Service User Records

The Service User Record displays information relating to the service user. It has up to 12 tabs that hold information, all imperative to managing the service user and their care package.



Within details, the user can find personal information such as name, address, date of birth, key safe and start date. In addition to this an 'area' can be chosen to help plan how the care is to be delivered. The service users 'category' is also found here, it determines how the care package is charged and if it is included within any local authority reporting.

Next of Kin - This tab allows the user to record up to 2 persons contact and address information, in the event of an emergency.

Professionals - This tab allows the user to record all professional persons that the service user may be in contact with. For example, doctors, social services officer, physiotherapist etc. In addition to this, any medical notes can be recorded and referenced.



Care Schedule - This tab contains the regular care schedule or care package for the service user. It is here that the user will create the bookings that could be of various frequencies. For example, every day, 2 days per week, every other week, etc. Any regular bookings created within this tab will automatically be transferred onto the support worker's record - thus avoiding duplicate entry.



Notepad - Within this tab, generic notes can be recorded against the service user's record as well as any 'log' items. It also has a section where the details of the regular care package can be recorded, for example, what the visit will entail, what service is required etc.

Rates - The rates tab holds those rates applicable for all private service users or those who are not on a generic rate invoiced to one single party (e.g social services). As the system calculates in 15 min blocks, the user would have rates applicable for these on a weekday, Saturday, Sunday and bank holiday.

Invoice Address - This tab would only appear if the invoice is being generated to the service user or relative. It would hold the address details for the invoice and if applicable the sage account reference.

Absence - The Service Users records include the facility to register absences. They can be added in advance or back dated according to the situation. The absence types are all created and managed by the individual agency.

The system will automatically fail the booking for the Service User for the absence recorded (provided the care plans have not been updated).

Blocking - CareFlex allows you to place a 'block' on a Support Worker, Service User combination. The adding of a block could be used to advise that a Support Worker cannot provide a service which involves heavy lifting but is ok with general care, or that the individuals have a personality difference and therefore would prefer that they are not assigned to each other. CareFlex recognises any block that has been added and will notify the user of this when a booking is created for them to attend. The user can override the block.



Activity - Within this tab the user would be able to create, monitor and complete activities attached to the service user. It is linked to the Activity Manager module therefore should any amendments be made in either screen they will be automatically updated.

Documents - This tab allows the user to attach documents (word & Excel) to the service user's record that can be accessed by all users of the system. Many agencies use it to attach a copy of risk assessments completed, the scanned paperwork/confirmation from social services and other items relevant to the service user which may be of use to other users of the system.

Invoices - This is a relatively new addition to CareFlex and is available to those agencies with or without the Sage 50 accounts link. When an invoice has been generated in CareFlex this tab will then display the invoice information and value. By highlighting an invoice, the screen on the right will then display all the detail behind (individual calls etc). As the invoice generation screen can be restricted by user permissions, this tab allows a user without permission to re-print a previous invoice if requested.