In this tutorial we will cover how to add accident forms, for both accidents at home and accidents that have occurred within your setting. These forms can be sent directly to parents and carers, and can be signed off by them either digitally, or in person (depending on the preferences chosen by your setting).
The Accidents & Medication feature is automatically included as part of the Care Diary, but can be enabled by itself if the wider features of the Care Diary are not needed. You can manage which is enabled by going to Configuration > Features. Alternatively, take a look at our tutorials for enabling the whole Care Diary or for enabling Accidents & Medication only.
In this tutorial we’ll look at this feature from the browser, but you can also add accidents at home and in the setting via the Tapestry app. For information on accessing this feature via our app please take a look at this tutorial.
Start by logging into Tapestry, and heading over to the Care Diary in the left hand menu, or Accidents & Medication, depending on which feature your school or setting has enabled.
Choose the child from the list you wish to add an accident for. A modal will appear showing you the options you have available. For this example, we are using the Accidents & Medication only version of the feature.
If you have the Care Diary enabled, you will have more options to choose from. In both instances, select the Accident option to continue.
Now you can choose whether you want to add an ‘Accident in setting’ or an ‘Accident at home’.
Accidents in settings
Let’s start with adding an accident that has occurred in your setting. Choose the ‘Accident in setting’ option from the modal, and Tapestry will open a new accident form.
Fill in the form as you need to; the time defaults to the time this new form was opened, but you can tweak it to add an accident retrospectively if you need to. You can also add a body map. The First Aider will default to your user, but you can choose someone else from the dropdown if it was someone else who dealt with the accident. When you’re done, click Create.
The form will now appear on the screen, and you will see a label saying ‘Not shared with relatives yet‘.
Accidents at home
Recording accidents that have happened at home works in an almost identical way to adding accidents that have occurred in the setting. Choose the ‘Accident at home’ option from the modal, and Tapestry will open a new accident form:
As you can see, the form is very similar to the form used for accidents in settings. The only differences are that the first box is called Accident details and you can manually write in who reported the accident to you, rather than add a first aider.
Fill in the form as you need to; the time defaults to the time this new form was opened, but you can tweak it to add an accident retrospectively if you need to. You can also add a body map. Record which person reported the accident to you as well in the Reported by section. When you’re done, click Create.
The form will now appear on the screen, and you will see a label saying ‘Not shared with relatives yet‘.
Sharing accident forms with relatives
Both types of accident form will require signing off by a parent or carer. It’s important to note that only relatives on Tapestry who have been given parental responsibility for the child will be able to sign the forms and view the accident from their account.
If you have chosen not to enable the Care Diary/Accidents & Medication feature for relatives, then you will only see the option to collect a signature in person. If the feature is enabled for relatives, then they will be able to either sign the forms digitally on their device, or do a ‘quick-sign off’ from their device.
Which sign-off option relatives can use will have been set by a manager when this feature was first enabled. A manager can change them at any time by going to Features > Care Diary Settings OR Features > Accidents & Medication Settings, depending on which feature is active.
All forms added to this feature will live in one of two tabs on the main page. Navigate back to the Care Diary or to Accidents & Medication and you’ll see the three tabs at the top.
If staff at your setting don’t have permission to sign off their own forms, their forms will appear in the middle tab Forms requiring approval, where a manager can check them and approve them.
You can change permissions for all or some staff members at any time by going to Configuration > Staff > Staff User Permissions > Care Diary/Accidents & Medication.
When forms are ready for sign-off by a relative, they will appear in the last tab, Forms requiring sign off:
In this screen, you’ll be able to share forms with relatives if you haven’t already. Do this by clicking the button to the right of each entry. After forms have been shared, you’ll see a green label telling you it has been shared successfully.
Now it’s over to the relatives! They will be able to see accident forms that have been added for their child in both the web browser and app versions of Tapestry, and sign them off. They will either be presented with a digital signing box for a signature, or a button to sign off the accident (depending on what your setting has chosen as a preference):
Once the forms are signed, they will disappear from the Forms requiring sign-off tab, and will instead be stored in the child’s entries list for that day.
You can view and export all accident forms through the monitoring screen. This tutorial will run you through it.
Did you know you can also add incident forms to Tapestry as well? Use the buttons below to explore more tutorials.