within the ledger menu.

You can authorise entries by selecting the tick box on left hand side and clicking the

“authorise” button.

It will display all key information for each entry.

You can use the “filter” drop-down to display only specific types of records e.g. all,

authorised, unauthorised.

You can either export or print these records using the command buttons.

Notes:

Petty Cash works to exactly the same principles as Home Ledger, but is for storing and

managing petty cash transactions within your home.

46


Notes:

Add your home ledger and petty cash data, including debits and credits (if a new

CoolCare4 customer only). Add new credits and debits from the date of migration if

migrating from CoolCare3.

Navigate: Care Home/ Maintenance/ “+Insert”

Building maintenance and repairs information, can be stored in the system quickly and

easily. Once saved the status of each job can be easily viewed and managed throughout the

maintenance lifecycle, allowing you to assign jobs, set deadlines and track progress.

After selecting the “Insert” button, the new maintenance job form opens. Once the form has

been completed select “Save”.

47


Once saved, this entry will now appear on the maintenance list within the unassigned filter

Once the initial entry has been completed, you can select the unassigned new job to edit

entry. From this form you can:

Add assignee to a maintenance job by selecting the “Assignee Edit” button.

Add a review date, add comments.

The “Update” button will update new information.

Close Job, which will mark the job as completed.

Add a date to the review text box, which will set a review date to help keep your

maintenance task on track.

Notes:

48


The filter menu helps you manage your maintenance jobs.

Unassigned – shows all maintenance items not yet assigned.

Overdue – shows all maintenance tasks which have exceeded the review date.

Active – shows all maintenance jobs currently active.

Closed - shows all closed jobs.

Notes:

Add your maintenance jobs, assign them to the relevant maintenance assignees and

update the status (review date or closed).

49


The Staff section of CoolCare4 allows you to keep a full record of each staff member’s key

information and their employment with you:

Pre-employment checks.

Contact details.

Positions and hours.

Holiday entitlements.

Absence history.

Training records, qualification achieved and training expiration.

Records of supervisions and appraisals.

Add the staff configuration details for holidays, supervisions and appraisals.

Navigate: Staff/ Staff Records/ select individual staff record

Clicking on this will open up the individual records for a staff member, where you can view all

information held on an individual staff member.

Navigate: Staff/ Staff Records/ “+Insert”

The “Insert” button will open up the new staff record data entry forms. There are three data

entry forms to complete. The “Next” and “Back” buttons will allow you to move between the

three data entry forms until the record is saved.

The forms to complete are:

General – Personal details and main position details.

Eligibility – Evidence for right to work in UK.

Employment Details – DBS checks, professional qualifications etc.

Once these forms are completed and saved, the new staff member will appear on a list in

the staff records list. By selecting a staff member record, you can access all information

about that employee. This will include all information you have just entered as well as

additional information which will be entered on an ad-hoc daily basis such as: training,

absence, holidays, job history etc.

50


The form is split into three main sections:

Personal Details.

Address Details.

Position Details.

There are required (mandatory) fields within this form, which must have data in them. These

fields are listed next to the screenshot overleaf.

Select “Next” to go to the Eligibility Details form.

Required fields are:

Forename.

Surname.

Address (accessed by

post code search).

Date of Birth.

Ethnic Origin.

Marital Status.

Title.

Sex.

Default Position.

Bank Staff Position

(tick if true),

Hours per Week,

Holiday Entitlement,

Start Date.

All other fields are optional.

51


If a staff member is automatically eligible to work in the UK you can tick the “eligible to work

in the UK” tick box. If not, you can complete any of the relevant fields on the form.

There are no mandatory fields in this form. All information is optional.

Select “Next” to go to Employment Details form.

Notes:

52


The final staff form is the employment details for a new employee: DBS details, professional

registration, employment details i.e. P45, probation and induction details, signed contracts

checklist and salaried yes/no box. Complete all that are relevant and select “Save”.

Again, there are no mandatory fields in this section. If information is not to hand

when the staff record is created, it can be added at a later date by opening and

editing the relevant information in the staff record.

Notes:

Add all your staff details, ensuring all mandatory fields are complete.

53


Navigate: Staff/ Staff Records/ Select required individual staff record

If there are lots of records, use the search by name text box to find the record you

want.

The staff record will show several menus tabs (see below):

Some of these menu tabs will have sub menus available from the dropdown arrow. The full

list is shown in the table below:

Main Menu Sub Menu Function/Detail

General NA General Staff Details

T & A Holidays Holiday information and job history where you

can view jobs and end/ add additional job as well

as positions and hours

Absence View absence instances

Individual Timesheet View individual timesheets by period

iButton Settings Add an iButton to an employee, add a manual

clock and view individual clock in/out history for

the selected employee

H.R. Employment Details DBS, P45 info, professional qualifications and a

signed form checklist

Appraisal and

Supervision

Insert appraisal and supervision sessions for

individual employees

Contacts Employee contacts e.g. next of kin, doctor etc

UK Eligibility Eligibility to work info

Identification Forms ID forms and returned forms

Positions and Hours Set up additional positions, change main job role,

end jobs

Payroll Bank Details Enter employee bank address, sort code and

account number, tax code and NI number

Pay Rates Set pay rates (if pay rate option selected in

system configuration)

Training Training View and add new training for individual

employee

54


T & A (Time and Attendance Menu) allows you to view holiday, absence, individual

timesheet and iButton settings for an individual employee. Each of these sub menu options

will be explained fully below.

The holidays tab allows you to view holiday year start, holiday entitlement, contracted hours,

current entitlement (in hours), and holidays brought forward for this employee. View any

holidays booked and authorised on right hand side of the main screen.

Some fields are calculated using the holiday start date, contracted hours, employment start

date, holiday entitlement and brought forward fields. Use the information icon to see more

information on how fields are calculated.

You can enter/edit holiday year start and holiday brought forward (hours) from this

screen. All other fields are read only (shaded grey).

55


The hours history tab allows you to view/ edit main positions.

Navigate: Staff/ Staff Record/ Select Individual Staff Record / T & A / Holiday/ Hours

History/” +Insert”

Here you can change the main job contract details from a certain date and set the new

holiday entitlement. This will recalculate entitlement, as well as lock down the old position.

Notes:

56


Navigate: Staff/ Staff Record/ Select Individual Staff Record/ T & A/ Absence

The absence section allows you to view absence for an individual employee as well as enter

the start and end date of the absence period you wish to view.

You will enter absence through the Calendar function (see calendar section)

Notes:

57


Navigate: Staff/ Staff Record/ Select Individual Staff Record/ T & A/ Individual Timesheet

You can view an individual timesheet for an employee, using this menu. Information is taken

from the main timesheet (see timesheet section). You can select the time period for the

timesheet by adding dates into the “Week Start” and “Week End” text boxes.

Navigate: Staff/Staff Records/ Select Staff Record/ T & A/ iButton Settings

This allows you to attach an iButton to an employee, manually clock in/out an employee and

view clock in/out history.

Every time a staff member uses their fob to clock in or out it is registered by CoolCare4 and

is stored in the iButton settings. It also matches to the relevant shift on the timesheet (see

timesheet section for more information).

58


An iButton must be electronically assigned to the individual staff record and then the iButton

itself must be issued to the employee so that they can clock in and out for their shifts. You

can assign an iButton using the following process:

1. Place the mouse cursor within the iButton textbox.

2. Scan (clock in) the iButton, using the iButton reader attached to your computer and

the iButton number will appear in the iButton text box.

3. Select “Save”.

4. Issue the iButton to staff member.

Ensure staff are aware that they must not allow other staff to use the iButton on

their behalf.

Allocate iButton numbers and issue a registered iButton to each member of your

staff.

Navigate: Staff/Staff Records/ Select Staff Record/ T & A/ iButton Settings/ Manually Clock

In/Out

A history of clock ins and outs will appear on the right-hand side of screen. If a staff member

forgets to clock in or out, then you must add a manual clock for the clock they missed. This

will correct errors on the timesheet caused by the missing clock.

To add a manual clock, you must select the “Manual Clock In/Out” button. You can then add

the required date, time, select home and then click “Save”. The clock record will then be

added to the employee clocking history list on the right-hand side of the screen. CoolCare4

will work out whether this was a clock in or out for you, using the previous automated clock

information and sync with the timesheet.

59


Both manual and iButton clock ins and outs records will be shown on right hand side.

Notes:

Add a manual clock for an employee in Gilbert House.

60


The HR section contains the following sub menus:

Employment Details.

Supervision and Appraisals.

Staff Contacts.

UK Eligibility.

Identification/Forms.

Positions and Hours.

This section was covered earlier within the new starter data entry. Fields that were not

previously completed, can now have data entered if required.

Navigate: Staff/ Staff Records/Select Individual Staff record/HR/ Employment Details

61


Notes:

Here you can insert a new appraisal/ supervision or view existing appraisals/supervisions.

There are tick boxes to indicate that the staff member and supervisor have signed the

appraisal/ supervision hard copy. If you wish to store the hard copy for the appraisal/

supervision you can scan the documents and go to the staff members document page and

upload the scanned copy. The details page can be used to record discussion key points

during the appraisal/ supervision if required

Navigate: Staff/ Staff Records/Select individual staff record/HR/ Appraisals and

Supervisions

62


This form can be accessed by selecting “+Insert”. Once saved and completed CoolCare4

will automatically remind users when the next appraisal/ supervision is expiring/ expired, if

they have activated the supervision and appraisal dashboard widget.

Notes:

Any expiring and overdue supervisions or appraisals will show on the Dashboard. It will

colour code any that are overdue (red), due today (orange) and due soon (white), so you can

ensure sessions are booked with your staff.

If you click on the reminder on the dashboard widget it will take you to the appraisal and

supervision section for that employee. This menu can also be accessed through the HR

menu shown previously.

63


Notes:

Add latest appraisal and supervision data.

Navigate: Staff/ Staff Records/Select Employee Individual Record/ HR / Contacts

In this section, you can view/edit and create contacts for different contact types e.g. next of

kin, doctor etc, using the form drop down. Simply add details using the “+Insert” and “Save”

buttons until all contacts have been entered. They can be then viewed as a list in the

individual staff record and each contact, once selected, can be either viewed or edited.

Notes:

64


Add staff contacts to your system.

Navigate: Staff Records/ Select Individual Staff Record/ HR/ UK Eligibility

This may have been initially completed as a new staff record. You can view, edit or add

missing information here.

Notes:

65


Navigate: Staff Records/ Staff Name/ HR/ Identification and Forms.

This does not appear on the new staff forms. You can view, edit or add information here.

Notes:

66


Navigate: Staff Records/ Staff Name/ HR/ Position and Hours

This screen has several important functions:

Marking a staff member as a leaver.

Making a contract change.

Add an extra position.

Selecting homes that a staff member can work at.

Navigate: Staff / Staff Records/ Select Individual Staff Record/ HR / Position and Hours

You can mark an employee as a leaver by entering the required information shown below.

The employee will be marked as having left and any shifts after the end date will be removed

from current rota. If they are linked to a care home rota pattern, they will also be removed

from it. You will need to allocate their pattern to another employee as soon as possible.

Notes:

67


Mark a staff member as a leaver in Gilbert House.

Navigate: Staff/ Staff Records/ Select Individual Staff Record/ HR/ Position and Hours/

“+Insert “

You can change main position contract details/main position by:

Select “+Insert “to open the new hours change form. This will end the employee’s

main position and update their position for their new role or hours change when

completed.

Enter the new position details similar to illustration below and select “Save”.

This will lock down the previous position and the new entry will become this employee’s

main role.

The employee will be removed from any pattern after the effective date.

You will need to attach them to a rota pattern for the new hours for the job role.

If it is a reduction in hours, you may need to create a different pattern for the hours this

employee no longer works and amend their existing pattern for their new reduced

hours.

68


Reduce hours for an existing staff members main job contract in Gilbert House.

If an employee has any extra positions they are rostered to work, other than their main

position, you can add extra zero-hour positions to each employee. All holiday entitlement

will be held against their main position only. It would be good practise to create all additional

jobs that an employee may work during your initial system set up.

An employee cannot be assigned to a shift unless they have been given the extra

relevant position for that shift.

Navigate: Staff/ Individual Staff Record/ HR/ Position and Hours/ “+Add Extra Position”

For each extra position enter the date you wish the extra position permission to be effective

from and name of the extra position. Repeat if more additional positions are needed for

each employee. You can also create positions in other homes within the group using the

Home drop down menu.

Notes:

Add all required additional positions for each staff member.

69


If you wish to end an extra position select the “Edit” button next to the position you wish to

end.

You should then add the date this will be effective from and select “Save”.

Notes:

End the extra position in Gilbert House, for a month into the future.

70


Navigate: Staff/ Staff Records/ Select Individual Staff Records/ Payroll

Here you can add a staff members bank details if required.

Notes:

Add staff pay details.

71


Navigate: staff/ staff records/ payroll/ pay rates

If the pay rates option has been selected within system configuration, then the pay rates

section will be activated in the staffing menu. Pay rates must be set for each individual staff

member both for their main job and any extra positions. Rates can be set as either pay rates

or bank staff pay rates depending on the employee’s contract type. If extra positions have

been set up, use the “Select Available Position” drop down menu to set the pay rates for

each position held.

Notes:

Set up individual pay rates (only if pay rates option is required from system configuration

menu).

72


This allows you to view/edit an individual employee training record and also add historical

training qualifications, to their record.

Navigate: Staff/ Staff Records/ Select Individual Staff Records/ Training

You can view/edit individual training qualifications by selecting a row within an employee

record.

Navigate: Staff/ Individual Staff Record/Training/ “+Insert” button

Selecting the “+Insert” button, will allow you to enter historical training qualifications. Once

the form is opened you can enter the information highlighted in the screenshot below.

Only use the “+Insert” command to add training that has happened in the past. All

current training events should be entered and managed through the calendar

function.

Fields to complete:

Course.

Date Commenced.

Date Achieved.

Notes.

73


View the Training record for Alice Wu in Gilbert House and add a historical training

record.

Navigate: Staff/ Staff Records/ Select Individual Staff Record/ Documents

Here you can store, update and upload staff documents saved in an electronic format. A list

of uploaded documents can be viewed or downloaded from here. To do this select the

document and click download button. If you edit the document you can upload it when

finished using the upload button.

You can also attach a new document by selecting the “+Insert” button. Once selected, enter

a suitable document name, then search for document using choose file/ open and select

“Upload” button, once found.

Practice adding a document to a staff member in Gilbert House or your

CoolCare4 live system.

74


Once the care home rota changes have been applied from the care home menu, the

updated rota can be viewed in the staff rota menu. It displays each position and the time of

the shift. When first opened you will need to assign a staff member to each pattern.

Navigate: Staff/ Rota

Key Points:

1. You will need to set the start date and end dates for the rota you wish to view, at the

top left of rota screen.

2. Once a staff member has been assigned to a pattern their name will appear in the

rota, the shift will show as blue (no issue) and the person silhouette graphic next to

employee name will also turn blue.

3. The key on the right-hand side shows the colour key and reasons for changes to

shifts on the rota for holiday, covered elsewhere, unassigned shifts and agency

shifts.

4. Unassigned shifts and shift patterns will show as white on the position and the shift.

Shift positions without a staff member attached will show white with a clear staff

silhouette icon.

To add staff to a pattern, select the job name row for the shift pattern you wish to

add an employee to i.e. on the left-hand side of the rota.

Enter date effective (the date you want the attached employee to be effective

from).

1

3

2

75


You can then choose an employee from the list of available employees who have

that position as their main job. Selecting “Save” will result in the employee being

attached to the selected pattern. Repeat until all staff are attached to patterns.

If a pattern is currently vacant you can later manually add bank staff, an additional

employee, or agency to individual shifts within a pattern (see later in guide how to

do this).

Staff can only be attached to one pattern at a time (main position). If they have

any other shifts for other jobs then these must be assigned by each shift.

Notes:

Assign all staff to their main rota patterns.

76


The current rota will need to be amended daily to manage changes to planned time. These

could be caused by:

Staff swapping shifts.

Staff covering extra shifts.

Vacancy.

Employee sickness.

Employee training.

Employee holidays.

If an employee can no longer work a shift or you are happy to authorise a shift swap, you

can unassign a shift and reassign to a different employee. It is recommended to have your

own process to manage this.

To unassign a shift, click on the individual shift on the rota. To unassign but not reassign

another employee at same time select the red x and confirm the action.

To unassign and reassign another employee at the same time select on the pencil edit

graphic.

Either select the alternative worker/ bank worker you wish to assign shift to or select

“Covered by Agency “button, to assign it as an agency shift, or “Covered Elsewhere” to show

that the shift is already covered.

77


In this case a shift has been unassigned and allocated to an agency worker.

Notes:

Unassign and reassign a shift for Gilbert House.

78


A shift that is unassigned on the rota because of vacancy, absence, training etc. will show as

white (unassigned) on the rota.

To assign a shift, click on the shift.

Then select the pencil edit icon.

Either:

Highlight a staff member that has agreed to cover shift and select “Save”.

If agency is covering the shift, select the “Covered by Agency” button.

If the shift is covered elsewhere and no cover is needed select the “Covered

Elsewhere” button.

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Before you add an extra shift, you must make sure the extra shift limits have been set for

your care home. This may be sorted by your head office. If you are able to do this, then you

should select the “+Extra Shift Limits” button found on the top right of the rota screen.

Add the position and number of shifts limit you want to allow per shift group.

Once limits have been set, you can then rota an additional shift by selecting the “+Extra

Shift” button.

Complete the fields similar to below and this will then add an additional shift into the rota for

the specified group once you select “Add Extra Shift” button. You can then assign this to

staff or agency as normal.

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The extra shift will now appear under a dotted line within the group. Once these shifts are

filled, totals for this day will show as blue and show more staff than scheduled e.g. 9/8 staff

and 102/90 hours.

The totals include the changes for extra shifts.

Instead of assigning a shift you can mark a shift as covered elsewhere

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In Gilbert House mark an unassigned 12-hour shift as covered elsewhere. Create

two 6-hour shifts using the add extra shift function and assign to other employees.

In the screenshot below for Thursday S= shifts and H =hours, it shows that 7/8 shifts are

covered and 78/90 hours are covered. Therefore, 12 hours are still unassigned for this day.

All other days are covered.

If the totals are highlighted as a red warning, this will indicate that you are planning to be

understaffed according to budget totals and there should be a shift showing as white

unassigned on the rota. Any shift shown as green means they are covered and any shifts

showing as blue means there is no issue.

Notes:

When you are happy with your rota and changes have been made you can then print off the

rota. To do this ensure that the print date parameters are set correctly.

Set print parameters:

Start Date – The date you want the printed rota to start from

End Date – The date you want the printed rota to end

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If you have made a lot of changes to the staff rota since it was last printed, it is

advisable to re-print the rota. This should be done regularly so that the changes to

the rota can be viewed by managers and staff and it is up to date.

The print button will allow two options:

“Print rota” button – will print the rota for the specified period.

“Print shifts to cover” button - will print unassigned shifts for the specified period.

If you print the shifts to cover, staff can write their names against any available shifts they

would like to cover. The home admin or manager could then update CoolCare4 by adding

staff members to cover the unassigned shifts.

You can make either choice and the relevant rota will display to be printed. Then click the

“Print” button to send to printer. Absence, Holidays and Training will show on the printout as

well as the shift times.

Notes:

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Print Rota for the current week in Gilbert House.

The calendar is an easy way to attach one or more staff to a training event, book staff on

holidays or mark staff as absent. All calendar types, training, holidays and absence, work on

the same principle with only slight differences in menu options for each type.

Navigate: Staff/ Calendar

You can add an event by selecting the day you wish to add the training, holiday or absence

and then select the required option in the dropdown menu: training, holiday request or

absence.

Next you can select the calendar event option and then select the “create event” button.

In order to create a training event, which can be for one or more trainees, you use the

calendar training option. You can select the type of event you wish to create, in this case it

is training and this will then open the add training record form.

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You can then add information as shown below.

After the event has occurred, you can mark the course as attended, by opening the event

from the calendar and then updating the form by clicking the attended tick box. This will

authorise payment for the training event on the timesheet. If the qualification has also been

achieved tick the left-hand qualification text box. This will attach the qualification to the

employees training record. Select “Save” again.

Add some training events for multiple staff members to your CoolCare4 live system.

Adding a holiday is very similar to the training method. See below for details. You can select

the start date of the holiday on the calendar then select holiday request from the drop-down

menu.

Breaks are not deducted by the system. Therefore, you must manually deduct

unpaid breaks from holiday entitlement when entering hours

Complete:

Start and end date and

time

Qualification name

Duration in hours (use

“add delegate” button,

until all delegates have

been added)

Click “Save”

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Once the basic holiday request has been entered you must also update the request status

before saving, the options are requested, declined or authorised. This is done by clicking

the relevant button. The record can now be saved. If requested is selected, the request will

show as a yellow holiday request on the rota. The employee will not be removed from the

shift until the holiday has been authorised and that the “Yes” option is selected from the

message that is generated when the authorised holiday is saved

This can be marked as requested when first entered and then you can edit the

status at a later date to either authorised or declined. However, the holiday will not

be added to the staff holiday record and timesheet until authorised.

Notes:

Check and add holidays to your CoolCare4 live system using the calendar.

Complete:

staff member (from

drop down menu,

end date if more

than one day);

number of hours on

timesheet).

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Use this option for all absence reasons apart from holidays. To complete this form, you must:

You can select “authorised” button, if this is an authorised absence and select “Save”.

These will add to staff records, amend the rota (if you answer “Yes” to the relevant

prompt to remove from rota when saving and add the absence to the calendar and

timesheet.

If you click the “Unauthorised” button, it will be added to the sickness record but will be

clear that this absence was taken without authorisation for your HR records. You may

use these records to decide whether to pay for this absence or not.

The absence hours are taken automatically from the rota if set up in the configuration

settings to do so, or entered manually if the automatic rota option is not set.

If an employee extends a sickness period simply open up original sickness event and change

the end date, duration and sickness end note date and then authorise additional days.

Notes:

Complete:

Staff name.

To and from dates and time.

number of hours will populate

from rota.

Select either authorised or

unauthorised.

If rota is used hours will show

automatically; if not you can

enter hours individually by

ticking left hand boxes for each

entry, or ticking the select all

entries tick box

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Add a sickness for a duration of 1 day in Gilbert House, save and authorise and

mark as self-certified. Then edit and extend sickness for two weeks. Now add

some current absences into your care home’s CoolCare4 live system.

For a part day holiday, you can enter the holidays hours into the calendar as normal for the

period of holiday. Then you can confirm that you wish the employee to be unassigned from

the shift.

You should then mark the full shift as covered. Then create two extra shifts. The employee

who is on holiday will need a part shift to cover the time they are working. Create another shift

for the period of the holiday to assign to another employee,

For a part day holiday, you can enter the sickness hours into the calendar as normal for the

part shift sickness absence if the “Link Absence to Rota” in Home settings is not ticked. Enter

the part shift number of hours absent. Then you can confirm that you wish the employee to

be unassigned from the shift.

You should then mark the full shift as covered. The employee who is on absence will need a

part shift to cover the time they worked. If you are getting cover for the remaining part of the

shift, create another shift for the period of the absence to assign to another employee,

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Notes:

Add a part day holiday for a staff member on 12-hour days. Six hours worked

and six hours sickness in Gilbert House.

Navigate: Staff / Reports/ “Staff Absence” button

To view absence information, enter start and end date of the absence period and select

produce report. It will create a csv file of absences including dates, status and hours.

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Navigate: Care Home/ Home Setup/Settings/ Rota Timesheet Configuration Section

Here you will set the rota timesheet configuration settings and also any deductions rules for

late in early out. (see below page for details). All examples in the descriptions are based on

the examples in the screenshot and the times in the diagram.

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The settings control when a shift will snap to shift or not.

Snap to Shift Limit Time

This is the limit that if someone clocks in after the shift starts and before the shift finishes,

they will still snap to shift. E.g. if person A clocks in at 09:39 they will still snap to their shift, if

person B clocks in at 09:41 they will not snap to their shift.

Before Shift Start

This is the amount of time that staff can clock in before a shift starts and it will still snap to

their shift start time. E.g. Person A clocks in at 08:31 it will snap to their shift start time of

09:00 in the timesheet, person B clocks in at 08:29 their shift will not snap.

After Shift Ends

This is the amount of time that they can clock out after a shift has finished and it still snap to

their shift end time. E.g. Person A clocks out at 18:59 their clock out will snap back to their

shift end time of 18:00, person B clocks out at 19:01, their shift will not snap back to their

shift end time.

The below settings will control how much time to deduct from a shift when a staff member

has clocked in late or out early, only when a shift has snapped to shift.

After Shift Start Deduct

This is the amount of time you would deduct from the shift if they have missed their After

Shift Start window. E.g. if they clocked in at 09:06 and it did not snap to shift 20 minutes

would be deducted from their timesheet.

Before Shift Ends Deduct

This is the amount of time that is deducted from the shift if they missed their Before Shift

Ends clocking window. E.g. if they were to clock out at 17:56 it would deduct 15 minutes

from their timesheet.

After Shift Start

This is the amount of time after their shift starts that staff can clock in and not have a

deduction added. E.g. Person A clocks in at 09:04 their shift will not be deducted any time,

person B clocks in at 09:06 their shift will be deducted 20 minutes.

Before Shift Ends

This is the amount of time they can clock out before their shift ends and not have a

deduction. E.g. if person A were to clock out at 17:58 their shift would not be deducted any

time, if they were to clock out at 17:56 the shift would be deducted 15 minutes.

The below setting will affect times when clocks have not snapped to shift.

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Rota DockMin

This is only involved when a shift does not snap to shift. If someone clocks in and doesn’t

snap to a shift the Rota DockMin is the time that it will snap the clock to, this does not round

up it will always round down. E.g. they clock out at 20:59, it will round their clock to the last

15-minute period which will be 20:45.

Notes:

Add rota/timesheet configuration for snap to shift rules and also pay deduction rules into your

CoolCare4 live system. Test the rules are correct. i.e. when checking the timesheet, if there

are a number of blue, snapped to shift entries, displaying incorrect hours, it may indicate that

your settings are not restrictive enough. However conversely, if there are a lot of amber entries

on the timesheet but the hours are correct, it may indicate that your settings are too restrictive

Remember that break rules set within system configuration will also be deducted

from the timesheet totals when snapped to shift.

Navigate: Staff/ Timesheets

Timesheets should be checked and locked daily. This means any discrepancies are

checked whilst still fresh in your mind. Also, after seven days have lapsed the entries can no

longer be changed. Locking timesheets daily avoids altering entries that have already been

checked.

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Shifts appear on timesheet from an employee clocking in and out and match against

the position definitions (entered shift times for each position that are set up in Care

Home/ Positions), for each position within the care home.

Each shift is colour coded as follows:

o Blue shade – snapped to shift (matches the shift definition and within the shift

configuration rules).

o Pink shade – shows that you have made a manual change to the timesheet,

o Amber shade – not snapped to shift (this does not match shift definitions or

not within the shift configuration rules. The hours must be checked and

possibly amended).

The rota rules you set up within the Settings/ Rota Timesheet Configuration will allow

snap to shift for early clock in and late clock outs within the time limits set, but pay

correct shift time.

The rota rules you set up for After Shift Start Deduct, After Shift Ends Deduct and

Rota Dock Minutes will allow pay to be docked from an employee if they break the

lateness or early out rules in the settings. If you set deduct settings as 0 no time will

be deducted

Additional codes will appear in brackets i.e. T for training, E for extra, A for Absence

and H for Holiday.

Pink indicates a

manual change has

been made by the

user.

Blue indicates snapped

to shift and hours should

be correct if position

definitions are correct

and rota configuration is

appropriate.

Amber indicates that you

should check the shift and

amend if required. Ensure

that position definitions

are correct and rota

configuration is

appropriate.

W = Total Hours Worked

S = Standard Hours Worked

E = Extra Hours Worked

Absence (A), Holidays (H) and

Training (T) show on the

timesheet with the absence

code in brackets. These can

only be edited from the

calendar

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Please remember you may have to manually deduct breaks for amber entries as

break rules are not automatically applied. Also, times showing as blue snapped to

shift may need to be edited if it was worked as overtime or a second position.

Amber entries may be generated because:

Issue Reasons Action

Staff member not clocked Staff member forgot to

clock

Staff member lost key fob

Staff member not yet

enrolled for fob

Check full shift was worked

and add a manual clock

Remind staff member to clock

Issue new fob

Attach fob to staff member

record and issue

Amber not snapped to shift Additional hours worked

More than one shift

definition around clocking

in time

No shift definition set up for

staff clock times

Lateness and early out for

staff

Check and add manual times

if applicable

Notes:

You may wish to use the following to check hours:

Clock in/out for each day.

Rota hours.

Break rules for position - if snapped to shift, break rules are deducted

automatically, but if not snapped to shift they must be entered manually when you

overwrite the hours.

Timesheet.

Calendar.

To manually adjust an amber entry, you can open the amber entry and overtype hours if

incorrect.

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Notes:

If an employee forgets to clock in or out this could show as result in a particularly long shift

on the timesheet. This employee has clocked in at 10.29. they then forgot to clock out and

then clocked in the next day at 8.15. As a result, the system has a shift first clock in time at

10.29 until a clock out time at 08:15. All subsequent clock ins and outs are out of sync. A

manual clock must be added to rectify the timesheet and clock sync errors.

Navigate: Staff/ Staff Record/ Select Individual Staff Record/ T & A / iButton Settings/”

Manual Clock In/Out “button

Here the defined hours were

08.00-20.00.

The employee clocked 08.00 to

21.00 hours. This is an hour extra

to defined hours.

If the extra hour was worked and

is payable at normal rate leave as

it is; 13 hours standard.

If the extra hour was worked and

is payable, but the extra is paid at

an overtime rate, edit standard

hours to 12 and Extra Hours to 1

If the extra hour is not payable

change standard hours to 12.

You can also alter the job role if

required using the drop-down

menu.

If you wish on making a manual

change to the hours you can give

a reason in the notes page

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As can be seen here when you add the missing clock details in this case the employee clock

out details for 07/08/2018 at 18.00, the timesheet error will be rectified and clocks will return

in sync.

The clocks are now in sync

Add a manual clock-in in Gilbert House for a staff member who has forgotten to

clock.

Check amber entry and adjust the hours as instructed.

Close and lock a timesheet daily.

To lock a timesheet:

Click on lock icon.

Add date to lock up to.

Select “update” button.

To unlock a timesheet:

Click on lock icon.

Add date before the date

you wish to amend.

Select “update” button.

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Making sure you are paying your staff correctly for the number of hours they have worked and

carefully managing their overtime and absences, is the quickest way to protect your cash flow.

Getting it wrong, risks incorrect payment and you may miss tell-tale recruitment indicators,

that you have a recruitment need.

Some payroll settings have already been entered when entering system configuration and

care home settings. In this section you will enter the pay codes by position or pay rates by

staff member. This will depend on which payroll settings you chose earlier.

If you want to pay staff by Pay Code ensure that Sage CSV you set Sage as the payroll

system in the system configuration settings selected and this will activate the Pay Codes

within the staff positions.

If you selected Pay Rates in the system configuration settings, this will allow you to enter a

Pay Rate for each individual staff member as an hourly rate.

Also remember to populate the Special Pay Rates if you have set any of these for use within

the Statutory Holidays lookup which you set up at the beginning of training.

You cannot mix systems. They are either all by position pay codes or individual

rates.

Navigate: Home Setup/ Staff positions/ Select Position/ Codes and Bank Staff Codes

You can enter Pay Codes by staff position, using the navigation path above. Permanent

hours pay codes are entered using the code tab and bank staff pay codes are entered using

the bank staff codes tab.

If you select salaried tick box, when attaching a staff member to a position, this

setting will not generate a pay record, as they are paid an alternative method and

not by Coolcare4.

Here codes have been entered for a Senior Carer.

Any special pay codes you wish to use must be set

up using the statutory holidays lookup (See lookup

section).

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Notes:

If you chose Pay Rates in the payroll configuration settings (see above), this means that you

will have to set an hourly rate is set for each staff individual staff member. This is entered

within the pay rates tab, which is activated when the hourly rate configuration is set.

Navigate: Staff/ Staff Record/ Select Individual Staff Member/ Payroll/ Pay Rates

You may also need to set the employee bank details depending on the method you

will use to pay your staff

The payroll settings form is accessed using the path above. Here you will enter a monetary

pay rate for each pay element that you use in your organisation. You can repeat until all

your staff have been entered.

If a staff member has an additional role/s you will need to use the select additional

position drop down menu down to set pay rates for each position. If pay codes are

selected, they will automatically be inherited from positions.

Notes:

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Notes:

Add all codes or rates for your staff.

Prior to running payroll, you should check that:

Timesheets are correct and locked

All staff overtime is entered

All leavers, new starters and contract changes have been entered

Pay codes/ rates are correct

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Break information is correct and manual break calculations have been entered onto

timesheets

Bank staff are set up correctly

For both Sage and Pay Rates you must set the pay period using the start date and end date.

A pay report similar to below will be generated when you select the “View Report” button.

Check all hours and codes are correct. If No Pay Code shows in red, you must rectify the

issue by entering a pay code for this position.

Clicking on the “View

Report” button will generate

a full pay report for you to

check. If the No Pay Code

error is seen then you must

add a pay code to position.

“Sage CSV “button will

generate a Sage payroll

CSV. Only run this when

the view report has no errors

The “Pay Rates Report”

button will generate a full

report for pay rates to check

as a csv file

The “Export Payroll Data”

button will create a pay rates

report for export

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Leavers, Starters, Staff Changing Permanent to Bank and Staff Changing Bank to

Permanent will also be displayed. If this data exists you can export this using the export

button in the relevant section.

On first payroll it is advisable to carry out some manual checks to ensure that totals

are correct. If incorrect you will need to investigate settings and your timesheet

adjustments to identify errors.

Notes:

Run a payroll report for Gilbert House.

101


CoolCare4’s Enquiry system is organised around four key milestones of an enquiry journey:

Brochure.

Visit.

Assessment.

Admission.

Ease of use features Include:

Easy to manage tasks for each enquiry.

Prompts to make sure you are looking after your enquirer well.

Simple conversion of enquiries into residents.

Enquiry and occupancy performance monitoring to help you effectively manage waiting

lists and reservations.

Inserting a new enquiry can be either accessed through the Occupancy menu or from the

Dashboard menu.

Navigate: Care Home/ Occupancy Management/ New Enquiry

Or select Dashboard/ Common Tasks / “+New Enquiry” button.

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This will open up a new enquiry form, which is in 3 sections:

1. General.

2. Enquirer Details.

3. Prospective Residents Details.

The general section logs information about the call.

This form logs the enquirer details, including their contact information and relationship to the

prospective client. If the enquirer is also the prospective resident, you can select the “enquirer

is a prospective resident” tick box. This will copy all the enquirer details over to the resident

enquirer details.

This includes:

Staff member

recording the details.

Staff who the enquiry

is assigned to.

Date.

Method.

source of the enquiry.

permanency type.

This includes:

Enquirer details

Relationship to

prospective resident.

Resident is

prospective resident

tick box. This copies

all retails to resident

section.

103


In this section you can enter information about the resident as well as their current care needs

and fee information.

104


Selecting the “Contacts” button will allow you to access social worker and doctor details.

Selecting the “Next” button will then navigate to the next section.

The Next button will take you to the “Manage Enquiry Tasks” section. Here you can enter

basic yes/no and date information for the three milestone tasks: brochure, visit and

assessment.

You can either add an assessment by selecting the “Yes” button to enter assessment info

and then select complete enquiry (see adding an assessment) or alternatively, you can the

select the “No, Complete Enquiry” button which will save the enquiry without the assessment

information.

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Notes:

Add an enquiry with brochure and visit info into Gilbert House.

If you choose the option to add assessment information you can complete the fields for date

of assessment and the staff member who undertook the assessment. Finally, you must

answer the question: “Can we meet the prospects needs?” The three responses available

are Yes, No, Don’t Know.

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If you answer “Yes” that you can meet the client needs, the prospective resident will be

added to a waiting list. All tasks will show as complete with a green tick and date

completed (see further down this section). Select “Complete Enquiry” button. This will put

the prospective client onto a waiting list and mark any tasks you have completed as

complete.

If you answer “No” to an assessment, it will ask for a reason. Answer from the options

available in the drop-down menu. Depending on option chosen it may ask another question

and then the enquiry may be deactivated.

If you answer “Don’t Know” the assessment will be marked as complete and an assessment

follow up task will show under the assessment task.

Once this is saved another assessment task will appear after the Follow up task and then

you can now answer again if the needs of the resident can be met.?

Add assessment info for the previous enquiry and indicate that we can meet the

prospects needs.

You can view enquiry items at any time, as it is unlikely that you will be able to complete all

enquiry tasks at the same time and date.

Navigate: Care Home/ Occupancy Management / To Do List Tab or Enquiries Tab

The “To Do List” will show outstanding tasks you have for active enquiries, so you can carry

out outstanding tasks. The “Enquiries” will show all enquiries received. You can also filter

these results further by clicking on the filter button.

Notes

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The Enquiries Tab will show all enquiries

Any date-based tasks that you have entered will show as red if overdue and amber if

waiting list assessed. If there are no tasks planned for an enquiry, it will also show

in red as it means the enquiry requires attention for you to plan your next action.

You can open and edit tasks that have been completed or you can select and start a start

new task. There is a contact log which shows all actions taken so far, this allows you to see

the full history of the enquiry to date.

To create/ view/edit a task you can select the task you wish to work with and select “Add

Entry” button.

This then brings up a set of options for the task you have selected. In this case it is the visit

menu. Selecting an option will bring up a relevant form to complete and this will update the

original milestone task;

The first option on all screens allows you to add a new entry for the enquiry milestone

task you have chosen (in this case the visit button option)

The second option is a note where you can update the milestone task with a note

The third option is to add a sub task to the main milestone task

Lastly there is a decline task button which will then decline the milestone task

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The edit icon appears in four places on the enquiry summary page, which can be accessed

by selecting the pencil graphic. Simply select the pencil icon and edit the required

information. This can be applied to:

o Change funding

o Change permanency

o Change care type

o Change enquiry from active to inactive or on hold (edit status)

The status of an enquiry can be changed if needed by clicking in the status pencil icon

shown above.

Activate This is any ongoing enquiry, regardless of what tasks are completed

Deactivate and On Hold options will delete pending and incomplete tasks.

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Notes:

Once all key milestone tasks are complete and the enquiry is still active i.e. that the care

home can meet the client’s needs and the prospective resident is happy to be put on a

waiting list, the home now needs to manage their waiting list. When a bed becomes

available select the admission task and click the “Add Entry” button.

Complete the required fields, select “Save and Admit” button and the prospect details will

transfer to the resident records. You will then add the additional information required in the

new resident fields (see adding a new resident).

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If the resident declines the admission you can select the admission milestone task and “Add

Entry” button. You then select the decline admission option and the enquiry will be

deactivated

Add admission info and admit enquiry into a resident. Add required fields.

This gives key overview stats for your home’s enquiries.

Total enquiries (Priv)– total active Private enquiries

Status

o Active enquiries - Act enq – total enquires which are ‘active’ status

o Enquires on waiting list unassessed - WL(U)– total enquiries which are ‘on the

waiting list’ when assessment has not been completed

o Enquires on waiting list assessed - WL(A)– total enquiries which are ‘on the

waiting list’ when assessment is completed

o Enquiries on hold - on hld– total enquiries that are ‘On Hold’

Planned admissions-Plnd adm – total future planned admissions,

Reservation fee paid Rcv Paid– total enquires where reservation fee has been paid,

Overdue tasks/events – total overdue tasks and events,

Average days –this is the average days in which it takes an enquiry to convert to an

admission or become inactive

New enq(week) – new enquiries added in last week.,

De-ac(wk) – total enquires deactivated within last week,

Waiting list unassessed WL(U)

o Prv - Total enquiries on waiting list that have not had an assessment and are

private funding type,

o All Oth - Total enquiries on waiting list that have not had an assessment and

are all other funding types

Waiting list Assessed (WL(A)

o Prv-Total enquiries on waiting list that have had an assessment and are private

funding type,

o All Oth - Total enquiries on waiting list that have had an assessment and are

all other funding types

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It is easy to log enquiries and to manage associated enquiry tasks, with built in alerts

so that time is not lost and prospective residents receive the best service

You can measure KPI’s and carry out analysis of enquiry data e.g. the success of

your enquiry strategies, success of marketing campaigns, ratio of enquiries against

successful admissions, reasons for non-admission etc

No more loss of data from enquiries being written on pieces of paper for call back

and then being lost. Add as little or as much information as you like about an

enquiry. Even quickly logging an unsuccessful enquiry tells you important

information

Ties in with the resident occupation management module so that waiting lists can be

effectively managed and therefore makes optimum use of maximising funding

opportunities

Notes:

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This gives key stats on occupancy. It will show occupancy percentage, percentage private,

average fee per week, breakdown by funding type and potential discharges.

The breakdown by funding type comes from the funding type dropdown within the resident

record. The codes are:

Prv – Private

LA – Local Authority

LA +T – Local Authority + Top up

NHS – National Health Service

Other - Other types not listed above

Unknown – If funding type is not yet known

The potential discharges will filter in from resident notice and can be used to manage your

waiting list from enquiries.

Notes:

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The resident section allows the care home to gather all the key information about each

resident in one record including:

Room details history

Key contacts

Billing information, including accounts and fee contracts

Funding type, permanency of stay and dependency

Monitor and manage resident spending

Residents absence

Upload documents

As in previous modules, lookups should be checked and set to ensure all resident drop down

menus are populated to meet the needs of your organisation.

These may have been set up at head office level and if incorrect you may need to

contact your head office to make a change.

Lookups are found in two places for residents.

Navigate: Care Home/ Home Setup/ Lookups/

Here you can edit three lookups to suit your requirements:

Care Types - Options available here could be Dementia Care. Older Persons Care

etc.

Nominal Codes – These will be used by finance when generating resident invoices.

Billable Extras Types – These will be used to categorise billable extra types for

residents.

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The remaining lookups are found in group level lookups. Check and edit the remaining

Lookups that will be used in the resident dropdown menus

Navigate: Configuration Menu/ Lookups/ Resident Lookups Section

Check and edit resident lookups in the settings menu and configuration menu.

A new resident can be accessed using the path below and using the “Insert” button or via the

dashboard

Navigate: Residents/ Resident Records / “+Insert” button.

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Navigate: Dashboard/ Common Tasks/ “New Resident” button

This will open the new residents form. This has two main tabs:

General – Here you add resident details, residency details and other details

Admission Tab – Here you add admission, address and returned forms data

The required fields must be completed. These are:

Title.

Forename.

Surname.

Date of Birth.

Room Number.

Permanency Type.

Funding Type.

Care Type.

Weekly Fee.

You may wish to use some or most of the additional fields available. Once all fields are

completed, select “Next”.

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Now complete the resident admission details and select “Save”.

If the resident is a readmission, you can search for their previous record using the

“Re-admission” button. This will associate the old record with the new record.

Notes:

Add a new resident into you CoolCare4 live system.

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Once all new residents are entered you can view each individual resident records by selecting

their name from the resident record list. If necessary, you can view and edit the information.

Navigate: Resident/ Resident Record/ Select Individual Resident Record

View resident record and general tab. Add/ edit any information necessary.

Navigate: Residents/ Residents Records/ Admission and Discharge/ Select from Admission/

Discharge/Previous Admission

This gives the following sub options:

Admission

Discharge

Previous Admission

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The admission tab shows the admission information entered from the new resident’s

admission form. This can be edited and more fields can be populated if required.

This allows you to discharge a resident. Enter the notice date and discharge date and select

the “Discharge Resident” button.

At this point the waiting list can be managed within enquiries and an update task

entered to forewarn a prospective resident that a place maybe available and inform

them of the date of admission.

This opens up the discharge details form

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The resident will then move to the discharged section within staff records. Use the

“Discharged” or “All” filter options to view discharged resident records.

Notes:

Discharge a resident in Gilbert House.

Use filters to view admissions, discharges and previous admissions.

Readmit a resident

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Navigate: Resident / Resident Records/ Select Individual Resident Record/ Contacts

The contact menu is used to hold full details of a resident’ main contacts e.g. next of kin,

doctor, social worker etc.

Notes

Add contacts to residents.

This works exactly the same principle as the documents function used previously in staff.

Use this to attach any documents relevant to the resident.

Notes:

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Navigate: Resident/ Resident Records/ General/Change Room

The change room function gives you an option to swap a room or add resident to an empty

room. The room history and room allocation are restrictive and will not allow for bad data, this

is so that occupancy-based reports are correct.

Simply select either the swap or move option, add a date in the occurred-on text box and

select the “Swap Rooms” button.

Notes:

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Use room history to view a residents’ room history.

Navigate: Residents/ Resident Records/ Select Individual Resident Record/ Room History

Notes:

Move a resident to a different room in Gilbert House. View in the room history menu.

Navigate: Residents/ Resident Records/ Select Individual Resident Record/ Absences

The absences menu is used to create and view resident absence. Select the reason from

dropdown e.g. hospital admission, appointment, day trip with family etc. All lookup options

needed should already have been created.

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Navigate: Residents/ Resident Records/ Select Individual Resident Record/

Absences/Absence Record

You can view an individual resident absence history in the absence menu. If the absence

duration was not known when first entered, you can end an absence from this menu by

selecting the resident absence record and then editing their absence entry.

A list of all resident current absences also appears on the dashboard menu for easy

reference. This shows the resident’ name, start date and reason of absence. When you

mark the resident as returned, or the returned date is reached, the message no longer

appears on the dashboard.

Notes:

Make a resident absent in the Gilbert House. View the absence on the dashboard.

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CoolCare4 has a comprehensive invoice and finance module to allow you to manage

resident fees, contracts and billable extras. It makes it easy to manage complicated fee

arrangements; when residents may have different contributors, paying different amounts on

different terms.

Highlights are:

Set up rules of invoicing for each of your home’s billing contracts:

o Automatic calculation for additional days after discharge.

o Prompts for fee reduction and absences.

Break your residents weekly fee contribution by different payees and contracts:

o Create an account for each payee.

o Define which billing contract governs which account.

o Set repeat patterns for invoicing.

Check the accuracy of your fees through:

o Account warnings for mismatched fees.

o Pre-invoice reports to highlight discrepancies.

o Make invoice adjustments as necessary.

This setup and managing contracts function, may be managed by head office.

Notes:

Navigate: Configuration Menu/ Lookups/ Billing Contract Terms

Here you can setup Billing Contract Terms (contract rules) for your main contract

types.

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This sets up the rules for a contract such as: notice period, addresses of non-private accounts

and fee reduction terms.

If Bill Discharge date is ticked it will charge up to the contract end date. If left

unticked it will charge up to midnight the day before the contract end date.

Set the “Billing Contract Terms” lookup for your care home (if applicable)

Navigate: Configuration Menu/ Lookups/ Funding Types

Here you can set your funding type lookups. This will be based on your funding types

currently used by your finance departments.

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Navigate: Care Home/ Home Setup/ Lookups/ Choose Lookup Nominal Code and Billable

Extra Types

You can also create billable lookup options for billable extra types and nominal codes. This

means that the dropdowns will meet the needs or your organisation, when you set billable

extras per resident and run invoicing.

Once all contract rules and lookup menus are complete you can now attach the fee contracts

to each individual resident. Some residents may have multiple fee contracts.

Create Fee Contracts for Account

Create Billable Extras

Setup Individual Ledgers

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Navigate: Residents/ Resident Records/ Select Resident Record/Billing/Fee Contracts/

“Insert” button

In order to set up a fee contract, first select the new account option from the account details

dropdown menu. Then select auto generate to create a unique account number or use your

own account reference. This will create and account and set up the associated fee contract.

Notes:

Once the account is entered you can then enter the contract required, a payee name and

payee type information.

For payment details enter:

Payment details i.e. repeat (period of time billed and number of days),

Weekly contribution figure and payment method.

Contract start dates.

Invoice dates. (see explanation in next table).

.

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Payment Details

Field Name Options/ Data Type Description

Repeat Dropdown Options: Fixed

Days, Anniversary, Unit

Month, 265, 366

This sets the period you

want the fee contracts to

repeat

Number of Days/ Date Number Field or Day of

Month Value

If fixed days is selected

enter number of days to

repeat

If anything else is selected,

it will require a day date e.g.

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28 will signify 28th

of every

month

Weekly Fee Contribution Currency Value Add weekly monetary fee

total

Payment Method Dropdown Options: BAC,

Cheque, Standing Order,

Direct Debit, Cash

How will the fee be paid

Contract Information

Contract Start Date Value Enter the fee contract start

date

Contract End Date Date Value Enter the fee contract end

date. Leave blank if end

date is not yet known

Contract Processing Date Date Value The date the next invoice

will be sent for processing

First Invoice

Start Date Date Value Normally the date resident

moved in

End Date Date Value This should usually be the

date of your billing cycle,

plus the length of your

invoice period

Amount Currency Value The amount of your first

invoice for this fee contract

generated automatically

from payment, contract and

invoicing information

entered.

A warning is generated if the fee doesn’t equal the total weekly fee contract contributions.

This matches the contribution from the fee contracts against the weekly fee value, which was

entered when the resident was first set up.

To stop these warnings, add all fee contracts for the resident. Once these are all added the

warning should disappear. If not check the fees are correct that you have input.

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When totals from all fee contracts the match weekly fee, the warning will disappear and the

only warnings that remain, should be the next invoice due message/s.

Notes:

Create account and fee contacts for a resident in Gilbert House and then add all fee

contracts into your CoolCare4 live system.

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Billable extras can now be attached to existing accounts and be invoiced for resident

expenditure e.g. hairdressing etc.

Navigate: Residents/ Resident Records/ Select Resident /Billing/ Billable Extra / Select the

Account or New Account

Once the account is entered, you can then enter contract information and details about the

billable extra. This will then be invoiced alongside the normal fee contracts using the same

rules that were set up in billing.

Add a billable extra contract for hairdressing for £10.00 attach it to a resident contract

in Gilbert House.

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If fee contract details change you can edit them by selecting the original fee contract and

then selecting the appropriate menu.

Navigate: Resident/ Resident Record/Individual Resident Record/ Billing / Fee Contracts/

Select Fee Contract

General tab – this allows you to edit dates for payment details, payment methods and

invoices.

Overrides tab – This allows you to override existing settings.

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Contribution Changes tab– This allows you to change fees on contracts.

Navigate: Accounts/ Select Account/ Contribution Changes/ Select Account or “New

Contract Change” button.

If you have entered a wrong figure select contract details (1) and make required change.

Select the original contract from list and this will open the original amount and effective date.

Make the change and ensure the effective date is correct

If the contract is changing to a different figure from a certain date use “New Contract

Change” button (2) and enter new figure and when effective from.

Invoices will reflect this change and show adjusted figures for the fee change with the correct

dates clearly showing the periods that they correspond to.

Ad – hoc adjustments tab - allows you to make a one-off change to the contract without

overwriting the original contract. This will keep the original fees the same but allow a one-

off adjustment for the figure specified, which can be a +/- amount

2

1

1

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Account Details – Allows you to update account details such as payee name or address for

an existing account.

Notes:

Individual Ledgers can be accessed from billing menu for recording resident paying by cash

for items/ services. This operates using the same principles as the home ledger/ petty cash

shown earlier in the training

Navigate: Residents/ Residents Records/ Select Individual Residents Record/Billing/

Ledger/ “Insert”

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Notes:

Add an individual ledger item to a resident account.

Navigate: Residents/ Resident Records/ Select Individual Residents Record/ Billing/

Invoices

Here you can select the filter option to filter invoices by the criteria shown below:

Notes:

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The invoices for the resident will show as a list and can be view by selecting an invoice.

Within the resident menu are two sub menus which control invoicing for the whole care

home:

Invoicing menu- You can run the pre-process report where you can check invoices

before issuing them.

Invoices menu – here you can view and action invoices

Navigate: Residents/ Invoicing

Select the process date (this will pick up the process dates entered in fee contracts

Choose mode (drop down to choose contracts, billable extras or contracts and

billable extras).

Choose billable extras cut-off date.

Check warnings and rectify any issues.

Select the “Pre-process Report” button and review the report and amend data if

necessary.

Warning triangles

next to an entry will

highlight if there is an

issue. When the

warning triangle is

selected, a message

will indicate what the

problem is. You can

then rectify the issue

if necessary.

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It is important that you carefully check this pre-process report is correct.

Once previewed and checked you can change any errors if required in fee contract

section.

Select either “Batch Process All Invoices” button or “Batch Process Selected Invoices”

button (you need to select the individual invoices you require in this option by ticking

left hand boxes or select all invoices by clicking in top left-hand tick box.).

Invoices are then generated and can be viewed in the invoices menu and also in

individual resident records.

Notes:

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Navigate: Residents/ Invoices

Once the invoices have been checked and processed you can then export them. You can

use the filter and action button to manage this process.

The filter options available for managing invoices are accessed by selecting the “filter

“button. Filter choices will be displayed in a drop-down menu (see below for choices

available). You can then select the most appropriate choice for the task you are working on.

When running new invoices, the waiting to be imported choice should be selected. This will

only show the latest batch of invoices for export, as long as the previous batch were

correctly actioned. Click the “Apply” button once the choice has been made to apply the

filter to the data.

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Once the filter is applied you can then select the export button, which will generate a csv file

to import into Sage. This should be saved to your computer ready for import.

Once the filter is applied you can then action the invoices. The actions available are shown

below. By selecting the top left-hand tick box all invoices will be selected for the action

choice you select. You can also select the boxes against individual invoices to apply the

action to one or several different invoices. You can print them, mark them as printed, import

them etc.

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Once actioned if marked as printed and imported it will indicate that this has happened on

the right-hand side of the screen.

Notes:

Once actions are completed you can then manage the invoices by marking them as fully

paid if required through the control tab.

Navigate: Resident/ Invoicing/ Select Invoice/ Control Tab

Once the invoices are actioned. the invoice printed and the date imported fields will already

be populated. You can add an invoice fully paid flag by ticking the invoice fully paid box.

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You can also generate a single invoice.

Navigate: Residents/ Invoicing/ “+Insert”

If you wish to generate a single invoice search for resident name and account and add other

details and click “Save”. Then select “Add Invoice” button to add the amount to the saved

invoice.

You do not need to produce any separate invoices for changes you make to contribution

fees.

For a fee contract change as long as you enter the change effective date and the new fee

CoolCare4 will adjust the next invoice accordingly for any underpayment/ overpayment.

This will even work if the change is entered after the invoices have been ran and you want

the invoices to be backward compatible. The system will automatically adjust the figures

from in the past and show the adjustment on the next invoice run.

Notes:

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Here there was a fee change and the overall figure for the council contract is showing as two

entries lines and the amount I for each rate and dates.

Ad hoc payments again will be shown clearly on an invoice and with a reason why the ad-

hoc payments were made.

Notes:

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The dashboard produces key data in both graphical and table format, meaning you get up to

the date live information, in an easy to understand format on all critical KPI’s within your

care home.

Staff on Shift – which staff are currently in.

Absent Residents -which residents are not in the home.

Occupancy levels and funding types.

Staff appraisal and Supervision warning and reminders.

Quick access buttons for creating New Staff/ Residents/Enquiry.

Training Compliance.

For occupancy, you can also click on the key to manipulate data further by omitting certain

types of contract that you select.

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Each main menu has a sub menu for associated reports.

Care Home – Occupancy, Enquiry and Finance Reports.

Staff – Staff Details, Absence and Holidays, Staff Hours and Timesheets, Custom

Reports.

Residents Reports – Resident Details, Fee and Contract Reports, Absence and

Discharge Reports.

Selecting the “Show Description” button will give a full description for each report.

Reports are in csv

format so you can

easily sort and

manipulate data to

your requirements

using Excel.

Review

occupancy trends.

Report on fee

Discrepancies.

Monitor turnover

and Vacancies.

Track holidays

and absences.

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Most reports can be easily sorted, filtered and manipulated using Excel features.

Some reports have special formatting to suit purpose such as this training matrix report.

Notes:

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Email: [email protected]

Telephone: 0113 385 3853