Frequently Asked Questions (Parents)

Why CareMonkey?

Child safety in our Clubs and at our events is of paramount importance and we take our responsibility seriously.  We also understand that parents are inundated with paperwork to complete and update at various times throughout the year which is not only time consuming but that can lead to errors in information with the multiple handling and collation of information.  We also wish to support our hard working volunteer Leaders and Staff by providing them with an efficient system to help them provide high quality care whilst reducing their paperwork requirement.  Please read our Letter of Introduction for more information about CareMonkey.

How can I provide my consent if I don't have a piece of paper to sign?

Signatures are collected through the use of your login through either a touch screen device (where you can sign with your finger) or a computer where a signature created with the use of the mouse is provided.  This is more secure than a general consent provided online as you must be logged into your account in order to view and respond to any activity or event consent requests.

Do I need a smart device to use the system?

You do not need a smart device to use this system, however if you do, live data is accessible anywhere providing your device has access to the internet.  Where this is not possible, it has the capability to synchronise with your device to provide you with offline information.

I don't have a computer at home, or a smart device?  Does this mean that my child cannot participate in these Clubs or Events?

We understand that there are some families who do not have internet access at home, but this does not mean that you are automatically precluded from being involved.  You will not need ongoing access in order for your child to be a participant, however you will need access to: set up the Care Profile; provide consent periodically throughout the year; and update the Care Profile as/when required.  For many Clubs and parents this will be no more than a total of 6 times in the year.

 

Most public libraries offer computer and internet access either for free or a small charge; or alternatively, find out what persons in your Church may have internet access either at home or through a smart device that would be happy to share their facilities with you in order to assist with the creation and management of the Care Profile.  They would not need to download the app on any device, nor would they have or maintain any access to your family account or Care Profiles.

You will however require an email address.  If you do not have one, please speak to your Club Leader, Church friend or family member who may be able to help you.  There are many options for email addresses that are free, private and secure.

Is the Seventh-day Adventist Church (Sth QLD) Ltd CareMonkey system secure?

The Seventh-day Adventist Church (South Queensland) Limited CareMonkey system uses sophisticated security measures to keep data safe.

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.

Who can see my or my child's information when I share this with the Seventh-day Adventist Church (South Queensland) Limited in CareMonkey?

The Seventh-day Adventist Church (Sth QLD) Ltd Local Club Leaders and Administrators responsible for your data may have access to your Care Profile (for example, your Club Director and Secretary and/or Conference Children's or Youth Ministries Director/Secretary where relevant).  Access requires usernames and passwords and all data is encrypted in the database.  We understand the information provided by you is private and sensitive and it will be treated with the same high level of confidentiality as is done with paper-based records.  This information will not be used or shared outside of the requirements for the operation of the Club or Conference Event.

Who else can see my or my child's information?

Only people or organisations you specifically give access to can view the information about you or your child.

Do you keep track of who is looking at the Care Profiles?

Yes.  The CareMonkey system audits all users of the system in the organisation.  It automatically tracks every occasion a Care Profile is viewed and by which user and when.

What happens when I or my child leaves the Club?

When you or your child leaves the Club, or the Conference Event is finished, the Care Profile will be archived and not available on mobile devices anymore.  Furthermore, any new changes you make to the Care Profile will not be shared with the Club.

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 and groups.  You can also manually remove access to the Care Profile by the Club yourself after you or your child has left the Club.

I like to stick notes on my fridge so that I don't forget - I'm worried that any information sent through CareMonkey will get lost in my email or phone and forgotten about!

CareMonkey will send you reminders at a set frequency determined by the Club Leader when requesting your consent for an event or activity.  You also have the ability to add the event straight to your electronic calendar from the email/notification.  However if you rely on pinning notes to your fridge, feel free to print out the email once you have provided your consent, and pin it to your fridge!

I cannot complete my child's profile because I have not uploaded an Asthma Plan - but I don't have one.

If your child has asthma, it is important to provide your child's carers with an Asthma Plan regardless of its severity.  This plan will assist with the safe care of your child.  We recommend that you make an appointment with your GP to obtain an Asthma Plan.  Further information regarding Asthma Plans, including a link to plan templates, can be found here.  

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.  You may be asked to log in from time to time (eg. to confirm that details are still up to date).

The Care Profile is completed... why am I getting email reminders?

You will receive email (or text) reminders from time to time asking you to confirm that the details are still correct.  The Care Profile is relied upon to provide high quality care for you or your child, so it is important that it is current.  As such, you may be asked to verify that it is up to date.

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 Profiles with people you trust to care for your loved ones; such as family, friends and babysitters.  If another organisation (such as your school) uses CareMonkey, you can share the same profile with them.

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 on Care Profile and everyone you share it with will have access to the same details.  When you make an update, all carers who can access the data will have the latest information.

What happens when there is no internet access?

CareMonkey has a downloadable app on iPhone, iPad, Android phones and tablets.  These mobile versions store a secure encrypted copy of the Care Profiles on the device.  This means the information can be accessed by Club Leaders and/or Event Staff without internet access.

The CareMonkey system also allows the Club to print a paper report for each profile.

How much does it cost?

The cost of CareMonkey is covered by Seventh-day Adventist Church (South Queensland) Limited.  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 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.

Where is my information stored and how do I know it is secure?

For Australian customers the CareMonkey system is located in a highly secure environment in Sydney, and for our Australian customers, the CareMonkey data will always reside in Australia.

It uses sophisticated security measure to keep data safe and it is backed up every hour.

There is an automatic audit trail.

I don't like having my information online - anyone can get it once it's out there?

The data can only be viewed via an authorised Seventh-day Adventist Church staff or volunteers (eg. Club Leader, first aid personnel, etc) with their unique login and password making data more secure than paper forms.

The data in CareMonkey will never be shared with any other person or group without your consent.

Members control the data that is available and can remove access at any time.

You have the ability to update the data at any time and ensure your details are correct.  This should be done whenever there is a change in information (such as new emergency contact number or a new medical condition).

It is important to ensure these details are up to date before any camp or event to ensure that carers are well prepared to look after Adventurer and Pathfinder members.

Please feel free to talk to your Club Leader or contact us if you have any further questions.

You can also visit the CareMonkey website for more information: www.caremonkey.com

Last Updated: April 2017

 

All Adventurer and Pathfinder Clubs will have access to a CareMonkey account through their Local Church to: collect and utilise medical information (including symptoms to look out for and treatment plans); collect and access emergency contact information; and obtain activity and event consent simply and effectively without having to follow-up with parents, or provide them with wads of paperwork to review and complete.  It is anticipated that this will save time for Leaders and parents, whilst reducing the risk of errors or incomplete information.  CareMonkey will replace some of the previously existing compliance and child safety forms and processes, so it is important that you understand the place that CareMonkey plays and how it can be used to its best advantage.

Frequently Asked Questions (Leaders)

Why CareMonkey?

Child safety in our Clubs and at our events is of paramount importance and we take our responsibility seriously.  We also understand that parents are inundated with paperwork to complete and update at various times throughout the year which is not only time consuming but that can lead to errors in information with the multiple handling and collation of information.  We also wish to support our hard working volunteer Leaders and Staff by providing them with an efficient system to help them provide high quality care whilst reducing their paperwork requirement.  Please read our Letter of Introduction for more information about CareMonkey.

When and where will I learn how to use the system?

We recommend that you visit www.caremonkey.com and watch some of the videos available in the LEARNING menu.  Please note that CareMonkey has a variety of purposes (schools, major sporting organisations, etc), so some of the complex information available in some or part of the videos may not be applicable (incident reporting for example).

As well as this, in order to better assist you in this transition, we are arranging church and/or regional visits to meet with you and assist you with familiarising yourself with the system and gaining confidence.

I'm not very tech-savvy, I'm not sure that I can do this.

We are all given unique and varied gifts from God, and some of us are more comfortable with the technical, online world than others.  We recommend that you find someone in your Club Staff or Church community who is more comfortable with this process and is willing to assist you.  If they are Club Staff and hold a Blue Card, they can be made an administrator and operate under your direction.  If they are not Club Staff and/or do not hold a Blue Card, they must not be given direct access to the system.

Please feel free to discuss your situation with us so that we can do our best to help support you through this change.

How long will it take until I have access to the Administration Panel for my Club? 

We are working as quickly as we can to get the set-up complete, including a main administrator and pre-population of your members (this will be from 2016 data).  We are aiming to have this first step complete by the end of the year, so that we can commence our regional visits in January as we know many of you will be having registration and/or your first event before that first month is over!

What if the parents of my Club are not cooperative with the system?

We understand that there may be some hesitation either from Leaders or parents with the change over to the new system.  We encourage you to do what you can to support them and share with them the benefits for both them and the Club administration.  It is also highly important that you share the Introduction Pack for Parents & Volunteers as emailed out (please contact us to request a copy if you have not received it).  This will give them information about what CareMonkey is and alert them to the process of requesting access to their child's Care Profile.  The earlier you share this information the more time they have to ask the questions and do the research they wish to do before engaging with the system.  Feel free to suggest they contact us if their questions are beyond what you are happy discussing.  They will also have access to parent help directly from CareMonkey.

Some of our parents don't have a personal computer or device, how can they use CareMonkey?

There are some options available to them, and to you as a Leader in supporting them with this process.  They will however need an email address.  With regard to access to a personal computer/device some options would be:

  • Provide a computer or device at registration and/or periodically throughout the year (such as when they drop off their child for camp), so they can provide consent and/or update their Care profile;

  • Many public libraries offer computers with internet access - they will not need to access the system many times during the year and this access would be sufficient for their requirements; or

  • Make some connections within your Church family and link those families who do not have computer or internet access with others who do and are willing to open up their home or share their device periodically throughout the year for the short access times that would be required.

In our Club we have more than one person responsible for the collation and management of member data, consents and child safety, but you have only provided us with one Administrator.

Club Staff with CareMonkey Administrator access are able to create additional administrators.  Note that persons who have Administrator access will be able to create and delete profiles from your Club, as well as send out eforms to parents and generate reports.  If you wish to give staff access to profiles (say for their class or an event), you can do this without making them an administrator.

We like to send our event information to both parents of our members, and this is especially important as some of our members come from split families - but we only have the ability to provide one email address for the member!

This situation can be easily resolved bearing in mind the following information:

  • The email and mobile phone number linked with the members profile needs to be their PRIMARY care giver and will be the person responsible for providing event consent;

  • The parent linked to the member in your Administrator system and who creates the child's Care Profile will be able to share that Care Profile with the other parent;

  • From the Club Administration panel you will be able to add a secondary email address for the member - this will mean that the holder of the secondary email address will receive communications for the child, but will not have the capacity to provide consent.

 

I can't access my Club profiles through the CareMonkey App - why not?

Administrators do not have mobile access to Care Profiles.  Only Staff who have been given access to some or all of the profiles will be able to view them through the App on a Smart Device.  If you, as Administrator, also need this facility, be sure to add yourself as a Staff.  Note that you can add all your Staff and give them ZERO profile access, only granting access to those profiles, and or for those times, that it is required.

I don't have a device to take to camps and events.  How will I access the important information that I need?

Whether or not you are taking a device to a camp or event, it is important that you give your members a "last update by" date.  This is the date that you will last synchronise data (if you are taking a device out of range) or when you will generate and print reports of your members/attendees.  The reports that can be generated from CareMonkey are comprehensive and you are able to print: individual Care Profiles; Medical Summaries of members/attendees; and more.

Please feel free to contact us via email or on 3218 7777 if you have any further questions.

You can also visit the CareMonkey website for more information: www.caremonkey.com

© 2016 SQC Children's Ministries