Editing Whanau ora workflow

==Background==
This article describes implementation of the core 'Whanau ora' service within [[Kotahi]].

The main system of record for Whanau ora is [[Penelope]], and that will remain the place for full contact/assessment information until further notice.

The remit for using Kotahi is:
* Not to copy or replicate Penelope data, but
* To give K'aute an internal record of client/fanau activity and progress.

Therefore, the approach has been based on the principle:<blockquote>What is the minimum information K'aute needs to capture, to help us understand the impact we make and to reflect the work of our staff?</blockquote>This guide steps through key steps of the defined pathway.

==Referral/intake==
At the current time, K'aute's main referral/intake process is not changing.

Client referral and allocation will still happen in Aiga until further notice. Once a client is referred, the allocation process can occur in Kotahi as shown below.

<b>Legend</b>
* <span style="background-color: #4e914e">Green</span> = Kotahi
* <span style="background-color: #aeaeea">Blue</span> = Aiga
* <span style="background-color: #eb4910 ">Orange</span> = Penelope

{{#display_diagram:Mermaid:Whanau ora intake}}

==Key activities==

===Setup/initiation===

====Referral form====
There is a Kotahi form for Whanau ora 'referrals'. As mentioned above, the usual Aiga process is not changing yet; referral information will need to be completed by WO Admin or Navigator after allocation.

The form can be completed electronically with the lead family member (who can also sign if a touchscreen/mobile device is available). Otherwise, a paper copy can be scanned and attached to this form as a record. There are no mandatory fields on this form.

Please remember that all Whanau relationships should already be defined, so that you can tick all members using the 'Share with Whanau' button.[[File:Upload 99f049132acfd5222cffa121698b481a.png|thumb|Sharing contact with whanau in Kotahi]]

This simply makes a copy of this form in the record of all family members.[[File:Upload 3d1021941bbdca8b2088b4723d5e9b2c.png|thumb|Kotahi contact shared from another Whanau member]]

==== Consent and privacy waiver ====
These can also be added into Kotahi for new families (or entered retrospectively for existing families, if needed).

These are electronic copies of the existing 'Third party consent' and 'Privacy waiver' forms. Hard copies can be uploaded, or they can be completed digitally on a mobile device/touchscreen if appropriate.

===Assessment/Goal plan===
The ongoing MAST Assessment and Goal plan review tasks have been merged in Kotahi. This lets us capture as much useful information as possible, whilst trying to cut down on manual/admin work for the team.

====MAST Assessment====
Initial and ongoing (3-6 month) MAST reviews can be reflected in Kotahi using the 'Whanau ora assessment/goal plan' activity.
[[File:Upload b3818b479cfddd5e2d9a021d13e466db.png|thumb|Using Kotahi for MAST assessment and goal plan reviews]]
This form is designed to capture as much useful information as possible with minimum admin. The MAST assessment is recorded fully in Penelope, so we don't need to repeat it all here. However, the form lets you capture:
* Assessment score for each domain
* Assessment risk for each domain
* Up to 4 goals per domain
* Any other comments.
Any information you enter into this form will copy through when you do the next one!

When it's time to do a MAST review, just start another one of these forms and simply update any risk or goal information.

'''Warning''': If you are doing a MAST assessment it's really important you change the 'MAST Assessment date' on the first page. This will automatically pull through onto a new requisition form and save a few seconds of your time. If you are simply updating goals/goal plan, and not doing a MAST assessment, then you can leave this field alone.
[[File:Upload 07fc4b856b61b7438d4a340448c9b1e5.png|thumb|Ensure the MAST assessment date is updated so it will come through to a requisition form]]

====Goal plan/goal plan review====

The same form can be used for a Goal plan review. The difference is only that the 'MAST Assessment date' should be left blank.

All the previous goals and progress will pull through to your new form, so you only need to update any changes and then save. Yuss!

===Group activities===

<blockquote>Use 'Group activity' for anything like language days or events!</blockquote>

Group activities can be set up for Whanau ora clients, and used as a set for RSVP and/or attendance purposes.
[[File:Upload 5487c0db08f046c06cd29492bcca05cc.png|thumb|Setting up a group activity in Kotahi]]
Follow the form to enter relevant information. Families you are inviting to the event should be added as participants. You can also add new clients in here if they are not already in Kotahi.
[[File:Upload 7970434390ce03f544f1a0e239f8fee3.png|thumb|Recording group activity attendance for clients]]
At (or after) the event, your event can simply be edited to update with attendance details. If a client did not attend, just update their attendance and save the form.

These datasets can be sent to Finance from the Data team to assist with spend/reimbursement.

Where Finance supplies a 'spend' figure for the event, please just complete a Requisition and update family total spend accordingly so the running total is accurate.

===Requisition===
The requisition process is probably the area of greatest change, since there is an opportunity to streamline process and make it more transparent/auditable.
[[File:Upload 2b7b3d9c1101f44c426014caac3cfdfc.png|thumb|Some information will automatically pull through onto a new requisition form]]
Open a 'Requisition form' for your client. Some information should be pre-populated. The family total spend amount should be updated by Finance after each approved payment. This will keep a running total available in Kotahi for all family members.

There is space on this form for '''five''' separate request items. The WO Domain, supplier and requisition amounts can be entered for each.

The Budget and copies of invoices/receipts should be saved as a PDF and uploaded to this page, so it can be accessed by Team Lead/GM for approval.

This request can now be 'sent' to the approver to complete.

The selected approver will receive a notification, and complete the approval process.<ref>They can also choose to send back for further info, if necessary.</ref>

Completed approvals are then notified to Finance to arrange and/or pay. Finance update the total spend for the family, to keep a running total.

====Requisition process flowchart====
A full flowchart of the process is shown below.

<b>Legend</b>
* <span style="background-color: #4e914e">Green</span> = Kotahi
* <span style="background-color: #eb4910 ">Orange</span> = Penelope

{{#display_diagram:Mermaid:Whanau ora requisition}}

====Requisitions for Group activity====

Where WO families are being invited to group events, a 'Group activity' should be set up with all the invitees specified.

Finance will then work out the spread cost to be allocated to families.

This should still be added as a 'requisition', even though it is obviously a bit different. In this case, the requisition should be completed as usual and relevant details and amount entered.

Supporting documents won't be required, and the request only needs a '''Team Lead''' approval for reference. It obviously does not need to be notified to Finance either.

<b>Legend</b>
* <span style="background-color: #4e914e">Green</span> = Kotahi

{{#display_diagram:Mermaid:Whanau ora group}}

==References==

[[Category:Kotahi]]