Actions

Actions - Notes, Activities, Emails, and Text messages

In Rosemark, an Action is a form that is used to record notes or events and can also remind you of anything that needs to be handled.

Things Actions can be used for:

• Note taking
• Staff reminders
• Recording phone calls
• Planning home visits and follow ups
• Being reminded of paperwork requirements
• Emailing and Texting caregivers (See also Enhanced Communications)
• Lead tracking

Overview
Adding Actions
Elements of an Action
Action Types Configuration
Working with Action Lists
Credentials and Compliance Actions
Actions on the Web Portal

 

Actions

• A Pending Action is one that needs to be done.
• A pending action alert button appears on the main Rosemark window to inform you of pending actions that need to be completed in the next week. Click the Pending Actions button to open the pending list.

• A Completed Action is one that has already occurred or been resolved.
• At any time you can change the status of an Action from Pending to Complete and back again, simply by clicking on the Completed check-box.

Add a New Action

• Add a new action for any person from their profile. Click Add buttons for either Pending & Completed Actions.

• Add a Pending Action by clicking on the Add Pending button in the top pane of the Action List. Similarly, you can add a Completed Action by clicking on the Add Completed button.

• When you are looking at a general Actions List - from the Office menu > Pending Actions and Completed Actions, select one of the Actions in the list that is for the correct Client (Who), then click on the Add Follow-up button on the Action itself.

Deleting Actions

• To delete an Action, simply select Delete from the File menu on the Action itself or select Delete selected Action from the File menu of the List.

Elements of an Action

Type

• The Type of an Action categorizes the Action. You can change the Type at any time by selecting it from the drop-down list.
• This list can be configured to have the types you want in Action Types Configuration.

Date and Time

• Indicates when the Action should or did occur.

**Note: It is not necessary to have anything in the Time field, if it is not specified.

• When you use the Add Completed button on a Client profile, the default Date and Time are set to Now. When you use the Add Pending button, the default is Today, with no Time entered.

Who

• This field identifies the main person involved in the Action.
• You cannot change the Who field of an Action. It must be added within the context of the right person, either from their Client or Caregiver profile or by adding a Follow-up to an existing Action of theirs.

Subject

• Will show in Actions lists so you can sort by Subject. Consistency in the subject field helps with sorting.
• For most Actions, you can put any text you want here. One exception is Credentials Actions: the Subject is read-only and comes directly from the Credential that it's connected to.

Comment

• This is a free-form text field, just as you see on most forms within the Rosemark Scheduling System™. There is no practical limit to how much text you may enter into this field.

Send Email/Text Messages

• Clicking this button will send the Action as an email to the email address that is entered on the Info tab of the person who is shown in the Who field.
• You have the option of putting more than one email address in that field as long as they are separated by commas.
• You can also put in cellphones as email addresses (e.g. 5555155151@vtext.com for Verizon phones. Check the carrier for the format needed) in order to send messages this way.
• If you would like to send SMS Texts, see Enhanced Communications

Created By

• Shows which staff user created the actions
• Displays the day and time the action was created by the user.

Completed

• This check-box sets the status of the Action, either to be Completed (if checked) or Pending (if not checked).
• The color of the Action also changes to reflect its status: Yellow for Pending, Brown for Completed.

** Note: The system does not prevent you from putting in a Completed Action for a date in the future; this could be used as a general way to make note of a specific date, for whatever reason.

Add Follow-up

• On any Action, you can use the Add Follow-up button to add a Pending Action with the same Who, with the Type filled in the same by default.
• Any time you add an Action, the default date is Today.
• When you add an Action with the Add Follow-up button, the system prompts you for a date before adding it.
• After adding the Pending Action, you may change any of the fields as you wish (except Who). This is a convenient way to add a new Action for a Client or Caregiver if you are already looking at one of their Actions.

Locking Actions

• On any action, you can check the Lock Action box
• This will prevent any changes from being made to any details in the action
• Only administrators will be able to unlock an action after it has been locked