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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.

We have firsthand experience in witnessing the profound impact that arises when care providers can effortlessly showcase their compliance, minimize risks, enhance quality, and possess a well-defined roadmap to guarantee the delivery of the finest service possible.

Today, there are more than 260,000 people under the care of ionMy. Through the years, we just reinforced our belief that technology is a fundamental tool to bring people together, to improve work and relationships and to deliver better care.

The use of ionMy can both speed up and improve decision-making processes. It allows providers to work more efficiently, reduce the administrative load and increase the time available for care. As a result, consumers have improved outcomes, and care-providing organisations can operate more efficiently.

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.

DataWatch – Dashboard Settings
Learning Objectives

After this course, learners will be able to:

·             Identify DataWatch Alerts tools and their capability

·             Explain capabilities to others

·             Configure and administer DataWatch Alerts

Prerequisites

Before starting this training/workbook, learners need to:

·             Be able to access and navigate ionMy

·             Understand basic concept of configuration in ionMy

·             Understand your ogranisation’s system requirements

·             Know your organisation’s alert requirements

How to use this Guide

This guide intends to walk you through DataWatch Alert features and how to configure them. 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.

Introduction

The DataWatch feature within the ionMy solution is a powerful monitoring tool designed to enhance organisational compliance by offering visual oversight and proactively alerting users to potential risks and issues across various operational areas. By enabling automatic notifications for unresolved issues, threshold, repeated events, and emerging trends, DataWatch Alert helps organisations maintain compliance, improve response times, and manage risks more effectively.

The monitoring system is highly configurable, allowing users to set up customised alerts through a simple wizard interface. This ensures that key personnel are informed promptly about critical incidents in areas such as clinical care, governance, and human resources, enabling timely decision-making and intervention.

This feature provides a centralised location where users can manage alerts effectively. The Alert Setup page displays a comprehensive list of all alerts configured via the wizard, offering users a clear overview of their Data Watch alert configurations.

· Filter and View Alerts: Users can quickly locate and view specific alerts using the event dropdown filter, which allows filtering by various event types (e.g., incidents, infections, hazards, risks, or complaints). This makes it easier to monitor and manage alerts relevant to specific areas or criteria.

· Enable/Disable Alerts: Easily enable or disable Data Watch alerts as requirements change

· Wizard Setup for Configuration: Each alert can be set up and customised through a user-friendly Wizard Setup process. The wizard guides users through a step-by-step configuration, ensuring that alerts are tailored to their specific needs and criteria. This structured approach simplifies the alert setup, allowing for:

1. Selection of alert type and event area.

2. Defining criteria and parameters for the alert.

3. Assigning recipients and setting up alert messages.

4. Reviewing and confirming the alert setup before finalising.

ionMy’s DataWatch offers several key benefits:

1. Proactive Risk Management: Data Watch Alerts provide real-time notifications for unresolved issues, threshold breaches, repeated incidents, and trends, enabling users to identify and address potential risks before they escalate.

2. Customisable Alerts: With its highly configurable wizard setup, users can tailor alerts to their specific needs. Alerts can be set up for key operational areas like clinical, governance, and HR, ensuring relevant personnel are notified promptly.

3. Improved Decision-Making: By delivering timely data and insights, Data Watch Alerts empower managers to make informed decisions quickly, improving the organisation’s ability to respond to incidents, minimise harm, and maintain compliance.

4. Enhanced Monitoring:The alert system enables continuous oversight of incidents, infections, hazards, risks, and complaints. It provides a centralised dashboard for easy access to triggered alerts, ensuring nothing goes unnoticed.

Getting Started

This training will guide you through the process of setting up Alerts for the DataWatch Dashboard.

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1. Navigate to your ionMy homescreen dashboard

2. Hover your mouse on DataWatch Alerts and select “Alert Setup”

3. You will be redirected to the Alert List page

4. Click the Wizard Setup tab

5. The page will display 4 alert types for alert configuration

The following 4 alert types are available, providing flexibility in monitoring different scenarios:

· Unresolved Escalation Email Alert: Notifies assigned users when a specified record type remains unresolved beyond the specified timeframe.

· Unresolved Threshold Email Alert: Triggers when a defined threshold of unresolved records is reached against one or multiple people, prompting action.

· Repeated Email Alert: Activated when a particular event occurs repeatedly within a set timeframe, highlighting potential recurring issues.

· Trend Email Alert: Monitors patterns or trends over time, alerting users to emerging situations that may require intervention

The setup wizard consists of 7 detailed steps, each designed to provide flexibility and control over alert configurations:

1. Select Alert Type: Choose the type of alert to be set up based on the monitoring needs.

2. Select Alert Area: Define the area where the alert will apply (e.g., incidents, complaints, risk etc).

3. Define Criteria: Set specific criteria that trigger the alert based on events.

4. Assign Recipients: Specify which employees or positions will receive the alert notifications.

5. Setup Alert Message: Customise the alert message that will be sent when the criteria are met.

6. Review & Confirm: Review the alert setup details and make necessary adjustments before finalising.

7. Finish: Complete the setup and activate the alert.

For this walk through we will look at creating an unresolved escalation type alert, however, please note that the same process applies to trend alerts.

i. Click on the Unresolved Escalation Email Alert tile

ii. The blue Next Step button will be enabled. Click on that button

iii. The wizard will direct you to the Alert Area step where the modules shown in the below image can be monitored.

iv. Click on the applicable tile e.g. Incident

v. The blue Next Step button has been enabled, click on the Next step button

vi. The wizard will navigate you to Define Criteria step

vii. The “Enable Alert” toggle button will be enabled by default

viii. Select the Category for the alert you wish to receive should a record of that type remain unresolved within the specified timeframe, for example Consumer > Falls

ix. Enter the Timeframe rules, eg. 5 days, 2 weeks, 1 month.

x. The Next Button will be available or selection once all fields are completed in the Define Criteria step. Once clicked, the wizard will take you to step 4 “Assign Recipients”

xi. Select the radio button option for selection. There are four options for selection:

• Staff member(s)

• Selected Position(s)

• Selected Unit and Position(s)

• Selected Commitee

 Note: “None” will be selected by default

xii. Select the recipient(s) name, position or Committee

xiii. Click on the Next step button. The system will take you to step 5 to setup the Alert message

xiv. Enter your Alert Subject line. This is what is displayed in the recipients email inbox upon receipt.

xv. Type your alert template in the Message field. We recommend selecting some arguments from the available ddl to include in your template to ensure the recipients alert includes relevant information in a timely manner, offering them a helpful overview of the issue at time of receipt.

Please refer to the System Administration – Alert Setup training manual for further guidance on configuring alert messages.

xvi. Tick the *Generate SMS checkbox if you want the alert to be sent as a text message.

*charges apply

xvii. Click the Next Step button. The page will take you to step 6 “Review & Confirm”.

xviii. Review the alert setup details and make any necessary adjustments before finalising. This is done by clicking the blue Go Back button to the required step, where you can modify the settings and resume clicking the Next Step button to return to the Review and Confirm step.

xix. Click on the “Save changes” button, to save your alert configuration

xx. The page will redirect you to Step 7, "Finish," where a green message will appear, confirming that the alert configuration has been saved successfully.

xxi. To configure more alerts you can click on the “Setup New Alert” button. This will direct you to the “Alert Type” page

xxii. To go back to the alert list page you can click on “Finish - Back to List” button

Repeat the same steps to configure alerts for “Trend Email Alerts”

For this training we will look at creating an unresolved threshold type alert, however, please note that the same process applies to repeated event alerts.

i.          Click on the “Unresolved Threshold Email Alert” tile

ii.          The Next Step button will be enabled, click on that button

iii.      The wizard will navigate you to the “Alert Area” page

Note: Only Incident, Infection and Complaint modules are available for Threshold and Repeated alert types.

iv.           Click on the tile e.g. Incident

v.           The Next Step button has been enabled, click on the Next step button

iv.           The system will take you to Step 3 to Define the Criteria for this alert

iv.            Enter the Minimum Threshold (only numeric values are allowed). Eg if you want to be alerted to one customer having had the same event type occur more than twice within a 5 day timeframe you would set Minimum Threshold to 2

iv.             Select “Related People” ddl,there are two options available:

Single: Refers to one individual involved in the threshold alert criteria. The alert is triggered based on the event or data related to a single person, such as an incident involving one person falling multiple times within a short timeframe.

Multiple: Refers to more than one person being involved in the threshold alert criteria. The alert is triggered when the data or activities affect multiple individuals, such as infections involving a group of staff members and/or clients, warning you of a potential outbreak.

v.            Enter the Timeframe for the monitoring to trigger an alert. In the example mentioned at vii above, we would set the timeframe to 5 days.

vi.         Click on the Next Step button

vii.         Follow steps xi - xxiii as listed in the above “Unresolved Escalation and Trend Email Alert Types” section to finalise this alert setup.

Repeat these same steps to configure “Repeated Email Alert” types.

The Alert List page displays a comprehensive list of all alerts configured via the wizard, offering users a clear overview of their DataWatch alert configurations

1. Click on the Alert List tab

2. The page will show all the existing DataWatch alerts your organisation has configured

3. To view an alert for a specific area, you can select the area from the “Filter by Event” ddl

4. To edit an alert, click on the blue edit pencil in the left column, which will take you to Step 4 of the Wizard Setup

5. To Enable or Disable alerts, you can click on the checkbox under the funnel column and click on the “Enable Disable” button lcoated at the top right of screen

6. A popup dialogue box will appear allowing you to select Enable or Disable button

7. To add a new alert, you can click on the Add New button. This will redirect you to the wizard setup tab

 TRAINING FEEDBACK

Thank you for completing this ionMy training! Your feedback is invaluable to us as we strive to improve our training materials and support services.

Please take a moment to complete this short survey by scanning the QR code below.

Your responses will help us ensure our training meets your needs and provides you with the knowledge and skills necessary to effectively use ionMy.

APPENDIX A – Glossary

Click here to download a copy of the guide

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