Setup

Staff documents

List the documents your providers must keep on file, such as a background check or CPR card, by credential or role, with expiry dates, review of self-uploads and an optional restriction that stops booking and note signing until a valid copy is on file.

Open Setup > Staff Documents to list the paperwork your clinic requires of its providers: a background check, a CPR card, a training certificate. Each provider's Compliance tab shows where they stand on every document that applies to them (see providers).

Add a staff document#

Click New Staff Document and fill in:

Name: what the document is, for example Background check.
Required of: the credentials whose holders must keep it, for example RBT. Leave it empty to require it of every provider.
Roles: the roles whose members must keep it, for example Therapist. Leave it empty for every role. When you choose both credentials and roles, a provider needs one of each for the document to apply.
Copies expire: each uploaded copy then records the date it stops being valid.
Required to work: turn this on when a provider must not see patients without a valid copy.
Restrict days before expiry: with copies that expire, how many days before the expiry date the copy already counts as lapsed, so staff renew it in time. 0 waits for the expiry date itself.

Role templates#

The documents that name a role make up that role's template: everyone you give the role to is asked for the same set. The Roles column of the list shows which roles each document covers, so you can read a role's template at a glance. Changing a member's role in Users changes which documents apply to them.

What a provider sees#

On the provider's Compliance tab, each required document shows Current, Expiring soon, Expired or Missing, with the expiry date and the file on record. Choose Upload copy on a row to add the newest copy and its expiry date. People who manage providers can upload for anyone, and their uploads count at once.

Providers can also upload their own copies, from the Compliance tab or from My Documents on their profile. Their uploads show Copy pending review and do not count until an administrator approves them in Document Review.

Required to work#

When a document is required to work and a provider has no valid copy for the date:

Booking that provider stops, and only someone who manages providers can book past it with a reason (booking checks).
The provider cannot sign their visit notes for that date until a valid copy is on file.

Evaluations and reports without a visit, addenda, caregiver signatures and billing are never held.