Comprehensive Care Management System

The system is structured around a central Super Admin layer, which governs the Web Admin/Management console. From there, three primary user roles branch out: the Care Manager, the Carer, and the Service User/Family. Super Admin → Web Admin / Management Web Admin / Management branches into three roles: • Care Manager → Care Planning, Risk Assessment, Scheduling, Reports • Carer → Mobile App • Service User / Family → Portal / App All three streams feed into a central Database, which powers the system's APIs, Notifications, and Audit Logs. Care Manager / Carer / Service User Activity → Database → APIs / Notifications / Audit Logs 2. Super Admin Web Flow The Super Admin has complete control over the system. Login → Dashboard Login → Dashboard Dashboard Metrics • Total service users • Today's visits • Completed visits • Pending visits • Missed visits • Active carers • Medication due • Open incidents • Expiring documents • Training due • Charts / reports Super Admin Menu • Dashboard • Organizations / Services • Users • Roles & Permissions • Service Users • Carers / Staff • Care Plans • Risk Assessments • Assessments • Visits • Rostering • Time & Attendance • Medication / eMAR • Daily Tasks • Observations • Body Maps • Incidents / Accidents • Communication • Notifications • Staff / HR • Training & Compliance • Documents • Reports & Analytics • Mental Capacity • Consent • Integrations • Audit Logs • Settings 3. Organization / Service Setup The Super Admin sets up the organization/service structure first. Organization → Services → Users / Staff → Service Users Example structure: • ABC Care Ltd – Manchester Service – London Service – Home Care Service Users/staff can then be associated with their respective service. 4. User & Role Management Super Admin flow: Users → Add User → Select Role → Assign Service → Permissions → Active Roles • Super Admin • Care Manager • Carer / Support Worker • Service User • Family Member Permissions • View • Create • Edit • Delete • Approve • Export 5. Service User Flow Care Manager flow: Service Users → Add Service User → Personal Details → Contact / Address Emergency Contact → Next of Kin → GP / Health Information → Allergies Medication → Mobility → Communication Requirements → Preferences Documents → Care History A complete Service User profile is maintained here. 6. Care Plan Flow This is a critical module. Service User → Care Plan → Create Care Plan → Care Requirements Objectives / Goals → Support Required → Care Instructions → Outcomes Review Date → Save Draft → Manager Review → Approve / Sign-off → Active Care Plan Once active: Active Care Plan → Carer Mobile App → Carer Sees Required Care / Tasks Completes Care → Adds Notes / Observations → Manager Reviews Version history and change history must also be maintained for the Care Plan. 7. Risk Assessment Flow This is connected to the Care Plan. Service User → Risk Assessment → Select Risk Category → Identify Hazard Risk Level → Preventive Action → Mitigation Plan → Responsible Staff Review Date → Approve → Active Risk Assessment Risk Categories • Falls • Medication • Mobility • Nutrition • Infection • Fire • Environment • Behaviour • Lone Working • Personal Care Assessment history and review are also maintained. 8. Visit Scheduling Flow Care Manager flow: Visits → Create Visit → Select Service User → Select Carer Date → Start Time → End Time / Duration → Recurring? → Save Then: Scheduled Visit → Carer Mobile App → Assigned Visit → Start Visit Perform Care → Complete Tasks → Add Notes → End Visit Calendar Views • Daily • Weekly • Monthly • Carer Schedule • Service User Schedule Cancellation and reassignment are also included. 9. Daily Care Task Flow Tasks exist within a visit. Visit → Daily Tasks → Pending → Started → Completed Other statuses: Not Completed, Not Applicable. The Carer can also add notes/observations. 10. Carer Mobile App Flow Login Login → Dashboard Dashboard • Today's Visits • Upcoming Visits • Pending Tasks • Medication • Notifications • Messages Main Menu • Home • Visits • Service Users • Care Plans • Tasks • Medication • Observations • Incidents • Messages • Notifications • Profile Visit Flow Today's Visit → Service User → Care Plan → Tasks Medication → Observations → Notes → Complete Visit 11. Offline Mobile Flow This is an important requirement of the system. Internet Available → API → Database If there is no internet: No Internet → Carer Records Care → Saved Locally → Internet Returns → Automatic Sync → Server The mobile app therefore needs to support offline data handling and synchronization. 12. Medication / eMAR Flow Care Manager configures medication: Service User → Medication → Add Medication Name • Dosage • Frequency • Route • Scheduled Time • Start Date • End Date • Instructions • Prescriber Carer Side Medication Due → Administer / Refuse / Miss → Reason → Notes → Save Medication history is then maintained. 13. Incident Reporting Flow Carer Incident → Create Report → Date / Time → Service User Location → Description → People Involved → Immediate Action Severity → Attachments → Submit Manager Incident → Review → Follow-up → Close 14. Observations Flow The Carer records the Service User's observations: Observations → Category → Notes → Save Wellbeing • Behaviour • Nutrition • Hydration • Mobility • Mood • Symptoms • Other Optional: Body Map Body Map → Select Body Area → Wound / Bruising / Skin Condition / Pain Severity → Photo → Description → Save 15. Rostering & Staff Scheduling Manager Rostering → Create Shift → Select Staff → Date / Time Recurring? → Availability Check → Publish Shift Staff Staff → Assigned Shift → Accept / View Leave/absence, conflicts, open shifts, and reassignment are all managed within the system. 16. Time & Attendance Carer Assigned Visit → Clock In → Care / Visit → Clock Out System Tracks • Working hours • Late arrival • Early departure • Missed visit • Attendance history Optional Methods GPS • Geofencing • NFC • QR 17. Communication Flow • Manager Carer • Man