When we access Safeguarding, the first page we will see is the Concerns page. This will show tabs for any Categories we have set up and the Risk Assessments tab.
Clicking the Category tabs will show any Concerns that have been added to the Category. The Risk Assessments tab will show any Risk Assessments that will need to be re-assessed. Risk Assessments are covered in a separate video.
Adding Concerns
When adding a new Concern, we will first need to select which Category we wish to add it to, if we have more than one Category, by clicking the relevant tab. We’ll then need to click the Add Concern button. This will bring up the Add Concern window, where we can add the details of the concern.
We can check if the person involved is already in the system, using the search bar at the top of the page. Simply start typing the person’s name and, if they are already in the system, their name will appear below the search bar and we can click the name to add the details. Any missing information can be added by clicking in the relevant box.
If the person is not already in the system, we can add their details manually, by typing them in.
If there is an additional person involved in the Concern, we can switch on the toggle and enter their details, as well, using either the search or typing them in manually.
We will need to enter Notes about the Concern, which can be typed into the Notes area. We won’t be able to Create the Concern without entering a note.
By default, the date of the Concern will be today’s date. If the date of the Concern is different to today, we’ll need to switch on the toggle and enter the date of the Concern.
Finally, we can attach any relevant files to the Concern by clicking Choose Files in the Add Files section.
Once the details we have, have been added, we can click the Create Concern button, to create the Concern.
We will then be taken back to the Concerns page and we will see the Concern listed.
Viewing Concerns
We can view a Concern by clicking the eye button to the right of the Concern and this will show us the details of the Concern.
We will be able to see the person, or people, involved in the Concern. If they have an Unknown Person Type, we will be able to change that by editing the Concern.
In the Concern Information section, we will be able to see the Stage of the Concern, who is able to View the Concern, when the Concern was added, the Date of the Concern and any Attachments that have been uploaded.
In the History section, we can see any notes that have been added to the Concern. To view the notes, we’ll need to click the eye button on the right.
Editing Concerns
To Edit a Concern, we will need to click the eye button to view the Concern first, and then click the Edit Concern button, at the top of the page.
If the person, or people, involved in the Concern have not had a Person Type selected, we will need to select a Person Type from the drop down.
In the Case Information section, we can change the Stage for the Concern, using the dropdown list. We can also add and delete attachments for the Concern.
Concern Linked to will allow us to link another person to the concern, by clicking the Add Person button. We can then complete the additional person’s details and click the Add Person button at the bottom of the window.
If we have added any Custom Fields for the Concerns in the Category, we can now see them and complete them.
Finally, in the History section, we can add new notes to the Concern, by clicking the Add Note button. When adding a new Note, we’ll be able to add attachments and select the Note Type. If the note should not have today’s date attached to it, we can switch on the This is a historic note toggle and enter the relevant date.
We can also view notes, in the History section, by clicking the eye button and, if we have the relevant permissions, we will be able to delete notes, using the Delete button.
If we make any changes to the Concern, we’ll need to click the Save Concern button, at the top of the page, to save the changes.
Deleting Concerns
To Delete a Concern, we will first need to click the eye button, to the right of the Concern on the Concerns page, to view the Concern. We’ll then need to click the Delete Concern button at the top of the page. Once we’ve confirmed that the Concern should be deleted, it will be removed from the Concerns page.
Depending on the settings, the deleted Concern will either be archived, or removed from the system completely.