1. What is CareMonkey?
CareMonkey is a parent-controlled electronic medical form for organisations with a duty of care. It can be used as an electronic version of the E1 forms parents and Groups have to to fill in for activities, excursions, camps, etc. It provides parents the opportunity to easily update medical information and provide consent for activity attendance with the click of a button, while providing Scout Groups with instant access to this emergency information if it is required.
2. Why CareMonkey?
Scouts Victoria recently implemented CareMonkey state-wide to cover all their Groups for all Scout Activities, Excursion, Camps, and Major Events. Their success with simplifying this for Scouting families has inspired Scouts NSW to try the application as well.
3. What does CareMonkey offer Scouts NSW?
- Access to up-to-date medical information: Parents set up a medical profile for their children once. This profile includes medical conditions and history, action plans if necessary, and emergency contact details. It is the parent’s responsibility to update CareMonkey should anything change; when a parent provides consent for their child to attend an Activity they also acknowledge that the medical profile is up-to-date.
- Electronic Permission Forms: No more paper-based forms! The activity leader / CareMonkey Administrator at Group level can use a template to create a form with the details of the Activity and link the form to the necessary profiles. An email is sent to the parents who can, by the touch of a button, provide consent (or decline).
- Activity Reminders: Reminders can be sent to families who have not responded, at an interval set by the Group Administrator.
- Reports: There is a whole range of reports available, including Activity Responses, attendances, and medical alert summaries.
- Offline access: Going off the grid? No problem! Emergency contact details can be downloaded for off-line viewing by the Group or Activity Leader.
- Future API Integration with ScoutLink.
4. Is the CareMonkey system secure?
Yes. The CareMonkey system uses sophisticated security measures to keep data safe. All personal health information managed by CareMonkey for Asia Pacific customers is stored in Australia (Sydney) and will never be stored outside of Australia.
You control what information is available and can update the information and remove access at any
time. The details will never be made available to any other party without your permission. Your details will never be used, sold or rented to another organisation for any purpose.
5. Who will be able to see my or my child’s information when I share this with Scouts NSW?
Your Group Leader, Section Leaders or Administrators responsible for your data may have access to your care profile, as would an Activity Leader. Access to CareMonkey will mirror the access permissions in ScoutLink, ensuring that access is available for those who need it to exercise a duty of care e.g.; District Commissioners will have access for District Camps and Activities, whereas Group Leaders will be restricted to their own Groups and Activities.
Access requires usernames and passwords and all data is encrypted in the database in line with best practices for health information. Your Scout Group understands the information provided by you is private and sensitive; The Leaders have the same high level of confidentiality with this information as they do with paper-based records.
6. Do you keep track of who is looking at the Care Profiles?
Yes, the CareMonkey system audits all users of the system at the Scout Group. It automatically tracks every occasion a care profile is viewed; by which user and when.
7. What happens when I or my child leaves Scouts?
When you or your child leaves Scouts, the profile will be archived and not available on mobile devices anymore. Furthermore, any new changes you make to the profile will not be shared with the Scout Group. Archived profiles will only be accessible by the State administrator to facilitate compliance with legislation.
This does not delete the care profile from your account. You still control the care profile and can continue to use it and share it with other trusted individuals or groups. You can also manually delete access to the group yourself after you or your child has left Scouts.
8. How often do I need to update the information?
Once you’ve completed the care profile for yourself or your child, it is easy to keep it up to date. You will only need to update data when things change. For example, a new emergency contact, updated mobile phone number, a new medical condition, an updated asthma plan and so on. The Scout Group may ask you to log in from time to time e.g. to confirm that details are still up to date.
9. Can I use this for other family members and share with other people?
Yes, once you have entered details for yourself or your child, you can optionally create care profiles for other family members. You can share these care profiles with people you trust to care for your loved ones; such as family, friends and babysitters. If another group (such as your school) uses CareMonkey you can share the same profile with that group.
10. My child’s school is using CareMonkey. Do I need to enter the details twice?
No. The care profile you have created for yourself or your child can be shared multiple times. This means you only need to update one care profile and the group, club, school and individuals you share it with have access to the same details. When you make an update all carers who can access the data have the latest information.
The invitation to create or share a profile with Scouts NSW will provide links both for creation (for new users) and to share (for existing users).
11. What happens when there is no internet access?
CareMonkey has a downloadable app on iPhone, iPad, Android phones and Android tablets. These mobile versions store a secure encrypted copy of the care profiles on the device. This means the information can be accessed by the Group or Leaders without internet access.
The CareMonkey system also allows parents and leaders to print a paper report for each profile. Leaders without a smart phone or tablet can access CareMonkey profiles via a PC or laptop prior to leaving for the camp or activity.
12. How much does it cost?
CareMonkey is free for families. If you want to use it for other family members it is free. Families can also download the free app for CareMonkey for iPhone, iPad, Android phones and Android tablets. These mobile versions store a secure encrypted copy of the care profiles on the device. This means the information can be accessed by you even without internet access.
13. Do I need a paper copy if an ambulance is called or for presentation at hospital?
Paramedics do not require a permission form to treat an injured or serious ill patient in an emergency. Useful information available on the CareMonkey profile can be relayed to paramedics during treatment.
Hospitals have their own requirements for treatment and admittance of patients which, in non-life threatening situations, may require contact with the parent or guardian.