Setting up required documents
Missing documentation for residents can lead to funding issues, delays in initial payments, disputes over invoices, even legal repercussions. With hundreds of residents, keeping track of which documents have been saved for each of them can be a challenge.
CareHQ’s required documents feature makes the process of tracking which documents are in place for your residents simple and automatically sets actions for your team to upload any documents that are missing.
Adding a required document
To start tracking which documents have been uploaded for your residents you'll need to start by defining a list of documents that are required. To add a required document follow the instructions below:
- Select Account from the primary navigation.
- From the tabs at the top of the page select Required documents.
- Select the Add button from the top right of the page.
Required documents are only monitored for pending or active residents, they do not apply for past (inactive) residents.
When setting up required documents you can use the Services, Booking length and Funding types fields to indicate in what circumstances a document is required. For example you may require proof of funding documentation for a privately funded permanent client, but not for respite clients or those being funded by the CHC or Local authority.
- Enter a name for the required document (e.g. Direct Debit mandate, Resident contract, etc).
- In some cases an additional description can help clarify what documentation is required. For example you might allow proof of funding to be documented in an email.
- Tick the appropriate boxes to indicate in which circumstances the document should be required.
- Optionally you may wish to set a date from which time the required document rule will be applied.
- Select the Save button.
If no apply from date is set then the required document rule you create will apply to all existing and future service users immediately.
Setting an apply from date will mean that the documents are only required for service users checking in on or after that date.
You should repeat this process for each of the documents your care organisation requires.