This article looks at how to make temporary changes to visit allocations (e.g. due to care worker sickness or holiday), when the visit(s) is assigned via a Run.
Using the Plan to reallocate visits from a Run
If a visit has been assigned to a care worker via a Run, it will appear twice on the Plan:
You will see that the version of the visit against Lisbeth is a pale / soft colour - this implies that it cannot be dragged onto another care worker from this screen.
However it is perfectly possible to drag the visit from the Run onto another care worker, which will only apply the change as a one-off for that particular day. For instance below shows the result after we drag the visit from Lisbeth to Thomas, perhaps because Lisbeth is sick:
You will notice that the booking is no longer shown against the Run - this is because the visit is now assigned directly to Thomas for this particular day, rather than via the Run.
This drag and drop method can be used to reallocate one visit at a time, and allows the visits which were on the Run to be split across multiple cover carers. However note that this method can only be used on single handed Runs. Double-handed Runs can be reallocated from the Plan by clicking on the visit, selecting edit and reallocating from the event form.
To learn how to move all the visits on a Run to a different carer for one day, see below.
Reallocating Visits already assigned via a Run (e.g. due to care worker sickness)
To reallocate all visits on a run from the regular care worker to a replacement care worker for a particular day, e.g, due to the regular care worker being sick, first locate the run:
In this example, Lisbeth is assigned to the Northern area AM Run every Tuesday. However on Tue 7th March, we want to allocate the run to someone else.
To do this, click on the run allocation (where Lisbeth’s name is shown), select Edit, then replace Lisbeth’s name with the required care worker.
If the replacement care worker selected meets the criteria for the visits in the Run for this Tuesday but isn’t also available for future Tuesdays, they will not appear in the list of available care workers if you type ? or the first few characters of the name. But you can still allocate them to the run for a single day (assuming they pass all other validation) by typing in a few characters from their name followed by a question mark in order to select them as shown:
This shows all the care workers who match the typed characters, even if they don’t meet the criteria for recurring availability. To select a carer for just one occurrence of the recurrence pattern, click on their (crossed out) name and click save, and on the dialog that appears select Only this event:
