The Shift Note Contributions section of Diversity Sync'd is where staff complete shift notes and forms related to their shifts and the corresponding participants.
Shift Note Contributions Table
Each row in the Shift Note Contributions Table represents a participant and a 24 hour block of shift notes.
The table includes the following columns:
Participant Name - The participant for the shift notes.
Block - The 24 hour period associated with the shift notes.
Latest - Shows the most recent contribution date to the block.
Forms - Indicates if any incomplete forms within the 24 hour block.
The shift notes contributions section of the app is where staff will complete their shift notes and forms for shifts and the shifts corresponding participants.
Shift Note Contributions Table Overview
For each row in the table is a participant and a 24 hour block of shift notes. The shift note table has the column titles:
Participant Name
Block (24 hour period of shift notes)
Latest
Forms (If the 24 hour block has any incomplete forms)
Staff (Staff contributors to the 24 hour block
To view a participants 24 hour block, you must either:
Have the required permission to view all participants shift note contributions
Or, have a shift within 48 hours of the shift note contribution 24 hour block.
After selecting the participant shift note 24 hour block, you will first notice a Quick Action Create Form modal that appears at the top of the shift note timeline. This feature is useful because staff are able to custom select which forms appear here for when staff are completing their shift notes.
With the appropriate permissions you're able to add forms to the Quick Action Create Form modal in the create form section of the app.
When creating or editing a form, ensure staff have selected the check box to show the form within the Quick Action Create Form modal.
Once added, the form will appear within the quick action modal for easy selection.
To edit a form template, navigate to Registers -> Select the Form -> Select Options Dropdown -> Select Edit Template.
Creating and Managing Forms
When a staff member chooses to create a form via the quick action modal:
The form will be added to the Shift Notes timeline as a draft.
It will display as an Incomplete Form within the timeline until the form has been submitted.
If a required form isn't available in the quick action modal:
Click the plus icon (+) to the left of the text box.
You will then have the option to either:
Attach and existing form, or
Add an attachment.
Additionally, staff with the necessary permissions can create a draft form on behalf of another staff member for them to complete later.
Adding Shift Notes and Contributions
When adding a contribution before writing your shift note:
Make sure to set the correct time relevant to the participant's 24 hour block of care.
This can be adjusted by selecting the clock icon at the top right of the contribution text box.
The system will default to your local current time, however the contribution will be added under the date of the 24 hour block you're working in.
Editing a Shift Note's Time
If you forget to update the time of the contribution prior to submitting:
Click the pencil icon next to the contribution.
Select the correct time within the 24 hour block.
Click the tick icon to save changes or the cross icon to discard changes.
Managing Shift Notes
To delete a shift note, click the trash icon and confirm the deletion in the confirmation modal.
Staff with permission can also lock a shift note to prevent further contributions for a participant's 24 hour block. This is especially useful for managers to finalise documentation.
Navigating Between Days
If you regularly care for a participant and need to add shift notes for different days:
Use the date selector at the top center of the Shift Notes timeline to navigate between days.
This help helpful when a shift spans more than one day.
DS AI
Our newest feature within the Shift Notes section of Diversity Sync'd is the ability to use our DS AI feature to summarise shift notes for the selected participants 24 hour block.
To enable for all staff you must have the required permission to switch this option on. After confirming you have the permission, navigate to Admin -> Configuration -> AI then toggle on the option to utilise DS AI. It's important to consider once this is switched on, you will have a limited amount of use for this feature before extra costs will incur. For more information on DS AI, please contact our support team.