Custom Tasks and Care Plan Fields🚧

Custom tasks are the specific activities that care workers are expected to complete during each visit. When a care worker opens a visit in the OnCare mobile app, they see a checklist of tasks they need to carry out and confirm. These might include things like "assist with personal care," "prepare breakfast," "administer morning medication," or "check skin integrity."

OnCare comes with a library of over 20 pre-built tasks that cover common care activities. You can use these as they are, or you can also create your own custom tasks in Settings if you need something specific that is not in the library. You can create up to 5 additional custom tasks on top of the existing library.

Each task is allocated to a prompt. This prompt is what the care worker sees on their app when they need to complete the task. It is essential that office staff take the time to write a clear, detailed prompt for each task that explains exactly what the care worker needs to do. A vague prompt like "personal care" gives the care worker no guidance. A well-written prompt like "Assist client with washing and dressing. Help client to the bathroom, support with washing face and upper body, help client put on clean clothes laid out on the bed" tells them precisely what is expected.

Custom tasks serve two critical purposes. First, they guide care workers through the visit so nothing is missed. Second, they create a digital record of what was done during each visit, which appears in the visit report. This record is essential for CQC compliance, as it demonstrates that your agency is delivering person-centred care in line with each client's care plan.

By default, tasks show as optional on the care worker's checklist. However, you can set specific tasks as required for individual clients to make sure the care is truly person-centred. When a task is marked as required for a client, the care worker must complete it before they can clock out of the visit. They will not be able to finish the visit and move on to their next shift until all required tasks are done.

This is particularly useful for critical care activities. For example, if a client must have their blood pressure checked at every visit, you can set that task as required so that no care worker can leave without confirming it has been done. Required tasks ensure that essential care is never skipped, even during busy shifts.

Optional tasks still appear on the checklist and the care worker can complete them, but they are not mandatory for clocking out. This gives you the flexibility to include tasks that are relevant but not critical for every single visit.

CQC expects care to be person-centred, meaning each client receives care tailored to their individual needs. Generic task lists that are the same for every client do not meet this standard. By customising the task list for each client based on their care plan, you demonstrate that your agency plans and delivers care based on individual assessments.

The task completion records in visit reports also provide evidence that care was delivered as planned. If CQC asks how you ensure care plans are followed in practice, your task completion data across visits provides that answer.

To create custom tasks, go to Settings and find the Tasks section. You will see the existing library of over 20 pre-built tasks. To add a new custom task, click the option to create a new task. You can add up to 5 custom tasks to the library. When creating a task, write a clear and specific prompt that explains what the care worker needs to do. Remember that this prompt is exactly what the care worker will read on their phone, so make it practical and easy to follow.

Once a task is created in the library, it becomes available to assign to any client. You assign tasks to individual clients from within the client's profile, where you can also choose whether each task is optional or required for that particular client.

Care plan fields capture detailed information about a client's care needs. When you create a client in OnCare and fill out the pre-assessment form, you will see four sub-tabs: Summary, Care Plan, Risk Assessment, and Communication Log. Click the Care Plan tab to begin filling out the care plan sections.

The care plan is structured into four major sections, moving from basic information to more detailed care requirements. Each section contains plan boxes where you manually write the information. You have unlimited characters in each box, so you can go as in-depth as needed to fully describe the client's needs, preferences, and care requirements.

You do not need to fill out every variable inside all four sections. When you save the care plan, it will only display the completed sections. You can always go back and add more information afterwards at any time. This means you can build the care plan gradually as you learn more about the client, or update it whenever their needs change.

If there is a variable or piece of information that is not covered by the standard care plan sections, you can add custom fields in Settings. You can add up to 5 custom fields, and these will appear across all client care plans. This is useful for capturing agency-specific information that the default care plan structure does not include.

Once a care plan is completed, you can download it as a paper document. This is important because CQC requires that a paper version of the care plan is available in the client's home for care workers to reference during visits. The download feature lets you print an up-to-date version of the care plan whenever it is updated, so the paper copy in the client's home always matches the digital version in OnCare.

A comprehensive care plan is a CQC requirement. Inspectors will look at whether your care plans contain enough detail for care workers to deliver safe, person-centred care. If your care plans are sparse or generic, this is a compliance risk.

Care plan information is also visible to care workers through the mobile app. When a care worker is about to visit a client, they can review the care plan to refresh their knowledge of the client's needs, preferences, and any specific risks. This is especially important for care workers visiting a client for the first time, or when covering for a colleague.

Custom tasks and care plan fields complement each other. The care plan describes what the client needs and why, while the tasks define the specific actions care workers must take during each visit. For example, a care plan field might note that a client has difficulty swallowing and requires a soft diet. The corresponding task would be "Prepare soft diet meal as specified in care plan. Ensure food is cut into small pieces and monitor client while eating."

When both are set up correctly, care workers have all the context they need (from the care plan) and a clear checklist of actions (from the tasks) for every visit. This combination is what CQC considers best practice for person-centred care delivery.

The most common mistake is writing vague task prompts. Each task is allocated to a prompt, and that prompt is what the care worker reads on their phone. If the prompt says "care" or "support," it tells them nothing. Take the time to write a specific, actionable prompt for every task. Describe exactly what the care worker needs to do, with enough detail that even someone visiting the client for the first time would know what is expected.

Not updating tasks when a client's needs change is another frequent issue. If a client starts needing help with a new activity or no longer requires a particular type of support, the task list must be updated. Outdated task lists mean care workers are either skipping irrelevant tasks or missing new requirements.

Leaving care plan sections empty or incomplete undermines the entire system. If a care worker opens a client's profile and finds minimal information, they may not have the context they need to deliver safe care. Use the unlimited character space in each care plan box to provide thorough, detailed information.

Not downloading and printing an updated paper care plan after making changes is another common oversight. If the paper copy in the client's home does not match the digital version, care workers may follow outdated instructions.