Exiting a participant and keeping their records

Exit or transition a participant, finish the exit checklist, and understand how long the record is kept and what happens to it afterwards.

Before you begin

• The Exit participants permission.
• Agreement on the last day of service and where the participant is going.

Exit or schedule an exit

1. Open the participant, select the More actions menu (…) and choose Exit or transition.
2. Set Last day of service is the day before: the date entered is the exit date.
3. Choose the Reason and, optionally, Moving to.
4. Under Future shifts, choose Cancel them or Flag them for review.
5. Keep Remove care network and family portal access ticked unless there is a reason not to.
6. Write a Transition handover for the next provider if they need one.
7. Select Exit now, or Schedule exit for a future date.

Finish the exit checklist

The exit card on the Overview tab tracks Future shifts, Service agreements ended, Final invoices sent, Network and portal access removed, Documents returned and Transition handover.

1. Check the automatic items show what was done, for example how many shifts were cancelled.
2. For Final invoices sent, Documents returned and Transition handover, select Done or Not needed. Select Undo to change it.
3. To stop a scheduled exit, select Cancel exit, enter Why and confirm.

If the participant has died

1. Choose the deceased reason; the dialog warns that a death is a reportable incident.
2. After the exit, follow the prompt to log the incident.

Keep and export the record

1. The record stays readable after exit; nothing new can be rostered, noted or committed against budgets from the exit date.
2. To give a copy to the participant or next provider, select Export record (PDF) from the More actions menu.
3. Retention rules are in Settings → Security and privacy (select Manage on Data retention). Participant records are kept at least 84 months from the last service, then anonymised rather than deleted.
4. Place a legal hold on the Legal holds tab of the privacy page if the record must not be anonymised.

If they come back

1. Open the exited record and choose Re-enter into intake from the More actions menu.
2. Add an optional reason and confirm. The same record moves back to intake; medicines put on hold at exit stay on hold until a nurse resumes them.

Tips

• Use Put on hold instead of exiting for a hospital stay or holiday; future shifts are flagged for review.
• Finance, rostering and quality roles are notified when a participant exits.

If something goes wrong

You can’t create a new record for a returning participant

Their NDIS number is still on the exited record. Use Re-enter into intake instead.

Cancel exit won’t save

Enter a reason of at least 3 characters.

Exit or transition isn’t in the menu

It needs the Exit participants permission, and isn’t shown on a participant who has already exited.