Care Tracking is the electronic workflow for reviewing and documenting care tasks for your residents. Care Items shown in Care Tracking come from a resident's Care Plan. Care Plans are either autogenerated and published upon Evaluation and Service Plan completion, or created manually.
Customize Care Tracking workflows
Care Tracking can be configured to align with your community’s operational needs. The following high-impact settings are managed within Care Settings.
Care Planning Options
- Require Time Taken: Requires staff to enter the amount of time spent completing care tasks.
- Chart Care Start/Stop Time: Requires staff to record when a task begins and ends.
- Allow Float Care: Allows staff to move a care task to the same Care List 24 hours in the future.
- Care Plan Recommendations: Displays notification badges when Care Plans have been updated.
- Display ___ on Assessment PDFs: Controls visibility of Care Points, resident contact details, and Health Profile information in exported documentation.
For assistance with configuration, contact your Account Manager or ALIS Customer Success Team.
Other Care Settings and Organization
- Care Program: Separates standard care from additional services (e.g., Housekeeping, Activities). Additional programs require separate Care Plans on individual resident profiles.
- Care Shifts: Defines time-based groupings of care tasks across a 24-hour period and appear as tabs in Care Tracking.
- Care Category: Groups related care tasks (e.g., ADLs, Safety).
- Care Lists: Organizes caregiver assignments (commonly by floor, hallway, or unit).
- Care Item: Represents an individual task assigned within a Care List.
Enable and Access Care Tracking
When you first onboard to ALIS, we will assist you with coordinating the 'go-live' date in which your Care Tracking becomes available.
To access Care Tracking, click on the dashboard icon.
Care Tracking landing page
The Care Tracking landing page is organized by Care Shifts. It defaults to the current shift based on the time of day when you click on the icon.
Each shift tab displays your predesignated Care Lists in which the specific Care items, or tasks, have been scheduled. If you have additional Care Programs, those Care Lists will also be shown on this page and tagged with the name of the Care Program.
Each shift displays:
- Assigned Care Lists that contain associated Care Items, or tasks.
- The Care Program the Care List is associated with.
- Shift progress toward completion.
Click Print to generate a blank PDF of scheduled tasks for the shift.
Click Record Care to access a specific Care List to document outcomes.
Record Care page
Selecting Record Care opens the Care List for documentation.
Filters and Display options
Use the filters to refine the list by a specific Resident, Care Item, resident room number, or resident Product Type.
- Sort the list by Time (default) or resident room number. If your administrator has prioritized Care Items for you, there will also an option for Priority.
- Toggle to view the list in Ascending/Descending order.
- Use Expand All (default), Expand With Notes, or a Collapsed view in which only an overview of residents and number of tasks are shown.
- Select Show Recorded to display completed tasks. Recorded items will otherwise be hidden from the list.
Additional Tools
- Click Record PRN Care (if enabled in settings) to document as-needed tasks from this page. Read more about PRN Care in this article: How to Record PRN Care.
- Click Print to generate a PDF containing a template of all Care Items within this Care List during this Shift time.
Task Grouping
The page shows when tasks are scheduled during this shift.
- Based on your community's settings, the time banner may say 'Anytime During Shift', show the specific time in which tasks were scheduled, or Priority #.
- Below the time banners, scheduled Care Items are grouped by resident.
- For each grouping, there are links to the resident's Care Plan, Tracking Sheet, and Facesheet.
For assistance with configuration, contact your Account Manager or ALIS Customer Success Team.
Care Item Details
Based on your Care Item settings, additional tools or actions may be available.
These include:
- Instructions specific to the resident or task. These are typically captured upon Evaluation and Service Plan completion. Users with access can update these instructions at any point on the resident's Care Plan.
- View last 30 days outcomes generates a PDF report.
- Float Care option allows you to move that item to the same Care List, 24 hours in the future.
- Time Taken field is most commonly optional, but may be required based on settings .
- Outcome selections may vary (e.g., Completed/Not Completed, Yes/No, or Custom options).
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Notes field may be optional or required.
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If the Notes field is enabled, you can use speech-to-text transcription to quickly document care details:
- Select the microphone option in the Notes field
- Speak clearly and at a steady pace
- Your speech will convert to text automatically
⚠️ Important: Always review and edit your notes before saving.
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- Option to Create an Observation with the Care Item's Outcomes and Notes.
How to Record Scheduled Care
Select the appropriate outcome for each care item (Completed / Not Completed, Yes / No, or Custom options).
- If the amount of Time Taken is required, add that information.
- To save, click Record Care.
- If this button is not available, this is likely because not all required fields were filled in on your Care Items.
💡Tip: Document outcomes for multiple Care Items before clicking Record Care to record all at once.
Record or Schedule PRN Care
Whether you record or schedule PRN Care, this creates a "PRN" Care List for the specified shift on your main Care Tracking landing page so that you always have a way to access and update the item outcome.
Record PRN Care
Click Record PRN Care (in Care Tracking), or click the Dashboard icon (from Dashboard).
In the pop-up window, enter the required details:
- Resident Name
- Care Item
- Outcome
- Date and Time (update if needed)
💡Tip: Enter the Time Taken and add notes for PRN care. These serve as helpful data points for administrators to refer to when reviewing residents' Care Plans.
Schedule PRN Care
Use this option to plan temporary care needs for a specified date range in advance. This is commonly used when the care needs do not require more permanent changes to the Care Plan.
- Schedule PRN Care by using the Dashboard icon.
- Enter all Care Item details and select the Schedule Range and Time (when the task is scheduled to occur).
- Include Instructions (optional) to be visible for care staff at the point of recording.
Printing Care Lists
Care Lists can be printed for offline use.
- Use the Print button within Care Tracking, or
- Access the Print Center for additional formats. Refer to this Print Center Reference Guide guide.
Reporting
Care Tracking data is available for efficient analysis through Reports > Care Reports > Recorded Care.
Recorded Care Report
Report filters include:
- View care outcomes by shift or date range
- Recorded vs. Not Recorded
- Care List, Shift, or Time Range
- Rescheduled Care or PRN Care
- Print or Export to Excel
Related Articles:
- How to Record PRN Care
- How to Schedule PRN Care
- How to Review a Care Plan
- Why aren't the resident's Care Items showing in Care Tracking?
- Print Center Reference Guide
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