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Kotahi Guide

website·Indexed 30 days ago

https://kotahi-guide-3b96f4.gitlab.io

User documentation for Kotahi, covering client management, Whānau records, and administrative tasks. Includes guides on conducting initial assessments, creating plans, managing case notes, client search, and user administration.

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What's inside Kotahi

  1. Manage Assigned Users for a Client

    Assigned Users are staff members linked to a client record. An assigned user will see the client in their Client List and receive reminders about required Tasks.

    Management options include:

    • Adding Users: Use the select menu in the Assigned Users view to add staff.
    • Quick Add: Click the grey icon in the Client Details section of the Overview page to add yourself as an assigned user.
    • Unassigning: Click Unassign next to a user's name to remove them immediately.

  2. Assign tags to a client

    Any enabled tag can be assigned to a client via the Client Overview page. Locate the Tags section in the top left and click the grey 'edit' icon. To add a tag, click in the empty space within the box and select an available tag. To remove a tag, click the delete button next to the existing tag. Save changes using the 'save' icon or cancel using the 'X' icon.

  3. Understand Admin and Non-Admin user roles in Kotahi

    Kotahi distinguishes between two primary user types:

    1. Admin Users: Possess elevated permissions to manage Tags and manage other Users. Admin users have access to all client records within the organization. Every provider must have at least one Admin to maintain self-sufficiency in staff management.
    2. Non-Admin Users: Can perform all standard operations in Kotahi except for the configuration of other users and tags.

    Note: The default security model allows users to access most data; organizations should apply Privacy Act principles when determining who requires access to client data.

  4. Interpret and analyze Assessment results

    After saving a completed assessment, the Overview screen provides a summary. Clicking 'View' reveals a numeric summary across seven Assessment Areas (Outcome Framework Domains).

    Key interpretation rules:

    • Lower scores indicate higher needs in that specific area, which should be directly addressed in the Whānau Plan.
    • The results graph tracks the date of assessments, allowing users to visualize the Whānau progression journey over time.

  5. Find a client using the quick search box

    The quickest way to find a specific client is using the search box located on the right-hand side of the interface. As you type any part of a client's name, matching clients will appear. Clicking on the correct name navigates you directly to that client's record.

  6. Assign users to a client caseload

    During the client creation process, the current user is automatically assigned. You can add additional colleagues to the client's caseload by ticking their names in the Assign Users section. Assigned users can be added or removed at any time after the record is created.

  7. Complete the Privacy and Consent Form

    The Privacy and Consent form must be completed before any support begins to record agreement for collecting and sharing information.

    Option 1: Paper-based process

    1. Complete the paper form with the client.
    2. Upload the signed form into Kotahi.
    3. Click Save in the top right.

    Option 2: Online process

    1. Open the form in Kotahi with the client.
    2. Complete Whānau details (including all members covered and their relationship to the primary contact).
    3. Review and confirm Consent statements.
    4. Capture the Digital signature in Kotahi.
    5. Click Save.

  8. Manage blog features in Docusaurus

    Blog functionality is powered by the blog plugin. To add blog posts, place files within the blog directory. The plugin supports the use of tags for organizing content. If blog features are not required for the project, the entire blog directory can be deleted to remove them.

  9. Create a replacement or additional Whānau Plan

    To start a new plan when one already exists, untick the Active Plan checkbox. This action:

    1. Makes the Create Plan tab available again.
    2. Moves the current plan to the Previous Plans tab for historical review.

  10. Configure Two-Factor Authentication (2FA) in Kotahi

    To secure your account, set up 2FA using an authentication app (such as Authy, Google Authenticator, or Aegis). The setup process involves:

    1. Adding a new account within the chosen app.
    2. Scanning the QR code displayed on the Kotahi screen.
    3. Entering the 6-digit verification code from the app into Kotahi.

    If you encounter issues during setup, contact your internal IT Support.

  11. Record a client interaction using the Contact / Case Note Activity

    The Contact / Case Note Activity is used to capture details of interactions with a client or Whānau. If a specific Activity type does not fit the interaction, the Contact / Case Note option should be used as a general-purpose alternative.
    1. Open the Contact / Case Note Activity.
    2. Complete the relevant fields.
    3. Save the form.