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.

Table of Contents

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.

By promptly recording and managing records you are aware of or involved in, management can take necessary actions and report to authorities, if required, in a timely manner. The Compliance Portal enables prompt entering and actioning of records. It is available through the Core system and on mobile devices which eliminates delays in recording and accessing information.

Please note: this training will not cover configuration.

Benefits

Reporting through ionMy Compliance Portal offers several key benefits:

1. Comprehensive Record Keeping: Easily access and manage all your compliance records in one central, secure, location.

2. Streamlined Reporting: Submit different types of records including incidents, hazards, and feedback, eliminating the need for scattered paperwork or multiple systems.

3. Dynamic Forms: Experience simplified forms that only present relevant questions, streamlining data entry and improving accuracy.

4. Enhanced Compliance: Ensure adherence to regulatory requirements effortlessly.

Getting Started

Using the Compliance Portal

Accessing the Portal

There are several ways to access the Compliance Portal:

• Your organisation may have provided you with a URL or QR code that opens the portal in a browser tab.

• You may have a shortcut displayed on your device.

• You can access it directly from the ionMy core system.

Steps 1 and 2 below only apply to those accessing the portal through the ionMy core system. Other methods will take you directly to the portal's Home Screen, as shown in Step 3.

1. From the homescreen dashboard, hover over ionMy Portal

2. Click Compliance Portal

Note: Your organisation may have renamed the portal. Please confirm with your manager if you are unsure.

3. 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).

In this manual we will go through logging Incidents, noting the functionality is similar in all of the form types.

4. Click the Incident/Injuries button

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.

1. Tick the Is This a Confidential Record? checkbox if this is a confidential record. This will allow you to select who in the organisation is alerted to, and has visibility of this record once submitted. If this is a standard incident that your leader should be alerted to, do not tick this box.

2. If you ticked the confidential checkbox, further fields will be presented, allowing you to select the record assignee(s).

a) Selected Staff Member(s) will present a msb list of staff names to select from

b) Selected Position(s) will present a msb list of positions to select from

c) Selected Unit and Position(s) will present a Unit ddl and then a msb list of positions

Make your desired selection criteria and relevant name(s) or position(s) from the ddl.

3. We will now select the type of incident you are reporting. This is done in the category tree, likely to be labelled as What type of Incident happened?

Making your incident category selection:

i)          Click the + to expand the ‘parent node’ of the incident type being reported

ii)         Click the + to open any sub-parent nodes to find the incident category/type required

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).

4. Once you have selected the incident category the screen might refresh. This is system smarts, where the form will display specific fields for completion relevant to the incident type you have selected. Continue filling in the incident details.

5. Field names prefixed with a *red asterix signify that the field is mandatory for completion. In our example above, the Incident Date, Incident Time and Location of the Incident are mandatory.

6. Site/Service is always a mandatory field, however, for ease of data entry this will always default to the business unit you work in. You do have the ability to change this if needed, for example you are working at a different site when this incident occurred. Select the value from the ddl.

7. Summary Title of Incident/Injury is a mandatory field in our example, and allows you to briefly describe the incident.

We will now move onto the ‘This Event Involved’ section.

8. Select the Person Involved Type from the ddl. This will control the next field which, depending on what Type was selected, will present the associated list of names.

 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.

9. Select the Person Involved from the ddl.

10.  The next mandatory field is a detailed description of the event. Enter as much information as you can in Description text field. This will ensure that team members reviewing this record after you have saved it will have a clear understanding of what has happened. This may avoid the need for them to contact you for further information at a later date, therefore saving both you and them valuable time.

11.  Depending on your organisations form configuration, you may see the CONTINUE TO THE NEXT PAGE bar in yellow.

If you see this button, please click it.

12. The screen will refresh and present additional fields for completion.

13.  You have the option to Upload any supporting documentation and images that might be beneficial for ongoing review and investigation by your leaders.

14.  Click the blue Add File button

If you are working on a PC or laptop this will open your File Explorer where you can locate and select your required file(s) for upload. If working on a mobile device, your camera will be accessed where you have the option to take a photo or select from your existing images.

15. Once all information has been completed to the best of your knowledge, and supporting documentation uploaded if applicable, the record can be saved. Click the Submit button located at both the top and bottom of the screen.

16. If any mandatory fields were missed while completing the form, a red message will be presented at the top of the screen. You will need to locate and complete any missed fields prior to clicking the Submit button again.

17.  If all mandatory fields were completed, a green message will be shown, confirming the new record Reference Id.

18.  You then have the option to:

a) Record New Report Type – this would be a different option from the first page, for instance if you now want to record a Hazard. Clicking this will automatically navigate you back to the Compliance Portal homescreen.

b) Record Same Report Type – this would be another Accident (Incident) and you will be presented with a new incident form for continued data entry.

c) Duplicate Last Submitted Report: Incident/Injury – This option is only presented when submitting incident forms. Selecting this option is useful where you might have to enter the same incident as it involved multiple people and therefore many of the details will be similar to the record previously submitted. Clicking this will present a new incident form with some prefilled data. You can then simply update any aspects that are different to the first incident recorded, eg Person Involved.

d) I am Finished – clicking this will log you out of the Compliance Portal.

Accessing via mobile devices

All steps covered above are applicable when accessing via your mobile device.

As with the core version, you can Click the Submit button once all details have been entered. If you haven’t completed all the mandatory information will receive an error in red advising which fields need attention.

Once all mandatory information has been completed click Submit. The following form displays confirming the record has been submittted. You then have the option to:

Record New Report Type – this would be a different option from the first page, for instance if you now want to record a Hazard. Clicking this will automatically navigate you back to the Compliance Portal homescreen.

Record Same Report Type – this would be another Accident (Incident) and you will be presented with a new incident form for continued data entry.

Duplicate Last Submitted Report: Incident/Injury – This option is only presented when submitting incident forms. Selecting this option is useful where you might have to enter the same incident as it involved multiple people and therefore many of the details will be similar to the record previously submitted. Clicking this will present a new incident form with some prefilled data. You can then simply update any aspects that are different to the first incident recorded, eg Person Involved.

I am Finished – clicking this will log you out of the Compliance Portal.

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 or ionMy Support Knowledgebase >Video Tutorials

APPENDIX A – Glossary

 Click here to download a copy of the guide