🎥 Quick reference video
The following video provides a walkthrough of Careteam and the first version of the Windsor‑Essex HART Hub dashboard:
👉 Embedded Loom video: https://www.loom.com/share/b3fa5eacf1c149c9b84ac128f5d312f1
👥 Who is this for?
Staff supporting clients through the WE HART Hub
Partner organizations collaborating within the HART Hub care pathway
Care coordinators, outreach workers, and service providers involved in shared care planning
This guide is for organizations working together to support shared clients through the WE HART Hub.
🎯 Purpose of using Careteam to support the WE HART Hub
Careteam provides one shared, secure workspace where organizations involved in the HART Hub can coordinate care around a shared client—without relying on fax, email, or phone tag.
✔️ Enable shared care planning across organizations
✔️ Reduce fragmented communication and duplication
✔️ Improve visibility into client status, goals, and next steps
✔️ Support coordinated, integrated care across the HART Hub
🧭 What Careteam is (and is not)
Careteam is:
A shared, live workspace for cross-organization collaboration
A place to share updates, tasks, resources, and care plans
A way to coordinate care between encounters
Careteam is not:
❌ An EMR
❌ A replacement for clinical documentation
Each organization continues to use their own EMR for clinical notes and encounters. Careteam replaces the work outside the EMR—the coordination, follow-ups, and shared visibility needed for integrated care.
🚀 Quick start guide
1️⃣ Accept the invite
When your organization is invited to a client’s Action Plan, you’ll receive an email notification.
Accept the invitation to begin collaborating.
If you have access, you can also view and accept invites from the Invitations tab in Careteam.
2️⃣ Review the Action Plan
Once inside the Action Plan, review:
Status Updates shared across organizations
The Shared Care Plan (current status, goals, and plan)
Checklists and service access tracking
Tasks, appointments, and resources
Who is on the care team
3️⃣ Add your support
Contribute to shared care by:
Posting updates in Status Updates
Updating the Shared Care Plan as things change
Logging service access when support is provided
Adding and completing tasks or appointments
Uploading relevant resources or documents
🔑 How Action Plans are created and shared
HDGH admin staff start all Action Plans for clients admitted to the HART Hub
They invite the initial partner organizations involved in the client’s care
Once invited, organizations can:
Collaborate on the shared Action Plan
Invite additional organizations as needed
This ensures one shared plan follows the client, even as supports change.
🤝 How collaboration works in the HART Hub
Careteam replaces fragmented communication with one live Action Plan.
When:
One organization adds an update → all invited partners see it immediately
Tasks or plans change → everyone stays aligned in real time
This helps prevent:
Missed follow-ups
Unclear ownership
Outdated or conflicting information
Everyone works from the same source of truth.
🧩 Key sections of the HART Hub dashboard
Status Updates
Share important client updates that need to be visible across organizations. Updates can be copied into your EMR if needed.
Checklist
Provides a quick visual of where the client is receiving pharmacy support.
Shared Care Plan
A collaborative space to document:
Current status
Discharge goals
Current plan and progress
Service Tracking (Check‑Ins)
The Service Tracking block is used to capture interactions with the client for reporting purposes.
When you interact with a client, complete a check‑in by indicating:
Your organization
Type of service provided (e.g., case management)
Type of visit
Duration
This information supports bi‑weekly and quarterly reporting requirements for the Windsor‑Essex HART Hub.
Things to Do
Coordinate next-best actions across organizations by adding tasks or appointments and tracking completion.
Resources
Upload and share documents, assessments, or discharge materials across teams.
Team
View which organizations are involved and add contact information for supporters (patients and supporters are not invited at this time).
Messaging
Secure, client-based messaging channels that replace email and texting.
👤 About patient and supporter involvement
At this time:
Patients and primary supporters are not invited into Careteam for the HART Hub
Their contact information can be added for reference and coordination
The Action Plan remains focused on the client and supports coordinated care across organizations.
🙋♀️ What’s in it for me?
📞 Fewer emails, phone calls, and follow-ups
🧩 Clear visibility into client status and plans
⏱ Less time spent tracking down information
👥 Shared accountability across organizations
🔒 Secure, centralized communication
📚 Helpful links
🛠️ Activating your Careteam account
👉 https://help.getcareteam.com/help/activating-your-profile
📲 Saving Careteam on your desktop or home screen
👉 https://help.getcareteam.com/help/how-to-save-careteam-to-your-desktop-for-easy-access
📌 Pro tips for success
Use Status Updates instead of emails so everyone sees the same information
Keep the Shared Care Plan current—it’s the signal everyone relies on
Add tasks with due dates to improve follow-through
Check Careteam regularly—it reflects the most up-to-date picture of care
💡 Need help?
Questions or technical issues? Contact:
📧 support@getcareteam.com