What are Actions?

Actions are tasks assigned to individual team members for specific patients. They form part of the overall care plan, ensuring that important tasks are tracked, assigned, and completed. Each action has a clear owner, due date, and description, making it easy to coordinate patient care across your team.

• You must be a member of at least one team to create or manage actions
• To create an action, you must have access to the patient (share a team with them)
• To reassign an action, the new assignee must also have access to the patient

Every action in CAREFUL includes:

• Patient - The patient this task relates to
• Assignee - The team member responsible for completing it
• Title - A short summary of the task (maximum 238 characters)
• Description - Optional detailed information about what needs to be done
• Due date - When the task should be completed (optional)
• Due time - The specific time it's due (optional, defaults to end of day if only date is set)
• Status - Automatically calculated based on the due date:
  • Open - Not yet due (more than 24 hours away)
  • Soon - Due within the next 24 hours
  • Overdue - Past the due date/time
  • Closed - Completed
• Progress notes - Updates added as work progresses
• Attachments - Files added when creating, updating, or closing the action

You can create actions in two places:

1. From a patient's profile: Select the patient, click the kebab menu (⋮) in the top right, and choose Create Action
2. From the patient's Actions tab: Click the patient's name, select the Actions tab, then click the Create Action button

A dialogue box appears with the following fields:

1. Title (required) - Enter a brief description of the task
2. Assignee (required) - Search for a team member by typing their name, or tick Assign to me to assign it to yourself
3. Due date (optional) - Select when the task should be completed (must be a future date)
4. Due time (optional) - Choose a specific time (only available if you've set a due date)
5. Detailed Description (optional) - Add any additional information needed to complete the task
6. Attachments (optional) - Upload relevant files or documents

If you need to create multiple actions for the same patient, tick Create another after submit before clicking Submit. This keeps the dialogue open with the patient pre-selected.

From the sidebar, select My Actions to see all actions assigned to you. The list shows:

• Status badge (Open, Soon, Overdue, or Closed)
• Patient name and location
• Action title
• Due date and time

You can toggle Show closed actions to include completed tasks in the list.

Each team view also has an Actions tab showing all actions for patients in that team.

Before completing an action, you can document progress:

1. Find the action in My Actions or a patient's Actions tab
2. Click the kebab menu (⋮) on the action row
3. Select Update Progress
4. Enter your update in the New update field
5. Optionally attach files documenting the progress
6. Click Submit

All previous updates are displayed in the dialogue box, showing who added each note and when.

If someone else needs to take over an action:

1. Find the action in your actions list
2. Click the kebab menu (⋮) on the action row
3. Select Reassign Action
4. Search for and select the new assignee
5. Click Reassign

The new assignee must share a team with the patient. They'll immediately see the action in their My Actions list.

There are two ways to complete an action:

Quick close (from action tables):

1. Click the tick icon button on the action row
2. A Click to Complete button appears - click it to confirm

Full close (with completion notes):

1. Click the kebab menu (⋮) on the action row
2. Select Complete Action
3. Enter an Action result describing what was done (optional)
4. Attach any final documents (optional)
5. Click Submit

Once closed, the action moves to the closed actions list and no longer counts towards your active workload.

When you hand over responsibility for a patient to a colleague, all of your open actions for that patient are automatically reassigned to them. This ensures continuity of care - the person taking over responsibility also inherits the outstanding tasks.

• Actions cannot be edited after creation - this is a security measure to maintain an accurate audit trail
• If you need to change an action's details, add a progress note explaining the change or close it and create a new one
• Only the assigned user can complete an action (unless it's reassigned first)
• Overdue actions are highlighted in patient lists with a warning badge
• All action activity is logged in the patient's audit trail

• Use clear, specific titles so team members immediately understand the task
• Set realistic due dates - actions become overdue automatically and appear in priority lists
• Add progress notes regularly on long-running tasks so colleagues can see what's been done
• Use attachments for lab results, care plans, or other documents needed to complete the task
• Check your My Actions list at the start of each shift to prioritise your workload