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How to use the Care Diary

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This tutorial will take you through how to effectively use the Care Diary feature on Tapestry. 

After 'Setting up Care Diary' from your Control Panel you can proceed with adding entries. 

Accessing the Care Diary and Filters

image.png

(1) You can access Care Diary from the tab in the top bar on your Tapestry screen.

(2)  You can take a tour of the page by clicking on the question mark next to the title.

(3) You can then Filter your results by selecting from the options in the image below. 

Filters.jpg

(3) In this example we are filtering according to 'Key Person'.

(4) Click Submit to filter your results. 

The Care Diary Features 

CD Main image2.jpg

(1) The date of the entries will appear as today's date. This can be backdated to look at previous entries if required. 

(2) The filters you have applied on the page will appear here (in this example, filter by key person).

(3) You can either add entries for children individually or for 'all' at once by selecting 'all' from here. If you select 'all' you will be able to add multiple entries using the larger icons from the toolbar in the image below. You can also select 'some' by ticking the grey box beneath a child's name and then selecting the other children you wish to add an entry for.

Select all.jpg

(4) There is also have an easy toggle in/out of bed to quickly add sleep entries for children. 

(5) You can add drinks that are available throughout the day here and Save. This/these will then appear in the care diary entry for every child for that day. 

(6) These are the main features of Care Diary, further elaborated below:

Meal icon.jpg  Meal Entries: You can add meal times for one/some/all children by clicking on this icon. 

(a) You can add a pre-set meal time (created via your control panel) by clicking on the drop down menu here. The time will then change from the current time to the pre-set meal time. 

(b) Any meal entries you have added before will appear as autocomplete options here. These can be amended via your control panel as-well.

(c) You can select if the child/children had all, most, some or none of the meal.

(d) You can add a drink and the quantity in ml and oz here.

(e) You can enter any additional information here.

(f) Then click 'create' to add your entry. 

 Meal entries.jpg

Toilet icon.jpg  Toileting: You can add toileting entries for one/some/all children throughout the day by clicking on this icon. 

(a) The time the toileting entry is made will appear here and can be amended as required.

(b) You can then choose from the options for Nappy, Potty and/or Toilet as required.

(c) You can enter any additional information here.

(d) Click 'Create' to add the entry to the child/children's Care Diary. 

Toileting.jpg

Sleep care icon.jpg  Sleep Checks: You can add sleep times for one/some/all children throughout the day by clicking on this icon. 

(a) You can adjust the sleep timings as required from here.

(b) The default conditions for sleep care set by Tapestry are; Put to bed, Got out of bed and Sleeping. Any other sleep states you add here will eventually appear as autocomplete options for you to select from. These can be amended via your Control Panel

(c) You can enter the location for the sleep entry here e.g. cot, bed and so forth. 

(d) You can enter any additional information here as required.

(e) Click 'Create' to add the sleep check entry to the child/children's Care Diary. 

Sleeping.jpg

Milk feeds icon.jpg  Milk Feeds: You can add milk feeds for one/some/all children throughout the day by clicking on this icon. 

(a) You can adjust the milk feed timings as required from here.

(b) Any milk feeds you add here will eventually appear as autocomplete options for you to select from. These can be adjusted/removed via your Control Panel.

(c) You can add the quantity of the milk in ml or oz

(d) You can enter any additional information here as required.

(e) Click 'Create' to add the milk feed entry to the child/children's Care Diary. 

Milk Feeds.jpg

Accident-Incident icon.jpg  Accident/Incident Form: You can add accident/incident forms for one/some children by clicking on this icon. 

(a) You can adjust the times of the accident/incident as required from here.

(b) You can add details about the accident/incident in this field.

(c) You can detail any first aid that was administered it this field.

(d) You can add one/multiple first aiders from the drop down list of all staff members on your Tapestry account here.

(e) You can add any additional information here.

(f) Click 'Create' to add the accident/incident form to the child/children's Care Diary.

Accident-incident form.jpg

 

Once you have created the form, on the main page of your Care Diary, you will see the message below:

AI form1.jpg

(a) When you click into this alert you will be taken to the following page which outlines the details of the accident/incident:

AI form 2.jpg

(b) You can either Download a PDF of this form to print and ask the relative to date and sign in person.

OR

(c) Mark as discussed and this will then prompt the following message:

 Accident sign off 1.jpg

(a) If you select 'Hardcopy will be signed' you will see the following screen. 

After entering the relative's name and clicking 'Submit' you can ask the relative to sign the copy of the form you have already downloaded from the previous screen. 

Accident sign off 2.jpg
 

(b) If you select 'Digital signature will be taken' you will see the following screen.

Here you can enter the relative's name and take a digital signature from them and then click 'Submit'. 

Accident sign off 3 edit.jpg

You will then presented with this screen, including the digital signature for you to download and keep for your records.

Accident sign off 4 edit.jpg

Granting Parental Responsibility 

There may be an instance when you 'Mark as discussed' on an accident/incident form that you will receive the following message:

Parental responsibility sign off.jpg

This means that the relative/s attached to the child has/have not been given 'Parental responsibility' via Control Panel. This can be done by anyone holding a manager profile on Tapestry clicking on the link in the message above.

This will take you to the 'Manage Relationships' page where you can locate the child's relative, click (1) 'Edit relationships' and tick the box next to (2) 'Parental Responsibility' (if you hover over the 'i' a small pop up informing you that 'Relatives with parental responsibility will be notified once an accident entry has been signed off' will appear). Then click (3) Done to update this setting.

 

2018-06-12_16-49-55.jpg

 

Manage relationships PR2.jpg

Downloading Accident/Incident forms in Bulk

You also have the option to download all your accident/incident forms for each child in bulk as follows:

5a8e2ae4c9b9a_BulkAccident.thumb.jpg.1337e65b251f07c6cfc95f28209d4fdb.jpg

(1) Go to Control Panel and then Manage Children.

(2) Select 'All'.

(3) In the pop up menu that appears in the bottom right hand corner of your screen, select 'Export accident forms as PDF's'.

(4) Click 'Go' and the following screen will appear. From here you can go to 'View your downloads' where the PDF will be available for you to download. 

5a8e2b67641a0_Accidentpopup.jpg.6dc48e3f8bb964a33962fe6f2f1d2eb8.jpg

Other details icon.jpg  General Log : You can add any general entries for one/some/all children by clicking on this icon. 

(a) You can add the start and end timings of your general log entry here.

(b) You can give your entry a title here.

(c) You can enter any additional information here as required.

(d) Click 'Create' to add the general log entry to the child/children's Care Diary. 

General Log.jpg

Communication tool icon.jpg Comments : You can communicate with the parents/relatives of a child by clicking on this icon and sending comments. 

More information about the comments tool can be found at this tutorial

all entries icon.jpg  All entries and permitting relative access: You can view all entries made in the Care Diary for each child by clicking on this icon and you can also notify and permit relative access. 

All CD entries.jpg

(a) This is how the breakdown of the entire day's Care Diary entries will look. If you click any of the small grey squares available next to each entry, you will be able to edit or delete it as required. 

(b) You can then 'Permit Relative Access' to release the Care Diary for relative view.

After you permit relative access, you will then be given the option to (c) 'Notify relatives' (image below). By clicking this, the relative will receive a notification that their child/children's Care Diary is available to view. 

Notify relative.jpg

Relative view of the Care Diary

The images below will show you how the relative will be able to view the Care Diary, any accident/incident forms that require attention and staff comments added during the day. 

Once the relative has logged in, if you have notified them of any accidents/incidents or that the Care Diary for the day is available to view, they will receive internal notifications and/or email notifications (according to your settings) as in the image below:

Relative notifications of CD.jpg

They can also click on 'Care Diary' in the top bar of the Tapestry screen and they will be able to see the following:

Relative view of CD.jpg

More information about enabling the care diary and the comments tool can be found on our tutorials page! 

Back to Main Tutorials Page

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