Community Day Programme workflow

Background

This guide explains how to use Kotahi to manage client intake and engagement in the Community Day Programme (CDP). The CDP is designed for mature adults aged 55+ and focuses on social connection, wellbeing, and cultural enrichment.

Referral and Intake

Before Kotahi was implemented, the intake process was managed by the Admin/CDP team using Aiga. This process is now being transitioned to Kotahi, allowing all CDP-related activities to be managed entirely within the CDP/Admin space.

From 30/6/2025 onwards, no referral or client information for CDP will be recorded in Aiga.

The draft workflow for onboarding new CDP clients is outlined below.

Legend

• Green = Kotahi
• Orange = External system or manual
• Blue = Admin process

flowchart LR %% External Referral subgraph EXT[Referral Source] direction TB R1[Email/Website etc.] end %% CDP Admin Flow subgraph AD0["CDP team"] direction TB AD1["<h4>Kotahi setup</h4><br>Create client<br>Add to service<br>Assign staff"]:::kotahi AD2["Allocate to CDP staff"]:::kotahi CM1["<h4>Initial contact</h4><br>Within 48 hours"]:::kotahi T2["<h4>Admin stuff</h4><br>Enrol client<br>Third Party Consent<br>Risk management plan"]:::kotahi T3["Refer to GP for DSL assessment"]:::external T5["Hauora Assessment / goal plan"]:::kotahi T4["BAU"]:::kotahi end %% GP DSL Assessment subgraph GP0[GP] direction TB G1["DSL Assessment"]:::external end %% Flow Connections R1 -. "Referral" .-> AD1 AD1 --> AD2 --> CM1 --> T2 --> T3 --> T5 --> T4 T3 --> G1 G1 -- "Return result" --> T4 %% Styling classDef kotahi fill:#99cc99 classDef external fill:#eb4910,color:white classDef none fill:#ffffff

Core Workflow

Below is the standard service flow once a client is set up in Kotahi:

flowchart LR classDef softGreen fill:#99cc99,color:#000,stroke:#669966,stroke-width:1px; subgraph created[Client Created] CC01[Client set up in Kotahi] end subgraph MIDDLE[Programme Engagement] D[Add client to Group Activities Schedule] D --> E[Client attends Community Day Programme sessions] E --> F[Attendance & Participation Tracked in Kotahi] F --> G[Ongoing Notes & Observations Recorded] end subgraph Feedback[Feedback & Review] GF[Client Feedback Form<br><i>Tri-monthly</i>] H[Review Progress Against Goals] H --> I[Update Hauora Assessment] end CC01 --> MIDDLE MIDDLE --> Feedback Feedback --> MIDDLE class CC01,B,C,D,E,F,G,GF,H,I softGreen;

Key activities

Setup/initiation

Referral form

Referral form There is a Kotahi form for Community Day Programme 'referrals'. Referral information will need to be completed by the respective CDP staff member
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 :

Sharing contact with whanau in Kotahi

Which will simply make a copy of this form for all family members.

Consent documentation

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.

Group activities

Group activities can be created for CDP clients and used to manage RSVPs and track attendance.
When creating an event, you can add clients as participants, including the option to create new client records if they don’t already exist in Kotahi:

Setting up group activities in Kotahi

Follow the form to enter relevant information. Clients 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.

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:

Hauora Assessments

TBD : which questions are relevant to community day programme.

Hauora goals

TBD : Need to think of some predefined goals and actions for community day programme.

Programme Monitoring

Regular tracking requirements:

• Tri-monthly client feedback forms
• Risk management plan updates?
• Narrative case notes
• DSL assessment referrals
• Hauora assessment & goal plans