Reporting Tools for Activity Coordinators

Record keeping is important to ensure continuity of care, quality of care, compliance accountability, and safety.

And yet many facilities continue to maintain paper based records and documentation. If you were to ask activity staff about the challenges of their job, the amount of time spent completing documentation would certainly be one of them.

Moving documentation from paper based record keeping to an online system may reduce staff frustration and promote client-focused documentation among other benefits.

How automated reporting tools can help

Introducing automated reporting tools into the workplace will ease the work burden for leisure staff. Documentation can be a particularly stressful and time consuming part of the job and it needn’t be.

Using online reporting software to capture data can significantly reduce the workload associated with documentation. Instead of sifting through files and folders to find and update information about residents, this information is instantly available to you using an online system. It means:

• Less paperwork
• Effortless reporting
• Improved collaboration
• Easy compliance with Government Accreditation Standards

The Benefits of automated reporting tools

It may be that your workplace has already implemented software to assist with the reporting process, or you may have created your own online forms and systems to make it easier. For many others, a paper based documentation system is still in place.

The benefits of using an online tool for documentation purposes are multifold:

Save Time

• Quick and easy data entry
• Fast access to information - no more searching through files and folders
• Ease of access - records available 24 hours a day

Improve the quality of care

• Fast access to information enhances person-centred care by facilitating better follow up.
• Less time spent completing documentation leaves staff with more quality time to spend with residents.
• The availability of extra time means staff can train/supervise volunteers.

Improve the quality of information

• A streamlined and straightforward reporting process
• Easy to read documentation in printed text without untidy handwriting
• More accurate and up-to-date records because of the improved efficiency in data entry, storage and retrieval.

Improve Communication

• Easy access to resident information provides staff with a better understanding of residents’ needs.
• Convenient way for staff to exchange information clearly.
• Fast communication means better collaboration.

Educational Benefits

• Learn from each other by reading the records entered in by colleagues.
• Improved computer skills contribute to CV and other aspects of life.
• Improved learning experiences for new staff.

Getting started with Toolkit by Golden Carers

If you are not currently using online reporting tools to assist you in the workplace, then Toolkit is a great place to start.

Toolkit launched late 2014 to help activity and allied health staff to:

• Create and schedule activity programs
• Track client attendance and participation
• Generate comprehensive reports
• Easily meet accreditation
• Keep care plans up to date
• Collaborate with staff and volunteers
• Manage progress notes
• ...and much more!

Don’t be deterred by a lack of experience with computers to give it a go - new users learn fast! It is easier than you imagine to get started with and we are here to help.

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Feedback from people using Toolkit

WOW I have only just started using this service and I love it already, easy to use, easy to understand, just love it.
Pauline, Diversional Therapist

I would like to congratulate you on this website. I can see it revolutionising the documentation we are required to do on a daily basis. Thanks again for this great tool!!!
Trudi,Lifestyle Coordinator

I love the whole program. I showed my boss today she was also impressed.I have found extra hours in my day.
Denise, Leisure Coordinator