Requesting Documents from a Staff Member

RFX allows facilities to directly request documents from providers. Any document created in the Staff Library can be requested (See Setting up the Staff Library). 

Documents can be requested from several areas within RFX: 

• Main Staff Dashboard – Click the white action button and select Request Document. 
• Main Staff Dashboard- Click the blue action button and select Send Mass Document Request. 
• Individual Staff File – Click the blue action button at the top right and select Request Document. 

• Provider Tabs – Each tab has an Add Document feature at the top right. If a document is added to that tab, the Request Document iconwill appear. 

After a Document is Requested 

• The request will appear in the Pending Tab within the staff member’s file. For more details, see Viewing the Staff File. 
• The staff member will receive an email notification about the request. They can enter their username and password to access the portal.  
• The person who made the request will be copied on the email. 

Important: Ensure that the provider is using the same email address in their provider file. 

Types of Document Requests 

• Fillable Forms – The staff member will complete and electronically sign the document. They can submit it to the facility by clicking the Submit to Facility button. The signature will auto-populate with the provider's name unless they choose to sign it with a different name.  See Fillable Forms for more information. 

• Uploading a Document – The staff member is requested to upload a document directly. 

File Attachment: If a document has an attachment, it will be available for the staff member when they upload their document (if applicable). The attachment will also be included in the email sent to the staff member. 

Document Approval Process 

When a staff member uploads a document, the requester will be notified via email. In RFX, the document can be approved or rejected. Pending approvals will appear in two places: 

• Pending on the Main Staff Dashboard 
• Pending Tab in the Individual Staff File 

To take action: 

• Click Take Action in either Pending tab. 

• If rejecting the document, comments can be added for the staff member (e.g., “The document is expired and needs to be updated”). 

• • Rejecting a Document: The process will restart as if the document was initially requested. 

• • Approving a Document: Once approved, the document will be attached to the staff member’s file and available under the appropriate tab.