Who is this for? Staff at organisations taking part in the NHS WorkWell pilot. If your organisation isn't on the pilot, you won't see the WorkWell section at all.
Important: WorkWell trackers are completed by staff, with the participant — they can't be sent to a client to fill in themselves (unlike other wellbeing questionnaires).
Where to find it
Open the client's record and go to their Wellbeing tab.
Scroll to the WorkWell trackers card. It shows your pilot area and pilot code at the top.
Click + New WorkWell tracker (or Edit on an existing one to update it).
There is one tracker per client per case — you update the same tracker over time rather than creating a new one at each stage.
Filling in the form
Pilot details — Pilot name and pilot code are pre-filled from your organisation. The pilot code must be exactly 2 digits. The unique identifier is generated automatically when you save — you never type it.
Case — choose which of the client's cases the tracker belongs to (only on create).
Consent — tick the consent box confirming the participant has agreed to their information being collected and shared for the WorkWell pilot. This is required — you can't save without it.
Participant details — name, date of birth, sex, ethnicity and education level. Most of this pre-fills from the client's profile; check it and complete what's missing. You'll see a warning if the date of birth makes the participant under 16.
Address and contact — street address, city and postcode are required unless you tick No fixed address. Likewise the National Insurance number is required unless you tick No National Insurance number.
Participation — set the participant status, first contact date, whether they've started WorkWell, and the start date.
Referral — record the referral route and reason for referral. If you pick Other or Self-referral, a text box appears and must be completed. If the route is Local employer, the employer name becomes required.
Employment — employment status, employer sector (with an "Other" text box if needed) and employer name.
Work and health barriers — record the primary and secondary health barriers and primary and secondary non-health barriers. Secondary barriers default to N/A — leave that if there isn't one. Any "Other" choice needs the description filled in.
Outcome — when the participant reaches an outcome, select it here. Depending on the outcome you'll be asked for one of:
Plan completion date — for completed-plan outcomes
Onwards referral date — where the participant was referred onwards
Ceased participation date — where the participant stopped taking part
Saving
Click Create tracker (or Save changes). If anything's missing, the errors appear at the top of the dialog naming the exact fields to fix. Once saved, the tracker appears in the list with its unique identifier and participant status badge.
Troubleshooting
Can't see the WorkWell card? Your organisation may not have WorkWell enabled, or the pilot code isn't set up — contact your administrator.
"Pilot code" error on save? The code must be exactly 2 digits; check your organisation settings.