Care Diary allows organisations to request staff acknowledgement of important participant documents, such as Support Plans. Staff members receive a notification and can confirm that they have received, read and understood the document.
Step 1: Open Participant Documents
Log in to Care Diary and navigate to the Reports section.
Under Document Compliance, click Participant Documents.
Step 2: Find the participant’s document
The Participant Documents page displays the compliance and expiry status of participant documents.
Scroll down to the Documents Register and locate the required participant document. You can use the available filters to search by:
Participant
Category
Status
If the required document has not already been uploaded, click + Add and upload it before creating the acknowledgement.
For example, you can upload a participant’s current Support Plan and request the relevant staff members to review and acknowledge it.
Step 3: Create an acknowledgement
Locate the participant’s document in the Documents Register.
Under the Acknowledgement column, click Create.
If an acknowledgement has already been created, the option will appear as Manage.
Step 4: Enter the acknowledgement details
The Set up acknowledgement window will open.
Enter a clear title explaining which document staff must review.
For example:
Anna’s Support Plan – Review and Acknowledgement
In the Instructions section, explain what staff members are required to do.
For example:
“Please read Anna’s Support Plan carefully and ensure you understand her individual support needs, preferences, routines, risks and the strategies staff must follow when providing support.
Once you have reviewed the complete document, please acknowledge that you have read and understood the Support Plan and agree to provide support in accordance with its requirements. If you have any questions or require clarification, please contact your Team Leader or Manager before providing support.”
Step 5: Set the due date and acknowledgement requirements
Select the date by which staff members must complete the acknowledgement.
Turn on Mandatory if all selected staff members are required to acknowledge the document.
Turn on Include staff who join later if staff members assigned in the future must also review and acknowledge the document.
This option is useful for Support Plans because new staff members should read the participant’s current plan before providing support.
Step 6: Select the relevant staff members
Under Who must acknowledge?, select the staff members who are required to review the document.
You can select recipients by:
Choosing All staff.
Adding everyone assigned to a particular role.
Adding everyone in a particular team.
Selecting individual staff members.
For a participant Support Plan, select only the staff members, roles or teams involved in supporting that participant.
Review the Selected staff field and remove anyone who should not receive the acknowledgement request.
Step 7: Create the acknowledgement request
Once all details have been entered and the correct staff members have been selected, click Create.
The acknowledgement request will then be assigned to the selected staff members.
Step 8: Staff receive a notification
Selected staff members will receive a Care Diary notification on their phones advising them that an acknowledgement is required.
The notification will display the acknowledgement title and advise the staff member that the document requires their attention.
Step 9: Open and review the acknowledgement
Tap the Care Diary notification to open the acknowledgement request in the app.
The Acknowledge page will display:
The title of the document.
Whether the acknowledgement is required.
The current acknowledgement status.
The due date.
The participant’s name.
The instructions provided by the organisation.
The attached participant document.
Before acknowledging, staff must carefully read the instructions and tap the attached document to open and review it completely.
Step 10: Acknowledge the document
After reading and understanding the complete document, tap Acknowledge Document.
A confirmation window will appear. Read the acknowledgement statement and tick the checkbox to confirm that you have read and fully understood the document.
Once the checkbox has been selected, tap Acknowledge to complete the acknowledgement.
If you do not understand any part of the document, tap Cancel and contact your Team Leader or Manager for clarification before acknowledging it.
Once submitted, the acknowledgement will be recorded in Care Diary, confirming that the staff member has read and understood the participant’s document.
Step 10: Manage the acknowledgement
After an acknowledgement has been created, the option in the Acknowledgement column will change from Create to Manage.
Click Manage to review or manage the acknowledgement request.
Creating acknowledgements for policies
The same acknowledgement process can also be used for organisational policies.
When a new policy is added or an existing policy is updated, open the relevant policy and create an acknowledgement request. Enter the title, instructions and due date, select the appropriate staff members, and click Create.
The selected staff members will receive a notification and can review and acknowledge the new or updated policy.