FAQs for Families

Operoo for Families

Operoo (formerly known as CareMonkey) is a parent-controlled Electronic Health Form (EHF) for organisations with a duty of care. Parents can easily update medical information and provide consent for activity attendance with the click of a button, while providing Scout Groups with the ability to create electronic permission forms and instant access to this emergency information if it is required.

Scouts NSW makes it easier for Leaders and families to participate in Scouting, and helps them with less time on administration and more time on fun activities.

Operoo is centred on an Electronic Health Form (EHF) which carers (e.g. parents) create and maintain securely – something which can only be done by the profile owner.

This EHF can be generated for a youth member (18). If it is for a youth member, it is created and consented to by a parent/primary carer, for adults it is the individual who provides consent for sharing a profile or attending an activity.

Families can download the free Operoo app for iPhone, iPad, Android phones and Android tablets.

Yes. The Operoo system uses sophisticated security measures to keep data safe. All personal health information managed by Operoo for Asia Pacific customers is stored in Australia (Sydney) and will never be stored outside of Australia. Full details of Operoo’s security can be found at https://www.operoo.com/security-practices/.

Operoo’s physical infrastructure is hosted at Amazon’s data centres in Sydney, using Amazon Web Services (AWS) technology. AWS computing environments are continuously audited, with certifications from accreditation bodies across geographies and verticals including:

+ ISO 27001 (the current ISO standard that governs information security management systems),

+FedRAMP (Federal Risk and Authorisation Management Program, which is a process that US Federal agencies use to ensure adequate security when accessing cloud services),

+ DoD CSM (US Department of Defence’s Cloud Security Model), and

+ PCI DSS (Payment Card Industry Data Security Standard).

Apart from that, Operoo uses military level encryption, and data is always encrypted both in rest and transit.

You control what information is available and can update the information and remove access at any time.

All data shared through the Operoo application belongs to the profile owner. Profile owners create an Electronic Health Form or EHF. Operoo 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 NSW, 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 NSW, 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.

Your Group Leader, Section Leaders or Administrators responsible for your child while they engage in Scouts activities may have access to your care profile, as would an Activity Leader for a specific activity. Access to Operoo will mirror the access permissions in ScoutLink, ensuring that access is available for those who need it to exercise a Duty of Care e.g.; District Commissioners will have access to their District members and Activities, whereas Group Leaders will be restricted to their own Groups and Activities.

Parents/carers can only see the profiles they created or that are shared with them.

Access requires usernames and passwords and all data is encrypted in the database in line with best practices for health information. Your Scout Group understands 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.

You can read Operoo’s Privacy Policy at https://www.operoo.com/privacy-policy/.

  1. Click on the eform you wish to set a reminder for
  2. Click add to calendar and select which calendar
  3. If you’re logged in to the calendar account from the same browser, you’ll be taken directly to a page. Otherwise, you’ll need to log in first.

** Note the event will come up in 24hr time.

Yes, the Operoo system audits all users of the system at the Scout Group. It automatically tracks every occasion a care profile is viewed; by which user and when. As an additional security measure, State Administrators also conduct spot checks on administrators.

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.

If you say yes to Asthma or Anaphylactic allergies, you will be requested to provide an Action Plan. This can be a PDF document, or you can upload a photograph taken with your smart phone (or other device). For step-by-step instructions, see this article here.

If you say “Yes” to any of the conditions we ask about, you will be asked to provide more details, such as triggers, descriptions, risk level, and whether any medication is used for that condition.

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 details are still up to date.

After you make any changes to your medical profile you will be required to re-give consent to share the profile with Scouts NSW.

  1. Click on the profile
  2. Go to the sharing section and look for the organisations name

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 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 Operoo you can share the same profile with that group, providing that they have requested your care profile.

No, as long as both organisations have the same contact email addresses for the profile owner. If you use different contact email addresses for schools, sports clubs, Scouts etc, you will have to create a care profile for each of those email addresses, or alternatively change the email addresses for a care profile to the same email address. 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 NSW will provide links both for creation (for new users) and to share (for existing users). Click on the relevant link and follow the prompts. Refer to How do I sign up?

When you or your child leaves Scouts, the profile will be archived and not available to Scouts Administrators anymore. 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. Any new changes you make to the profile will not be shared with the Scout Group. You can also manually delete access to the group yourself after you or your child has left Scouts.

Paramedics do not require a permission form to treat an injured or serious ill patient in an emergency. Useful information available on the Operoo profile can be relayed to paramedics during treatment.

Hospitals have their own requirements for treatment and admittance of patients which, in non-life threatening situations, may require contact with the parent or guardian.

No. It is not a social media tool, and Operoo does not seek to transmit and share data with other services or applications.

Leaders assigned to Joeys can only see the members in the Joey Section. The same applies to each of the other sections.

The Group Administrator has access across all the sections.

Scouts is a hierarchical organisation and at the Region and State level there are assigned administrators that have broader access, to Scout Groups. Some of the Operoo data synchronises with the State membership database, but this does not include the medical profiles. The data/records are no different to the current data/records already held.

If you miss the closing date or need to change your response after the closing date please contact the activity leader directly.

Notifications from Operoo sometimes end up in Junk/Spam folder. To fix this, you will need to mark one of these notifications as Not Junk/Spam and add our email address as one of your contacts.

  1. Log into Operoo Care Central
  2. Click on the name of the profile.
  3. Scroll down and go to the Safety Alerts section, then click on the edit box in the top right corner, it will show the Medical Conditions Page.
  4. Look for the name of the medical condition and click the Edit button.
  5. It will bring you to a page where the details of the medical condition can be found. Go to Upload an Action Plan section and then click Choose File. Look for the file in your computer and click open to add the file.
  6. Click Update
  7. Since changes have been made to the profile, it will need to be consented again.

Accept or Decline the activity as soon as possible.

Contact the Operoo Team

If you have any questions about Operoo and how Scouts NSW will implement the system, please contact us at [email protected].