Reviewing and applying a suggestion

This page is for coordinators, and covers the suggestion dialog: what it lists, how it picks each person, and what apply, take back and put away do.

What the dialog shows

The dialog is called “Review rota changes”. Under the title it says which suggestion this is (“Cover the visits this leave affects for Priya Shah”), or how many suggestions are in it when you opened every waiting one from the dashboard.

Then come the steps. Each step is one kind of thing the rota would do, and you only see the steps that apply:

1. Cancel visits — visits on days the client is away or the organisation is closed. Each row is the visit, who is on it, and why in grey underneath (“Charles Hunter is away from home”). Ticked rows are cancelled.
2. Fill open places — visits nobody is on yet, each with the person the rota suggests. Where nobody at all is free, the row says “No one is free” and has no tick.
3. Swap people — visits where the person on them cannot do it any more, or someone better placed is free: Priya → Tom, with why underneath (“Priya Shah is on leave”).
4. Check and apply — what you left ticked, counted (“1 visit to cancel · 2 places to fill · 1 swap”), and the Apply button.

Every row starts ticked. Untick what you do not want, press Next, and Back if you change your mind. A step title carries its count (“Fill open places · 5”); a long step gets “Tick all” and “Untick all” and scrolls inside the dialog, with the title and buttons staying put. When a suggestion holds only one kind of thing there are no steps at all — just that list and Apply.

If any of the visits have been published, a warning line appears on the last step: “2 of these visits are published. The people on them are told straight away.” That is a warning, not a block.

How it picks

The dialog does not argue its case on the line. It names the person it suggests and leaves the choice to you. Where you want somebody else, untick the row and put them on by hand.

The order is the same one used everywhere in WholeVisit:

1. The care team first: the preferred people on the visit’s own pattern, then the client’s care team order from their record.
2. Then who knows the client: how many times they have seen them in the last four weeks.
3. Then who has hours spare, against their contracted hours.
4. Then who is nearest: how long they would travel from the visit before or after this one, when both clients’ addresses are on the map.

Somebody blocked by the client, on leave that day, no longer with the organisation, or already out at that time is never suggested. Being over contracted hours lowers somebody’s place but never rules them out.

Apply what you want

1. Untick anything you do not want, step by step.
2. On the last step, select “Apply 5 changes”.

Every ticked row goes through the same doors as doing it by hand. The blocklist still refuses, care already recorded still cannot be cancelled or unassigned, and anyone put on or taken off a published visit is emailed straight away. When you are reviewing several suggestions at once, each is applied on its own, in turn.

The dialog then shows “Changes made”, one line per change, with the person coming off and the person going on, or “Cancelled” where a visit was cancelled. Anything that could not be done is listed in red once per reason with a count (“3 not changed: This visit already has everyone it needs.”) and the visits under it, and the rest still went through. A refused swap puts the original person back.

Take it back

Select “Take back these 3 changes” on the suggestion’s heading (the count is that suggestion’s own). Everything that suggestion’s apply did is undone as one piece:

• people it put on come off again
• anyone it swapped out is put back, where the rota still allows it (somebody since blocked, gone or on leave stays off, and the place stays open)
• visits it cancelled are restored
• a place it empties that the old holder cannot return to (blocked since, gone, on leave) is offered again straight away, as a new suggestion

Places where care has since been recorded stay as they are. There is one take back per suggestion.

Put it away

Select “Dismiss suggestion” when the answer is no. It closes the suggestion for good; nothing on the rota changes, and you can still put people on visits by hand.

Dismissing is not “not now”. The suggestion leaves the dashboard and does not come back for the same event. The visits stay exactly as they are, flagged if they were flagged, and you can put people on visits by hand at any time.

“No longer applies”

Opening a suggestion that says “No longer applies” means something has overtaken it. The visit it was about was cancelled, or the leave it offered cover for was withdrawn, or the same subject raised a newer suggestion. Nothing was applied and nothing needs doing. Select “Done”.