PCFRA Management: Case View, Tabs and Completing a Case

When you click into a specific record (e.g., Jane Doe), the Overview tab provides a summary of the case identity and its current progress.

Overview Tab

• Building & Unit: The specific property and flat number associated with the risk.
• Tenant/Owner: The legal name of the resident(s) responsible for the unit.
• Person: The specific individual being assessed (the subject of the PCFRA).

Status & Timeline

• Status Badge: Displays the current stage (e.g., In review).
• Created Date: When the assessment was first opened.
• Next Review Date: The deadline for re-evaluating the resident’s needs.
• Latest Update: Tracks the exact time of the last change and which administrator made it. It also shows the "Status Path" (e.g., New → In review).

Vulnerable Person Form Tab

View or manage the submitted vulnerability form. Administrator editing is enabled for this record.

This tab displays the form as completed by the resident (or on their behalf) via the building portal, including: 

• The Data Use and Sharing Notice and the resident's confirmation of agreement. 

• The three resident questions: 

  1. Can the relevant person self-evacuate in the event of a fire or emergency?
  2. Does the relevant resident require a PCFRA to gather information in relation to their ability to self-evacuate? 
  3. Does the relevant resident give consent for a third-party contractor to carry out a PCFRA?

If any information needs to be amended, click "Edit form for vulnerable person" at the top of the tab.

PCFRA Checklist Tab

The PCFRA Checklist should be completed with the resident, over the phone or in person. 
It captures detailed information about the resident's individual characteristics and capabilities relevant to fire safety and evacuation, including: 

• Mental health considerations (e.g. dementia, anxiety, depression) 
• Sensory impairments (e.g. hearing loss, sight loss) 
• Cognitive or decision-making difficulties
• Smoking/e-cigarette usage 
• Alcohol or drug dependency 
• Use of powered medical equipment 
• Use of petroleum or paraffin-based emollient creams 
• Physical mobility issues 

The resident must agree to the User Agreement at the top of the checklist before proceeding. To complete or update the form, click "Edit PCFRA checklist form" at the top of the tab.

Attachments Tab

The Attachments tab allows you to upload and store any documents relevant to the case, such as completed Resident Safety Support Form documents or correspondence. Click the Upload button to add files. Uploaded files are listed with the upload time, uploader name, and file name.

Sidebar

Regardless of which tab you are on, two features remain constant:

• Notes (Right Side): Use the "Add Note" button to log communications with the resident, site visits, or specific observations that don't fit into a standard checkbox.
• Attachments (Top Centre): The number icon indicates how many supporting files (like signed consent forms or external medical letters) are attached to this specific case.

Completing the PCFRA Process

Once all elements of the case have been completed — the Vulnerable Person Form has been reviewed, the PCFRA Checklist has been filled in with the resident, relevant documents have been attached, and all notes are up to date — update the case status to "Current" to indicate that the PCFRA process is fully complete for that resident.