For the proper implementation of care services, we need to collect a number of data. These data are necessary to:
- searching for the right caregiver
- creation of contracts and agreements
- billing
- correspondence
- statistical summaries
Contact
Client
A customer is a person whose data is presented on documents. The scope of data includes name, surname, address, and other types such as the source of acquiring a new customer, or the date of the beginning and end of the contract.
Contacts
In addition to the customer, we collect the data of other contact persons. These are often children of people who need care. They can also be other relatives, neighbours or family friends. This is an amazing facilitation for the Employment Agency, which has more contact options in urgent and crisis situations. You can add a degree of kinship to each contact.
Institutions
These are companies that help take care of people under their care. It can be a company providing services such as Pflegedienst, which comes to the mentee. The frequency of these visits can be added to the patient’s daily schedule. Another example would be a pharmacy that prepares medicines for administration.
All of the above types of contacts can be assigned any list of “activities” they perform for the family. This list is configurable and can contain many options.
List of people to care for
Hrily allows you to add multiple people who live in the place where the caregiver is supposed to work. This group includes people who, for example, require :
- large-scale care
- minor care assistance
- small aids in everyday activities
They can also be people who do not require help, as well as household members who help the babysitter in caring for another family member.
Contact details with the person to care
To add a mentee, and his contact details, enter the Customers module. At the top, click on Add Ward and save all the information we are interested in.
Care period
When saving the patient’s data, we have the option of marking the period of care. In the event that care for a person is no longer needed, we can indicate the date of termination of care or the date of death.
We can indicate the scope of decision-making of the mentee – from full to lost to a specific person that we can indicate.
24h care breaks
Breaks in care are periods when the family takes care of the mentee. Another reason for a break in care is a visit to the hospital or Sanitarium. During such periods, the caregiver does not look after the person.
Requirements for the caregiver
The requirements for the caregiver have been divided into sections. This is to group requirements and responsibilities. All these lists are completely customizable. In addition, you can add a description to save your unique requirements. The sections include:
- Disease
- Training courses
- Body hygiene
- Move
- Nutrition
- Running a house
- Free time
- Medical treatments
- Sleep activities
- Transfer
- Auxiliary measures
- Daily activities
- Other
Patient’s daily plan
Information about the patient’s daily schedule is information that is particularly valuable at the beginning of the caregiver’s work. In the plan of the day, you can save:
- Meal times
- Rehabilitation
- Walks
- Appointments
- Hours of taking medication and others
Requirements for the caregiver
Families seeking care services often have exact requirements for a caregiver. The basic requirements include:
- language level
- Covid status
- minimum and maximum age
- driving licence
- smoking
In addition, we have dozens of other options to mark the requirements in the profile of the family seeking care services.
Finances – framework arrangements with the family
Finances are one of the most important elements of the client’s profile. The budget at the disposal of the family is available to all interested employees of the Care Agency. CRM for Care Agencies allows you to save:
- Rates
- What are the surcharges for
- How to transfer the bill
- Partner commissions
Create a customer profile in PDF format
Creating a customer profile and sending it to the caregiver is important so that the caregiver has as much information as possible before making a decision. A family profile with all children can be created in a few seconds in many language versions.
Address
A person who is a formal customer can have three types of addresses:
- residence
- check-in
- to correspondence
However, the most important address is the Care address, which indicates where the care service will be provided.
Types of addresses can be extended with any options in the ERP system configuration. One address can be marked with any list of address types. You can add or remove an address type from an address as you like.
It is worth adding that all contacts in the customer profile have options to enter addresses and contact details.
Accommodation offered
One of the questions that the caregiver asks are those related to accommodation issues. The caregiver will be in this place at all times, so this is of great importance. The discrepancies in the accommodation offered by families are huge, so this information must be included in the caregiver’s profile.
The list of elements related to accommodation is completely customizable. There may be information there :
- detached house / flat
- room size
- room
- distance to shops, bus stop
Files
Before starting cooperation with a given family, the Care Agency must collect many files. These are contracts, photos, statements and other files. The Hrily platform allows you to collect multiple files with the option of adding a description.
Additional tables
There are many elements related to the client (family) in the Care Agency. The Hrily CRM system contains all customer information in one place.
Caregivers
Here you can check all caregivers who have had any contact with this family. So these are caregivers who were:
- proposed
- rejected
- cancelled
- accepted by the client, but the caregiver for some reason resigned
- where, are, will be with a given client
Documents
All generated documents related to this family or contract with this family are available in one table. You can go straight to your Documents profile or download it.
Tasks
The tasks relate to various activities that the employees of the Care Agency perform. These can be preparing an offer, sending documents, handling complaints, issuing an invoice and others. This table lists all the tasks associated with the family. We can easily go to the task profile.
Settlement
During the conversation with the customer about the amount of fees, you can easily get a complete statement. The table contains the most important data, such as:
- contract number
- what was the caregiver like
- date
- billing month
- stake
- number of days worked
- additions and deductions
- total value
Billing statements
Settlements are added to statements. Customers usually receive a statement every month. The table presents all statements with the most important information, and with one click we can go to the profile of the statement.