TABLE OF CONTENTS



 Registering


Where do I find my temporary password? 


You should have received an email which will contain your temporary password, this may have gone to your junk mail so don’t forget to check there too!


Why won’t my temporary password work? 


Your temporary password may have expired if it has been some time since you were sent it. Please contact us at support@careology.health or using the help function in Professional and we can provide you with a new temporary password. 


How do I get a new temporary password? 


If your temporary password isn’t working it may have expired, please contact us at support@careology.health or using the help function in Professional so we can provide you with a new one. 



 Dashboard (Patient list) 


Why do I not see any patients? 


This is because you have no patients linked to your organisation. This may be because you have not yet added any patients (you do this by following the add patient button) or because the patients you have added have not yet downloaded and registered the Careology patient app.  Alternatively, the patient may have removed your organisation’s access to their data via their patient app. 


How do I search for a patient? 


There is a search bar near the top of the dashboard where you can search for a particular patient by name, you can also search by partial name. 


How do I add a new patient? 


On the dashboard there is a blue add patient button on the right hand side, If you click this it will bring up a form where you can add the details of the patient you would like to add and a SMS link will be sent to them. They will need to click on the link, download the app and register, they will then show on your dashboard. If they already have the Careology app, they should still click this link anyway as it will attach them to your organisation. 



It can sometimes take up to an hour for a patient to receive the SMS. If the patient has not received the SMS after an hour, you can try sending it again, or contact us at support@careology.health or using the help function in Professional.

 


It can sometimes take up to an hour for a patient to receive the SMS with the instructions on how to download the Careology app. If they don't receive the SMS after an hour, please double check that their mobile number is entered correctly and use the “Add Patient” form to send them another link. If the patient still has not received the SMS please contact us at support@careology.health or using the help function in Professional.



The links expire after 7 days so it may be that their link has expired. Please use the “Add Patient” form again to send the patient a new link. If the patient still continues to have issues please contact us at support@careology.health or using the help function in Professional.


I added a new patient but I can’t see them on my patient list, what’s happened?


A patient will only appear on your dashboard once they have followed the link in the SMS sent via the “Add Patient” form. The patient you added may have not yet downloaded and registered in the Careology patient app.  Alternatively, the patient may have removed your organisation’s access to their data via their patient app. 


How do I schedule a reminder for a call with a patient? 


This functionality is not yet available. However you will be able to do this in the future, either from the dashboard or patient details screen, there is a small grey button on the right hand side ‘+ to call list’.


What do the severity filter options mean? 


This filter allows you to view patients by the severity of their symptoms. Severity options are split into red, amber and green. A patient’s severity level will always correspond to the highest individual level of severity of all the symptoms they have reported. The only exception to this is where a patient has two or more amber level symptoms, in this case they show as red. This traffic light system is inline with the UKONS triage tool, which is a widely utilised recognised tool that is used to a perform risk assessment for patients who have : � 

  • Received systemic anti-cancer therapy including chemotherapy in the previous 6-8 weeks � 

  • Radiotherapy � 

  • Disease related immunosuppression

It is a simple reliable evidence based process that grades the toxicities according to the significance of presenting symptoms and advises action accordingly.




What does the grey on severity filter mean? 


A patient's symptom severity will be grey rather than the standard traffic light system if they have not logged any symptoms, or if the symptoms they have logged are old. You are able to filter the patient list to see only these patients if you wish. 


How do I sort my patient list in a different way? 


Under the search bar on the left hand side there is an option to sort your patients by symptoms, call time, A-Z by last name and Z-A by last name. Alternatively you can use filters on the left hand side of the screen such as severity or pick a particular call window. 


Can I sort my patients by call time? 


Yes, you can either use the sort function at the top left and choose call time which will automatically list all patients with any overdue or with the shortest time period. Or on the very left hand side of the screen there is a call time filter where you can pick a specific call time to filter by, if you do this you will see all patients that are due to be called in the time window you select. 


Why can’t I see all my patients on the dashboard? 


You may have a filter on that you haven’t turned off. Check your filters on the left hand side of the screen and make sure the call list filter is set to all patients. 


How do I know how many patients I have using Careology? 


The number on the left hand side at the top, within the circle is the total number of patients who are using the Careology app and are connected to your organisation. 


Is there a way I can see how often my patients are using their Careology app? 


You currently cannot see an overview of user engagement within the professional dashboard just yet. However, on the patient details screen you can see all the data they have entered which can give you some idea of usage.



 Patient Details


How do I schedule a call reminder for my patient? 


On the Patient details screen, there is a small grey button on the right hand side ‘+ to call list’. If you click this you are able to schedule a call reminder for your patient. 


Can I create a call reminder for a day in the future?

 

Yes you can. When you add a patient to the call list, you can specify an exact day and time to call the patient, this can be any day in the future. 


How do I cancel a call reminder? 


You can cancel a call reminder in two ways. From the patient list screen, where you see your list of patients, if you search for the patient you wish to cancel the reminder for, if you click on the reminder icon on the right hand side of the patient name, you will see a pop up with the option to cancel the call. Alternatively if you are looking on a particular patient details screen, on the right hand side where the call timer reminder appears, by clicking this you will have the same pop up with the option to cancel the call. 


Can I look at a patient's data for a particular date?


Yes you can. If you are on the patient details screen, the calendar on the top left allows you to select a particular month and date. By clicking on the date required you are able to see the data logged by the patient using the Careology app on that date. 


Is there a way I can view the patients data within a time period that I decide? 

At the moment you cannot choose your own time period to display data for but this is something that we will be implementing in the future. Currently you are able to see the patient data for today, last 24 hours, last 48 hours and last 7 days, or by clicking a date on the calendar you can see data for a particular date. 


How do I change the time period in which I can see data for a patient? 


Below the patient's name and personal details on the patient details screen you can see options to select different time periods in which you view your patients data. These are today, 24 hours, 48 hours and 7 days. 


Why is the patient's heart rate not showing? 


This can happen for a number of reasons. The patient may not have an Apple watch or have entered their data in the Apple Health Kit (HR can be manually added to Health Kit and then this transfers into Professional once the patient has then gone back into their app) currently this is the only device that integrates with Careology. Alternatively, if they do have such a device, they may not have accepted permissions to allow data to be shown within Careology, the device may not be charged or they are not currently wearing the device. 


Why is the patient’s temperature not showing? 


The patient's temperature can be inputted manually into the app by the patient, or via a linked device,  if no data is shown they have not recently updated their temperature in the app. 


Why is the patient’s o2 saturation not showing?

 

The patient's oxygen saturation can be inputted manually into the app by the patient, if no data is shown they have not recently updated their oxygen saturation in the app. 


Why can't I see all my patients journal entries? 


If a patient has written a journal entry but marked it as private, this means only they can see this entry. 


How do I download and save a patient's report? 


On the patient details screen, across from the time filters on the right hand side there is a button ‘download report’. By clicking this, a report of the patient's data over the last 14 days will be sent to the email address that is registered with Careology Professional.


What email address does the patient report go to? 


The patient report will be sent to the email address that was used to register with Careology Professional.  Do not forget to check your junk mail. 


Why can’t I edit a patient’s medications? 


Currently, only a patient themselves can input, edit or change their medications using their Careology patient app. Although, in future we plan to enhance this functionality to allow clinicians to input a patient's medications directly. 


Why can’t I edit the patient's treatment regimen? 


Currently, only a patient themselves can input, edit or change their treatment regimen using their Careology app. This is something we will be looking into changing on our roadmap.


What does the adherence rate mean and how is it calculated? 


The adherence rate is based on all the medication dosages the patient should have taken in the time period the clinician is looking at the data for.  It is calculated by dividing the medications taken (both on time or late) by the total medication dosages for that time period. If the adherence rate is above 95% the colour is green, if it is between 65-95% it is orange, and below 65% is red. 


Why does my patient’s medication adherence rate not add up? 


When calculating medication adherence we only include medication that is due to have been taken by the time you are looking at the patient record. For example:

  • Patient has 4 medications scheduled to be taken at 9am/11am/3pm/5pm

  • They’ve taken their 9am/11am/3pm medications on time

  • If you are looking at their record at 4pm it would show 100% adherence even though they’ve only taken 3 since the 5pm dose is not due yet


What do the symptom intensities mean? 


Each symptom is rated on a severity scale of 0-4. This scale is inline with the UKONS triage tool, which is a widely utilised recognised tool that is used to a perform risk assessment for patients who have : � 

  • Received systemic anti-cancer therapy including chemotherapy in the previous 6-8 weeks � 

  • Radiotherapy � 

  • Disease related immunosuppression

It is a simple reliable evidence based process that grades the toxicities according to the significance of presenting symptoms and advises action accordingly. 

Depending on the symptom and the rating chosen, the colour will change accordingly depending on its severity/ urgency. 


What is the difference between on time vs late taken medication? 


A dosage of medication is considered taken on time if the patient logged they had taken it within 30 minutes of the scheduled time. It is considered to be late if the patient logged they took the medication but it was outside of the 30 minute scheduled time window. 


Why is no medication showing up for my patient? 


The patient has not entered any medications into the Careology app for the time period showing; or has nothing due to be taken on the day you are looking at. This means you may not be able to see what medications they are taking and their adherence rate. 


Why can’t I add medication for my patient?


Currently, only a patient themselves can input, edit or change their treatment regimen using their Careology app.


What is the difference between co-morbidities and existing conditions for my patient? 


These sections are for both conditions that your patient has selected that they have. The reason they are separated into these two sections is because co-morbidities are the conditions that are more common for a patient to report. 


A patient is no longer being seen by the organisation, how do I remove them from my patient list? 


You are able to archive a patient by clicking on the archive patient button on the patient details screen on the Professional dashboard. This will unlink the patient from your organisation but they will be able to keep their patient app and all data in there. If you want to reinstate the patient please re-add the Patient with the “Add Patient” form. They will need to click on the link in the SMS they receive. 



 Clinician user / settings


How can I change my own profile details?

 

Currently you are unable to do this yourself. Please contact us at support@careology.health or by using the help section within Professional and we will be able to help you.


How do I change my avatar picture? 

Currently you are unable to do this yourself. Please contact us at support@careology.health or by using the help section within Professional and we will be able to help you.