Clinical Manager - FAQs

This guide is intended for general staff who have access to Clinical Manager and outlines some common issues and their relevant solutions.

Sections in this guide:

• Interim Care Plans (CAP to RAC transfers)
• Incorrect Location showing against Resident
• New Admission Workflow Failures
• Tasks Not Completing
• Resident Photo Not Uploading
• Document Management (Resident with Duplicated Name)
• Resident Discharges

Interim Care Plans (CAP to RAC transfers)

Note that assessment forms that are created for any Residents when they are a resident of the CAP facility are no longer valid if they transfer to RAC location.  A new Interim care plan must be started.

Incorrect Location showing against Resident

Note that changes in location do not automatically flow through from Resident Manager to Clinical Manager.  The Location is set independently within Clinical Manager.

If an incorrect location is showing, defer to your CAM,  admitting personnel or Clinical Care Manager to update the Location via Occupancy Management (or log ticket with [e-mail]).

New Admission Workflow Failures

There are several main situations where the New Admission Task Workflow will fail:

• Use of the Status "Waitlist" on manual admission in Clinical Manager - this is never to be used as it does not allow for the workflow to trigger on admission.  All admissions are to be set to "Active".  If this has occurred, log ticket with [e-mail] for resolution
• Admission/Discharge reversal/corrections in Resident Manager - this can sometimes cause the workflow to fail requiring manual workaround
• Respite to Permanent conversion Resident  - will require the manual workaround

Manual Workaround:  Workaround process is for Clinical Management Team to manually re-establish the tasks.  Once this is done, on completion of the next chart entry, the auto generation will kick back in.

Tasks Not Completing

Clinical Manager has an option to create tasks that are often linked to particular forms for completion.  Some of these are automated (ie triggered as part of the New Admissions workflow), others will be added manually.  The behaviour of task completion is as follows:

• If the task / form is added automatically (ie via admissions workflow), then the completion of the task will similarly be confirmed automatically on form completion
• If the task/ form is added manually (as is the case for Clinical Reviews), then the task will have to be manually completed.

Resident Photo Not Uploading

If a photo you are attempting to upload as the Resident's profile picture is failing to hold, it may be due to the image size being too large.  You can reduce the file size by clicking to open the image and selecting the ellipses menu and then "Resize Image".  

Clinical Manager does not publish a formal size limit for Resident profile photos; however, to ensure reliable upload and display, photos should be saved as JPG/PNG and kept under 2 MB

Document Management (Resident with Duplicated Name)

• This situation could potentially create confusion in Clinical Manager, especially under the documentation tab, where it becomes difficult to select the correct profile.
• current workaround is to update the caption with the resident’s preferred name. This adjustment should help us distinguish between profiles more easily and ensure accurate documentation

Resident Discharges

Please note that ALL discharges must be processed in Resident Manager.  No discharges are ever to be processed manually in Clinical Manager.  If there is an issue with a Resident discharge not updating correctly - please log a ticket with [e-mail].