Frequently Asked Questions – For Parents

What is the cost to use the system?

The cost of the software has been included in the Youth Membership fees for 2019/2020. 

If your Group has already commenced using CareMonkey there are arrangements to transition your account and look at credits for the remaining period. 

What data is required?
Medical and emergency contact details are the primary data, no more than you would have been asked to provide on a paper form. We also ask for a doctor’s contact details, as well as Action Plans for Asthma and Anaphylactic Allergies. The more information you provide, the better placed your Group will be to provide assistance in an emergency.
Who can see the information I share with Scouts Queensland?
Your Group and Section Leaders and administrators responsible for your data may have access to your care profile. Access requires usernames and passwords and all data is encrypted in the database in line with best practices for health information. Your Scout Group will understand 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.
What happens when I or my child moves scout groups?

When you or your child leaves the Scout Group, the profile will be archived and not available on mobile devices anymore. This does not delete the care profile from your account. You still control the care profile and you will then be sent an invitation to share your child’s profile to the new Group.

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.
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 the 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 Scout Group relies on this information to 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.
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 Queensland will provide links both for creation (for new users) and to share (for existing users).
Who owns the data?
All data shared through the CareMonkey application belongs to the profile owner. Profile owners create an Electronic Health Form or EHF. CareMonkey provides a service whereby an individual can share their EHF with an organisation, and the organisation can view this information in line with the purpose of the application. For Scouts Queensland, the purpose is to enable profile owners to share EHFs with the goal of electronically communicating consent and permission about an individual between the profile owner and Care Provider.
Care Providers, in this case Scouts Queensland, can view the EHF with the aim of fulfilling their Duty of Care, but not interact with it in any other way, even to edit basic contact information. This remains within the responsibility and control of the profile owner.
How do I set up my profile?

Once your Scout Formation has registered, Scout Members or Parents will receive an invitation to join CareMonkey, which looks like this:

Click on the appropriate link and follow the instructions to set up your profile. This will include medical conditions, emergency contacts, and Care Plans for conditions such as Asthma and Anaphylactic Allergies. Share it with the Scouts Queensland, and you’re good to go.
More information can be found in this article: http://support.caremonkey.com/care-profiles/help-for-users/how-does-a-user-complete-a-profile.

How do I check my profile has been shared correctly?
  • Click on the profile
  • Go to the sharing section and look for the organisations name
How do you add conditions/disabilities such as ADHD to the profile?

When a medical condition is not listed in the standard medical profile, users can add non-listed medical conditions and disabilities in the ‘Other Conditions/Disabilities’ section.For more information see the CareMonkey FAQ article https://desk.zoho.com/portal/caremonkey/kb/articles/how-does-a-user-add-other-conditions-disabilities

How do you add conditions/disabilities such as ADHD to the profile?

When a medical condition is not listed in the standard medical profile, users can add non-listed medical conditions and disabilities in the ‘Other Conditions/Disabilities’ section.For more information see the CareMonkey FAQ article https://desk.zoho.com/portal/caremonkey/kb/articles/how-does-a-user-add-other-conditions-disabilities

Benefits…

For Families

  • Simple to use and efficient for busy parents making it easier for children to participate in Group events and activities
  • Eliminates the need for a paper based C4 form
  • Gives parents and carers the control over the data shared with Scouts QLD

For Leaders

  • Spend less time on paper and more time on Scouting
  • Helps eliminate the paper based C4 for most Group-related activities
  • Helps you communicate effectively to your Group

For Scouts QLD

  • Helps Leaders and families spend more time on Scouting and less time on paperwork
  • Reduces the organisational carbon footprint by encouraging online processes
  • Increases data accuracy, auditing capability, and data security
CareMonkey Video Tutorials & Help Articles