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Managing Staff Documents
Managing Staff Documents
Matt McCann avatar
Written by Matt McCann
Updated over a week ago

Storing documents within ShiftCare offers centralized access, improving efficiency and accuracy while enabling real-time collaboration among your caregivers, administrators, and clients. This can also facilitate enhanced compliance, and historical tracking to ensure that sensitive information is managed securely, while remote access supports flexible care scenarios.

Overall, digital document storage would streamline your processes, help foster effective communication, and contribute to better overall quality care delivery.
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Customizing Document Categories

All documents are uploaded under various Document Categories, which you can set on you Account Settings.

Some examples of document categories are:
Consent to Share Information
CDC Agreement
Diabetes Management Plan
Domestic Assistance
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or compliance and qualification documents like:

Aged Care Assessment

Autism Assessment

Hoist Training

Food Handling, etc.

Document categories can fall under 3 clusters in ShiftCare, namely:

  1. Compliance Documents,

  2. Competency Documents, and

  3. Qualification Documents

Here’s how you can add document categories to your account:

  1. Log in on ShiftCare.

  2. On the lefthand menu, click Account.

  3. Select Settings.

  4. Scroll down to the Client document categories Section.

  5. Click Edit.
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  6. This would allow you to delete irrelevant document categories by clicking the x button beside it.
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  7. Or you can add new document categories by scrolling down to the bottom of the list. To add a new document category, type the name of the new document category on the designated field.
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  8. Click + Add.

  9. Click Save to save changes.
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Uploading Staff Documents

Now that the categories are set up, we can proceed to uploading staff documents under these categories.

To upload a document for staff, follow these steps:

  1. Log in on ShiftCare.

  2. On the lefthand menu, click Staff.

  3. Then, click List.
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  4. On the list, select the name of the that you’d like to upload a document for.

  5. You’ll see all of this staff’s documents under the Compliance section.

  6. To start uploading documents, click Manage All.
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  7. You’ll be led to the Document Management page. Click Add Document.
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  8. A pop-up window will then open. Select the right document category on the drop-down menu.

  9. Click Choose File to select a file from your computer.

  10. Select Create.
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  11. The document will then be displayed on the Document Management page, where you can edit its Expiry date, App visibility, and Edit, Delete, or Download it.
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Uploading Multiple Documents at Once

If you are uploading multiple documents, you can do this with ease! Just follow these steps.

  1. On the Document Management page, drag and drop the files that you want to upload from your Computer’s folder to this section:
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  2. These documents will then be automatically uploaded to ShiftCare. On the screenshot below, we highlighted clickable sections so you can categorize and customize the newly uploaded documents:
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  3. If you click Empty under Category, you will be prompted to choose a document category from the dropdown. Click the Check mark once you’ve selected the right document type.
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  4. The same applies to the other sections. You can either add an Expiry (this opens a calendar that you can select a date from), or click the No expiry checkbox if the document has no expiration date.

  5. You can also edit App Visibility. This is set to No by default. If you’d like this document to be accessible to your staff through the app, select Yes.

That’s it! You can upload as many documents as you need.

Once uploaded, you can review the newly added documents to the staff’s profile. Note that the only documents that will be displayed on their profile will be documents that fall under compliance. The competency and qualification documents won't show on their profile, but you can find them on the Document Management page by clicking Manage All.
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Setting Staff Reminders for Expiring Documents

As discussed in the previous section, we can set expiry dates for documents that expire. These documents will need to be regularly updated, so we’ve set up a feature on ShiftCare to set up reminders for staff members to supply the updated document when they are close to expiring.

Here’s how it’s done:

  1. On the left-hand menu, click Account.

  2. Choose Reminders.
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  3. Click the + New Reminder button.
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  4. Under target, select Staff.
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  5. Under Days, specify the number of days before expiry when you want the reminders to be sent. For example, if you put in 30, a reminder will be sent 30 days before the document expires.

    📝 Note: you can also send reminders after the document’s expiration, just put in the (-) sign before the number, For example, to send a reminder 7 days after a document’s expiry date, enter -7 Days.
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  6. Under Content, type the reminder message that you’d like to send. You can personalize each reminder with tags.
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    Here are tags that you can use:
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    ​{name} the client or staff member's first name

    {days} The number of days before (using a positive number) or after (using a negative number) the document expired or the invoice due date.

    {category} The document type (used for expiring documents).

    {account} The company name in your account settings.

    For example:
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    Hi {name}, our records show that your {category} expired {days} ago. Please provide an updated version to our Admin team.
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  7. Once you’re done, click Save.

From here, you can build a list of reminders for your staff. You can send reminders in 30, 14, and 7-day intervals before document expiration. This will apply to all documents with an expiry date on ShiftCare, and will send notifications to their mobile app.
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Reviewing Document Reports

There are three types of reports that you can generate to have a quick but comprehensive snapshot of all your staff’s documents. These reports display document expiry: where documents that are still valid are highlighted in green, documents that are about to expire are highlighted in orange, and documents that have expired are highlighted in red.

At the bottom right section of each list, you’ll see a cloud button with an arrow down.
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This allows you to download a CSV file for the report, which you can forward to your auditor if needed.

To access these reports:

  1. On the lefthand menu, select Reports.
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  2. Select either Compliance, Competency, or Qualification.
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  3. These will open the corresponding reports, where the names of the staff will be in the first column, and each document category will be in the other columns.

Below is an example of what each report looks like.

Compliance Reports

Competency Reports

Qualification Reports

If you need more assistance, feel free to get in touch with us at support@shiftcare.com. Don't forget, you can also chat with us through the online chat support in your ShiftCare account. Plus, you'll find lots of helpful self-help articles at https://help.shiftcare.com/.

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