Creating an accurate resident profile is the foundation of good care documentation in iCareNZ. This guide walks you through the complete process from start to finish.
Good to know
You'll need manager-level access to create new resident profiles. If you don't have this permission, contact your organisation administrator.
Before You Start
Have the following information ready before beginning:
- Resident's full legal name and date of birth
- NHI number (if applicable)
- Admission documentation and care level assessment
- Emergency contact details (minimum 2 contacts)
- Any existing medical records or medications list
Step 1: Navigate to Residents
1
Navigate to Residents
From your manager dashboard, click "Residents" in the sidebar menu. Then click the "Add Resident" button in the top-right corner of the residents list.
Screenshot: Resident list with Add Resident button highlighted
Tip: You can also use the keyboard shortcut
Ctrl + R to quickly open the resident creation form.
Step 2: Enter Personal Details
2
Enter Personal Details
Fill in the resident's personal information. Fields marked with an asterisk (*) are required. The system will automatically check for duplicate records based on NHI number and date of birth.
Screenshot: Resident creation form with required fields
Important
Residents cannot be archived if active care plans exist. Complete or transfer all care plans before archiving.
Required fields:
- Full legal name
- Date of birth
- Gender
- Admission date
- Care level assessment
Step 3: Assign Care Categories
3
Assign Care Categories
Select the appropriate care categories for this resident. This determines which care plan templates and assessment tools are available. You can select multiple categories.
Screenshot: Care category selection interface
Compliance Note
Under NZS 8134:2021, care categories must be reviewed at least every 6 months or when the resident's condition changes significantly.
Step 4: Add Emergency Contacts
4
Add Emergency Contacts
Enter at least two emergency contacts. Include their relationship to the resident, phone numbers, and email addresses. These contacts will be able to access the family portal once invited.
Screenshot: Emergency contact form
Best Practice
Add both a primary and secondary emergency contact. Ensure at least one contact has a mobile number for SMS notifications.
Step 5: Save and Create Care Plan
5
Save & Create Initial Care Plan
Click "Save" to create the resident profile. You'll be prompted to create an initial care plan. Follow the care plan template to document the resident's needs, goals, and preferences.
Screenshot: Save button and care plan prompt
Completed resident profile overview
Figure 1: Completed resident profile showing all sections populated with sample data
Frequently Asked Questions
Ensure you have manager-level permissions. If you're a care worker or nurse, you'll need to ask your facility manager to create the resident profile or upgrade your access level.
Yes, once you send a portal invitation from the resident's profile. Emergency contacts can view care updates, photos, and communicate with the care team through the family portal.
Yes, you can update care categories at any time from the resident's profile. Changes will automatically update available care plan templates and assessment tools.
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