# Comm.care for Support Coordinators Your complete guide to managing participant care and coordination in Comm.care. ## 👋 Getting Started **New to Comm.care?** - [5-Minute Quick Start](../quick-start/coordinators-essentials.md) - Essential orientation - [Understanding Comm.care](../Understand%20Comm.care.md) - Learn the basics - [4-Week Bootcamp](../onboarding-programs/bootcamp-4-week.md) - Week 2 focuses on participant onboarding --- ## 📋 Core Coordinator Tasks ### Managing Circles of Care **Creating & Setting Up:** - [About Circle of Care](../features/circle-of-care/overview.md) - Understanding Circles - [How to Create Circle of Care](../features/circle-of-care/creating-circles.md) - Step-by-step setup - [Creating MDS Participant](../features/circle-of-care/creating-mds-participant.md) - For aged care **Managing Participants:** - [How to Add Person and Plan Manager](../features/circle-of-care/adding-person-plan-manager.md) - [How to Add Carer and Guardian](../features/circle-of-care/adding-carer-guardian.md) - [How to Add New Organisation to Circle](../features/circle-of-care/adding-organisation.md) **Team Coordination:** - [Circles Roles](../features/circle-of-care/roles-and-access.md) - Understanding roles and permissions - [Staff Access to Circles](../setup-and-configuration/staff-management/circle-access.md) - [Staff Access to Multiple Circles](../setup-and-configuration/staff-management/multiple-circle-access.md) --- ### Service Planning & Roadmaps **Setting Up Services:** - [About Roadmap](../features/circle-of-care/roadmap.md) - Understanding service roadmaps - [Add Support Services to Roadmap](../features/circle-of-care/adding-services-to-roadmap.md) - [Add Group Support Services to Roadmap](../features/circle-of-care/adding-group-services-roadmap.md) **Goals Management:** - [Setting Goals](../features/circle-of-care/goals.md) - Create and track participant goals --- ### Documentation & Records **Managing Information:** - [Timeline - Working with Records](../features/circle-of-care/timeline-and-records.md) - [Types of Documents in Circles](../features/circle-of-care/document-types.md) - [Circles Documents](../features/circle-of-care/managing-documents.md) - Upload and manage documents **Templates:** - [Ensure Uniformity Across Documents with Templates](../setup-and-configuration/templates.md) --- ### Scheduling & Appointments **Creating Appointments:** - [Create or Delete Appointments](../features/scheduling-rostering/appointments.md) - [Creating Group Appointments](../features/scheduling-rostering/group-appointments.md) - [Cancelling Appointments](../features/scheduling-rostering/cancelling-appointments.md) **Your Calendar:** - [About My Calendar](../features/scheduling-rostering/my-calendar.md) - View your coordination schedule --- ### Progress Monitoring **Reviewing Service Delivery:** - [Progress Notes](../features/progress-notes/creating-progress-notes.md) - Understanding progress notes - [Why, What, and How to Capture Great Case Notes](../features/progress-notes/best-practices.md) - Monitor the **Stream** for latest activities across your participants --- ## 💰 Billing & Coordination Hours ### [Billable Hours and NDIS Support Coordination](../features/invoicing-claims/support-coordination-billing.md) Track non-face-to-face billable hours for coordination activities ### What You Can Bill: - Phone calls with providers - Care plan development - Service coordination meetings - Documentation and reporting - Crisis response coordination - Liaison with families/guardians ### How to Track: - Create progress notes for coordination activities - Use dedicated coordination line items - Document time spent and outcomes - Track both face-to-face and non-face-to-face hours --- ## 🎯 Participant-Centered Care ### Understanding the Person: - Review participant profile and goals - Understand their support needs - Know their preferences and choices - Identify their strengths and aspirations ### Building the Team: - Identify appropriate support workers - Assign staff based on skills and compatibility - Manage team access to Circle - Facilitate team communication ### Monitoring Progress: - Regular review of progress notes - Track goal achievement - Adjust services as needs change - Coordinate with all providers --- ## 📱 Daily Workflows ### Morning Routine: 1. ✅ Check My Calendar for coordination appointments 2. ✅ Review Stream for overnight updates 3. ✅ Check for new progress notes requiring review 4. ✅ Respond to any urgent queries ### Throughout the Day: 1. ✅ Coordinate with support workers and providers 2. ✅ Respond to participant/family contacts 3. ✅ Create or update service plans 4. ✅ Schedule appointments 5. ✅ Document coordination activities 6. ✅ Review and approve progress notes ### End of Day: 1. ✅ Record billable coordination hours 2. ✅ Follow up on any incidents 3. ✅ Update participant goals if needed 4. ✅ Prepare for tomorrow's appointments --- ## 🔍 Quality Assurance ### Monitoring Service Quality: - Review progress notes for completeness - Check goal progress regularly - Ensure services align with participant plan - Verify support worker qualifications match needs ### Documentation Standards: - All services have progress notes - Goals are SMART (Specific, Measurable, Achievable, Relevant, Time-bound) - Documents are current and accessible - Team members have appropriate access ### Incident Response: - Report incidents promptly - Coordinate follow-up actions - Update risk assessments - Communicate with stakeholders --- ## 📊 Reporting & Planning ### Regular Reviews: - **Weekly:** Review progress notes and service delivery - **Monthly:** Check participant goal progress - **Quarterly:** Plan review meetings with participant - **Annually:** Comprehensive plan review (or as per NDIS planning cycle) ### Reporting Activities: - [Running Reports](../features/reporting/running-reports.md) - Generate activity reports - [Export Progress Notes](../features/progress-notes/exporting.md) - For handover or audit --- ## 🏥 Quality Management (QMS) *If your organisation uses the QMS plan* ### Incident Management: - [Incident Management](../features/quality-management-system/incident-management.md) - Report and manage incidents ### Risk Management: - [Risk Management](../features/quality-management-system/risk-management.md) - Identify and mitigate risks ### Feedback & Complaints: - [Feedback Management](../features/quality-management-system/feedback-complaints.md) - Handle participant feedback --- ## 📋 By Funding Source ### NDIS Coordination: - [NDIS Resources](../by-funding-source/ndis/) - [Manage NDIS Business](../Manage%20NDIS%20Business.md) - [Support Coordination Billing](../features/invoicing-claims/support-coordination-billing.md) ### CHSP Coordination: - [CHSP Resources](../by-funding-source/chsp-aged-care/) - [DEX Reporting](../features/reporting/dex-reporting.md) ### MDS Coordination: - [MDS Resources](../by-funding-source/mds/) - [Creating MDS Participants](../features/circle-of-care/creating-mds-participant.md) ### Group Services: - [Group Support Resources](../by-funding-source/group-support/) - [Creating Group Appointments](../features/scheduling-rostering/group-appointments.md) --- ## 🎓 Skills & Best Practices ### Effective Coordination: ✅ **Build relationships** - Connect with participants, families, and providers ✅ **Communicate clearly** - Keep all stakeholders informed ✅ **Document thoroughly** - Record all coordination activities ✅ **Plan proactively** - Anticipate needs before crises ✅ **Monitor regularly** - Don't wait for problems to emerge ✅ **Advocate strongly** - Champion participant choice and control ### Time Management: ✅ **Batch similar tasks** - Review all progress notes at once ✅ **Use templates** - Standardize documentation where possible ✅ **Set boundaries** - Manage participant expectations about availability ✅ **Track your time** - Record billable hours as you go ✅ **Prioritize urgent** - Triage participant needs effectively ### Technology Tips: ✅ **Add Frequent Circles** - Quick access to participants you coordinate most ✅ **Use My Calendar** - Stay organised with coordination appointments ✅ **Monitor Stream** - Stay updated on service delivery ✅ **Mobile access** - Use app for on-the-go coordination --- ## ⚙️ Your Profile & Settings - [Manage Your User Account](../support/manage-your-account.md) - Update details, change password - [Managing Staff Availability](../setup-and-configuration/staff-management/availability.md) - Set your availability - [Add to My Frequent Circles](../features/circle-of-care/frequent-circles.md) - Quick access to key participants --- ## ❓ Need Help? - [Troubleshooting](../support/troubleshooting.md) - [Contact Support](https://conversations-app.brevo.com/) - [Full Features Documentation](../features/) --- ## 💡 Pro Tips for Coordinators **Weekly Planning:** - Schedule regular check-ins with participants - Review upcoming plan review dates - Identify service gaps or unmet needs - Prepare for coordination meetings **Documentation Excellence:** - Record coordination hours immediately (don't wait) - Include outcomes achieved in coordination notes - Document participant choice and decision-making - Keep detailed records for plan reviews **Crisis Management:** - Have emergency contacts readily accessible - Know escalation procedures for incidents - Document crisis response coordination - Follow up after resolution **Continuous Improvement:** - Seek participant feedback regularly - Learn from incidents and near-misses - Share best practices with team - Stay updated on NDIS/CHSP changes