How to find which documents are missing for a resident and upload them
Missing documentation for residents is a significant source of disruption for many care homes and finance departments. Keeping track of which documents have been uploaded for residents and which are missing allows you to keep documentation up-to-date and minimises disruption.
In this article we explain how to use CareHQ's missing documents report to find which residents are missing required documents, and then we look at how to upload documents to meet the requirements.
Before you can start to identify missing documents you'll need to set up a list of documents that are required for your residents. You can find out how to set up required documents in our article: Setting up required documents
Identifying gaps in your resident documentation
The missing documents report provides two functions; it shows how complete documentation is across your portfolio of care homes, and also allows you to report on a location to see which residents are missing documents.
To view the missing documents report follow the instructions below:
- Select Reports from the primary navigation.
- Within the Service users section of the page select Missing documents.
When you initially view the missing documents report you'll see an overview of how complete your resident documentation is across your portfolio (by location and location group) as well as by document type. This helps you quickly identify which locations have residents with missing documents.
Viewing missing documents by location
The overview is useful but it doesn't help us identify which specific residents are missing documentation; for that we need to filter by location. The quickest way to do this is to select the location we are interested in from within the By location table.
Having selected a location to filter by, the Missing documents report will now show an additional table: Service users missing documents. This table lists each of the residents at the location with missing documents. You can click on any resident in the list to open up their profile and see which documents they are missing.
It's common for specific people or departments to be responsible for ensuring different types of documentation are in place. If you only want to know if a particular type of document is missing, then the missing documents report can be filtered by document type using the Required document field within filters.
Uploading required documents for a resident
Now we've identified which residents are missing documents, we need to upload the relevant documentation. The simplest way to upload a required document is to view a resident's profile. This can be done from the missing documents report as described above, or via the Service users link in the primary navigation.
When you view a resident with missing required documents there will be an additional section at the top of the page indicating the documents which are missing.
To upload a document:
- Select the required document
- Select to Upload a file or files, and then Save.
Uploading a required document is just like uploading any other document for a resident, except that with a required document you have to select a document type so that CareHQ knows which document requirement you are resolving.
When you next view the service user, if there are still missing documents to be uploaded, then the required documents section will be displayed but the document you have uploaded will now be shown as present.
If a suitable historical document is already saved for a resident, you can select the Documents tab, select to update the document, and change its Document type to match the requirement.