Recording authorised restrictive practices for a participant

Keep the restrictive practice register up to date: record each practice’s authorisation, approving body, reference and expiry so uses are checked against it and expiry reminders go out on time.

Before you begin

• To record an authorisation you need the Record authorisations permission (Quality and compliance and Administrator roles by default).
• The practice is already on the register. Practices are added when a plan is uploaded with Regulated restrictive practices in this plan ticked (see Uploading a behaviour support plan and its review date).
• You have the authorisation decision from the approving body, with its reference and expiry date.

Find the practice on the register

1. Go to Care → Restrictive practices. The Register tab opens.
2. Use the type chips (All types, Chemical, Environmental, Mechanical, Physical, Seclusion) or the search box to find the participant.
3. To see only practices that still need a decision, use the Authorisation filter and choose No authorisation or Pending.
4. Check the Authorisation, Authority and Expiry columns for the row.

Record the authorisation

1. Select Update at the end of the row. The Authorisation window opens with the participant and practice at the top.
2. Choose the Status: Authorised, Pending, Expired, Declined or Not required.
3. Choose the Approving body.
4. Type the Reference the approving body gave you.
5. Set Valid from and Expiry.
6. Select Save authorisation. You see Authorisation recorded. Expiry reminders are sent before it lapses.

For an Authorised status, Save authorisation stays greyed out until there is a reference and an expiry date in the future.

Keep authorisations current

1. Watch the Pending, expiring or lapsed tile at the top of the page.
2. Read the yellow callout on the Register tab. It lists every practice that needs attention and reminds you that a use without current authorisation is reportable.
3. In the Expiry column, a badge shows the days left when expiry is within 30 days, or Lapsed once it has passed.
4. When a renewal comes through, select Update again and record the new status, reference and dates.

Check expiring authorisations on your phone

1. In the CompanionAxis app for managers, open Restrictive practices.
2. Open the Authorisations expiring tab to see practices whose authorisation ends within 60 days.
3. Record renewals on the web; the app note says recording authorisations is on the web.

Tips

• Expiry warnings go out 60, 30, 14 and 7 days before an authorisation ends. When it expires, a critical Restrictive practice authorisation expired notification says any use is now unauthorised.
• The Restrictive practices in this plan card on Care → Behaviour support shows each practice’s authorisation for the selected plan, with a Register link back to this page.
• Use Export on the register table to give your behaviour support practitioner or auditor a CSV of the register.

If something goes wrong

Add the authorisation reference from the approving body.

An Authorised status needs a reference. Type it in Reference.

An authorised practice needs an expiry date in the future.

Set Expiry to a date after today. If the authorisation has already ended, choose Expired instead.

There is no Update button on the row.

Only people with the Record authorisations permission see it, and only on active practices. Ask your Quality and compliance team.

My state’s approving body is not in the list.

The list has four options today. Choose the closest option, put the full name and reference in Reference, and tell your administrator.