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About ionMy
For almost 2 decades, ionMy has been steadfastly aiding the care sector by providing specialised solutions tailored to Governance, Risk, Compliance, and Quality.
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At the core of our values lies a deep commitment to community, which is why we have chosen to actively participate in the fields of aged care, community care, and disability services. The ionMy team comprises passionate individuals who are dedicated to both their work and the way they carry it out. You play a pivotal role within our community, and we are honoured to be a supportive presence within yours.
Table of Contents
Learning Objectives Prerequisites How to use this Guide Introduction Getting Started Using the Compliance Portal Accessing the Portal Using the Compliance Portal to log an Incident Accessing via mobile devices Alerts APPENDIX A – Glossary |
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Learning Objectives
After this course, learners will be able to:
Access the Compliance Portal module
Explain capabilities to others
Create a record using the Compliance Portal
Submit a record using the Compliance Portal
Prerequisites
Before starting this training/workbook, learners need to:
Have access to the Portal
Understand your ogranisation’s requirements when entering a record
How to use this Guide
This guide intends to walk you through the Compliance Portal features and how to enter and submit a record. Throughout the workbook, there may be callouts with instructions to watch a video on the ionMy Mastery channel.
Videos are optional; however, they are recommended if you are completing this guide outside of training.
Callouts
Throughout this workbook, you may see callouts. It is important to consider all of these to enhance your learning experience and practice your knowledge.
 | Watch a Video - <video name> Navigate to: https://www.youtube.com/%40ionMyMastery or https://thoughtware.atlassian.net/wiki/spaces/IONMYSUPPORT/pages/3704233/ionMy%2BVideo%2BTutorials | Refers to a video on the ionMy Mastery channel. These are optional, however, recommended when completing self-paced. |
 | Tip - <Tip name> Tips will appear throughouot the document to highlight key information |
Tips are used to highlight important points |
 | Discussion – <discussion topic> Prompts to discuss a certain topic during training. | Discussion points can be used to discuss during training or read if completed self directed |
Introduction
Introduction
Recording information promptly within the ionMy solution empowers organisations to effectively investigate and respond. Timely management of records is crucial for ensuring the well-being of all individuals involved and maintaining a safe environment.
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Please note: this training will not cover configuration.
Benefits
Reporting through ionMy Compliance Portal offers several key benefits:
Comprehensive Record Keeping: Easily access and manage all your compliance records in one central, secure, location.
Streamlined Reporting: Submit different types of records including incidents, hazards, and feedback, eliminating the need for scattered paperwork or multiple systems.
Dynamic Forms: Experience simplified forms that only present relevant questions, streamlining data entry and improving accuracy.
Enhanced Compliance: Ensure adherence to regulatory requirements effortlessly.
Getting Started
Using the Compliance Portal
| Discussion – Compliance Portal vs. Core The Compliance Portal is designed for mobile devices, catering to frontline staff who need to enter records while on the move. It simplifies forms, presenting only the necessary questions for initial submission. The portal does not offer viewing of submitted records; it serves as a repository of blank forms plus provides access to Company Documents if managed within ionMy. In contrast, the core database is more suitable for users on laptops or PCs. It presents a complete form that includes initial questions as well as all details relevant to processing and managing the record until closure. Unlike the Compliance Portal, records submitted here can be viewed within the core system. |
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Accessing the Portal
There are several ways to access the Compliance Portal:
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From the homescreen dashboard, hover over ionMy Portal
Click Compliance Portal
Note: Your organisation may have renamed the portal. Please confirm with your manager if you are unsure.
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This takes you to a screen that will look similar to the one below. (Options shown on this screen is customisable and is covered in the Configuring the Compliance Portal training manual).
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Click the Incident/Injuries button
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Using the Compliance Portal to log an Incident
Once the form type has been selected, the system will navigate you to a blank incident form. The name of the incident reporter defaults to the user who is logged in.
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iii) To select the appropriate incident type, click the words next to one of the ‘child nodes’ prefixed with a blue circle
| Tip – Parent and Child Nodes Consider parent nodes as a folder and child nodes as the incident type. We open a folder (parent node) to select our desired incident category (child node).  |
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For instance, if you select the Person Involved is a ‘Residential Care Consumer’ the ddl will show Residential consumer names. If ‘Staff’ had been selected then the Person Involved would show Staff names in the ddl.
Note: these lists are security based where the list will only show names you have permission to see.
Select the Person Involved from the ddl.
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d) I am Finished – clicking this will log you out of the Compliance Portal.
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Accessing via mobile devices
All steps covered above are applicable when accessing via your mobile device.
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I am Finished – clicking this will log you out of the Compliance Portal.
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Alerts
Once a record is submitted, an email will be automatically sent from the ionMy system to the relevant recipients and assignees to alert them to the record submitted. This will allow them to review and continue processing the record in a timely manner.
 | Watch a Video – Submitting an Incident Record Navigate to: https://www.youtube.com/%40ionMyMastery orionMy Support Knowledgebase >Video Tutorials https://thoughtware.atlassian.net/wiki/spaces/IONMYSUPPORT/pages/3704233/ionMy%2BVideo%2BTutorials |
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APPENDIX A – Glossary
Term or Acronym | Meaning |
GRC | Governance, Risk, Compliance |
ddl | Drop down list |
msb | Multi Select Box |
Click here to download a copy of the guide
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