CUSTOMER INSTALLATION GUIDE
Congratulations on signing up with CareMonkey! :)
CareMonkey is an electronic health, safety and electronic form system that automatically collects medical and emergency details and makes this important information instantly available to authorised staff via computers, smartphones and tablets so they know exactly what to do and who to call in an emergency.
In preparation for the installation, you'll need the following information:
You'll be uploading a spreadsheet of people you want to collect information about. Click here to view the data required and download the sample Profile spreadsheet.
It is recommended for you to upload a photo for each profile at the time of implementation. If the photos are not available during the time of implementation, you can always refer to Step 8 of this article on how to add the photos later. If you don't have photos, the Profile Owner will be able to upload their own.
You'll upload the organisation's logo into CareMonkey. A .jpeg format is preferable. This is the logo all users will see on email correspondence that comes from the CareMonkey system.
Staff Carer Data
Staff Carer needs access to various groups of people they are responsible for. By uploading a spreadsheet of Staff Carers, the system will create a 'Carer Request' for each staff carer. Click here to view the data required and download the sample Staff Carer spreadsheet.
When you've got this data, you're ready to go...
SETTING UP CAREMONKEY
Step 1: Registration
Click here for instructions to create your account.
Step 2: Organisation Settings
Click here for instructions to:
- Customise the email signature that will be used by the system
- Set the frequency of email reminders
- Authorise staff members to send SMS and/or create eForms
- Upload preferred action plans for asthma and anaphylaxis
- Upload the organisation's logo
Step 3: Profile Settings
A standard profile looks like this.
Click here for instructions to:
- Customise the labels used in the Admin Console
- Select or deselect default profile questions
- Select the type of medical profile required
Step 4: Add Custom Profile or Group Questions
If you have additional questions that you'd like to ask every person, you can add these to the standard profile.
To add custom questions to the profile, follow these instructions.
Step 5: Add Administrators
Organisations can have multiple administrators to help them manage the account. Click here for instructions.
Step 6: Add Profiles
Upload your Profile spreadsheet by following these instructions.
Add Profiles manually by following these instructions.
Note: If you are exporting data from another system to populate the spreadsheet, you can re-run the upload regularly. The system will only import new Profiles and this will keep CareMonkey in sync with the other system.
Step 7: Remove Duplicate Profiles
Check if there are any duplicates and remove them by following these instructions.
Step 8: Import Photos
If you have them, adding a photo to the profiles makes it easier to identify the person and provides a better experience for users. Click here for instructions to add photos.
Step 9: Add Carers
Upload your Staff Carer spreadsheet by following these instructions.
Add Staff Carers manually by following these instructions.
Note: If you are exporting data from another system to populate the spreadsheet, you can re-run the upload regularly. The system will only import new Staff Carers and this will keep CareMonkey in sync with the other system.
Step 10: Add Groups
You may have created Groups automatically if you had them in your Profile and/or Staff Carer spreadsheets. You can also add Groups manually and assign Profiles to them by following these instructions.
Step 11: Give Carers access to Groups and eForms
Staff members are granted access to Groups so they can view the people they are responsible for. You may have assigned Staff to Groups in your spreadsheet but you can also add Staff to Groups manually by following these instructions.
Step 12: Set Administrator Notification Settings
Each Administrator should set the frequency they wish to receive email notifications regarding certain changes to data. Click here to view the options.
Step 13: 'GO LIVE' - Enabling Messaging
Note: It is HIGHLY recommended that your organisation sends out communication introducing CareMonkey to all new potential users of the system several days BEFORE going live. This way, users will be expecting an email invitation requesting sensitive data. There are templates here that can be copied/edited that explain to your users why you are using CareMonkey and the benefits for them.
The CareMonkey system does not send any emails to Care Profile Owners or Staff Carers until the messaging system has been enabled.
To turn on messaging to start sending email invitations to Users follow these instructions:
- Turn on messaging to collect Profile data from users (click Tools/Enable messaging for Profiles)
- Turn on messaging to invite Staff Carers to create their CareMonkey account (click Tools/Enable messaging for Staff Carers)
Congratulations, you've set up CareMonkey! :)
There are many other features to explore including:
- Payment collection
- Injury Reporting
- SMS and Email Messaging
- Mobile Apps
- Roll Call Reports
- Audit Trail
- Private Notes
Video Tutorials and Support Help Lines
Training videos can be found on CareMonkey Training page: https://www.caremonkey.com/caremonkey-training/
For any assistance in carrying out your implementation, please contact one of our friendly support team members at firstname.lastname@example.org, chat with us via our Live Chat tool (can be found on the lower right side of CareMonkey pages) or call the following numbers:
- Australia: +61 3 8658 1424
- New Zealand: +64 4887 1874
- United States: +1 650 603 0794
- Europe: +44 800 808 5195