Setting Up the Staff Library
The Staff Library and Provider Library are structured similarly but managed in separate areas to keep documents and checklists organized for each group.
Step 1: Access the Staff Library
- Click the Settings icon
at the top-right of any screen.
- When the Settings menu appears in the top-left, select Staff Library from the list.
Must Know! Only Super Admin and Full Access users for the facility will be able to see this area.
Managing Staff Documents
To manage staff documents, the following options are available:
- Add a Document: Click the Add Item button
.
- Edit a Document: Click the pencil icon
to the right of the document row.
- Delete a Document: Click the trash icon
to the right of the document row.
When adding or editing a document, the following options are available to customize the document:
Helpful Hint: Document Tabs can be renamed at any time by clicking the Rename Document Tab option.
- Document Tab – Choose the tab where the document will be stored in the staff’s record. (For more details, see Managing Staff Tabs.)
- Attachment – Attach a document that will automatically be included in any document request sent to the staff member or a fillable form the staff member can complete in the system. See more on Fillable forms here.
- Example: Upload an offer letter. The staff member can fill it out and upload it for approval.
- Document Name – Enter the name of the document.
- Workflow – Add functionality (such as Running OIG Report, State License Verification, etc) to the document. (For more details, see Assigning Workflows to a Document.)
- Document Fields – Specify fields to be collected whenever this document is added to a staff member’s record.
- Effective Date- The date the document took effect.
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- Next Due Date – The next due date for the document.
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- Verified Date – The date the document was verified.
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- Original Date of Issuance – The original issue date of the document.
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- License Number – A field to collect license information.
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- State – A dropdown list to select the state.
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- Expiration Date – Track this date for notifications about document expiration.
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- Expiration Alerts: The document can also be set to automatically send a renewal request when it's nearing expiration.
Helpful Hint: To receive expiration notifications, ensure the Collect Expiration Date option is checked when adding the document.