As you know we take the health and safety of our club members very seriously. As a result we use the CareMonkey system. We will be using CareMonkey in the best interest of the children whilst ensuring we are proactively fulfilling our risk management and duty of care responsibilities.
CareMonkey offers the club and families the following:
The data can only be viewed via an authorised club official (e.g. coach, team manager, first aid personnel) with their login and password making data more secure than paper forms. The CareMonkey system is located in a highly secure environment in Sydney and the data will always reside in Australia.
It uses sophisticated security measures to keep data safe and it is backed up every hour. There is an automatic audit trail. The data in CareMonkey will never be shared with any other person or group without your consent. Parents control the data that is available and can remove access at any time.
Up to date emergency information
You have the ability to update the data at any time and ensure your child’s details are correct. This should be done whenever there is a change in information (such as a new emergency contact number or new medical condition). It is important to ensure these details are up to date before training or a home or away game to ensure carers are well prepared to look after your child.
CareMonkey allows our club officials to access your child’s emergency details on mobile devices while they are looking after your children. This saves time and reduces medical errors in emergency situations.
Data is more secure than paper forms. If a mobile device with CareMonkey data is lost or stolen the data cannot be viewed as it is in encrypted (scrambled) format.
Electronic permission forms
Parents are able to receive electronic permission forms for club events, training camps etc and can reply instantly without filling in a single form.
Multi-use care profiles for families
Once you have shared the care profile for your child with the club you can share it with other people who you entrust to care for your child such as family, friends, school etc.
You can also create care profiles for other family members. You and others can download the free CareMonkey app for iPhone and Android smartphones and iPad and Android tablets and have access to your family care profiles on these mobile devices. If your child’s school uses CareMonkey you will be able to share the same care profile with our club. You only need to maintain one ‘care profile’ for your child and it can be shared with us, grandparents, family, friends, babysitters...anyone you trust...and they are all instantly updated when you update the data.
Is the CareMonkey system secure?
The CareMonkey system uses sophisticated security measures to keep data safe. Detailed information about security for the system is available on the CareMonkey website here: www.caremonkey.com/site/security.
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 child’s information when I share this with the club?
The club administrators, coaches and team managers responsible for your child during the season may have access to your child’s care profile. Access requires usernames and passwords and all data is encrypted in the database. Your club will understand the information provided by you is private and sensitive; club officials have the same high level of confidentiality with this information as they do with paper based records.
Who else can see my child’s information?
Only groups or people you specifically give access to can view the information about your child.
Do you keep track of who is looking at the profiles?
Yes, the CareMonkey system audits all users of the system at the club. It automatically tracks every occasion a care profile is viewed and by which user and when.
What happens when my child leaves the club?
When your child leaves the club their profile will be archived and not available on mobile devices anymore. Further, any new changes you as a parent make to the 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 or groups. You can also manually delete access to the club yourself after your child has left the club.
How often do I need to update the information?
Once you’ve completed the care profile for 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. A club may ask you to log in from time to time (e.g. start of the season) 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 club relies on this information to care for 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 your child you can optionally create care profiles for other family members. You can share these care profiles with people you trust to care for your loved ones; such as family, friends and babysitters. If another group (such as your school) uses CareMonkey you can share the same profile with that group.
My child’s school is using CareMonkey. Do I need to enter the details twice?
No. The care profile you have created for your child can be shared multiple times. This means you only need to update one care profile and the 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.
What happens when there is no internet access?
CareMonkey has a downloadable app on iPhone, iPad, Android phones and Android 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 officials, coaches or team managers at training, or a home or away game, even 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 for CareMonkey is covered by your club. 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 Android 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.