2. Concerns Log

Further background information can be found here: Incidents and concerns logging

Process

Please note that, from the flow above, only the items in green are in-scope for development.

Journey

Users will be able to access a summary page (Revalidation - Concerns - Summary View), then click through either in page or on an individual trainee basis (Revalidation - Concerns - Detail Screen (View) & Revalidation - Concerns - Detail (Edit/Save) ) to perform the following functions:

Create new concern

1. Admin reviews all sources of information - from within TIS and from any other sources that they may have received information

2. Navigates to concerns summary list

3. Search & select trainee - it is assumed that all Trainees will be listed on the summary screen, but not all will have any active concerns against them 

4. Selects to add new concern from within the detailed view

5. Completes necessary field data (date of incident, concern type, source, date reported, employer, site, grade, status, admin, follow-up date)

6. Adds commentary - multiple comments can be added to a single concern entry, they will be timestamped and can be edited

7. Attaches documents - only documents with the following extensions can be attached .xls, .xlsx, .doc, .pdf - they can also be removed, downloaded and previewed in browser (.pdf only)

8. Save - this triggers an update to the “last updated date” field

Edit open concern

1. Admin reviews all sources of information - from within TIS and from any other sources that they may have received information

2. Navigates to concerns summary list

3. Selects the appropriate trainee record

4. Views the concern history

5. Select appropriate row to edit and expands it out

6. Updates the relevant field, adds / removes comment, uploads / removes document attachment

7. Save - this triggers an update to the “last updated date” field

Edit closed concern

1. Admin reviews all sources of information - from within TIS and from any other sources that they may have received information

2. Navigate to concerns summary list

3. Selects the appropriate trainee record

4. Views concern history

5. Select item to edit (+end date elapsed) or status has been manually closed

6. Update end date (enables editing) or change status flag

7. Updates the relevant field, adds / removes comment, uploads / removes document attachment

8. Save - this triggers an update to the “last updated date” field

Additional functions / detail

Concern end date elapsed - where the end date elapses, the concern should be automatically closed

Alerting/reminders - where an end date is <7 days, a flag should be applied to the trainee name in the summary list view

Document upload - users should be able to upload multiple documents of max size 10mb to a concern record; limit to these file types .xls, .xlsx, .doc, .pdf

Document removal - users should be able to remove any document from a concerns record; they will be presented with a warning stating this is the case

Document download - users should be able to download files that have been uploaded against a concern, all file types

Document preview - users should be able to preview .pdf files

Export concern record - users should be able to export the entire concerns record to PDF format, so that it can be shared with non-TIS users

Out of Scope

Concerns management - this is a wider function that sits outside of Revalidation and will involve a larger number of stakeholders and is thus out of scope for the current MVP solution for Revalidation