Document Management in Ankota

Overview

Documents can be managed many different ways in Ankota, and Ankota offers many template documents for your use. 

See below for details on all documents options in Ankota, or simply cllick this link to view a short video walkthrough of Ankota's most common documents usage: Documents Video.mp4

This chart outlines each process's destination:

Index

This article reviews document functions across the board. See below for the document functions covered in this article.

Documents on Visit Types (Most common, includes video)

Viewing Documents in Client/Caregiver Profiles

Uploading

Fill Form

Other Features

Managing Folders for Client/Caregiver Documents

Creating Folders for Documents

Caregiver Document Upload (via Mobile App Settings)

Create Caregiver Document Upload Requirements & Define Where Documents Go

Caregiver Document Upload Process (typically for HR Documents)

Admin Notification of Caregiver Documents to Review

Photos in the Mobile App

Uploading Photos via the Mobile App

Photos and Attachments via Visits

Photos and Attachments via the Visit Approval Dashboard

Downloads

Documents on Visit Types

Click the link to view a short video walkthrough of Ankota's most common documents usage: Documents Video.mp4

The  most common way to assign and receive documents is by assigning documents to visit types. Here is how it normally works:

• During implementation, each organization decides which documents they wish to use
  • The organization may also request forms to be built
• The organization will then decide how to manage those forms
  • Documents are assigned to visit types as desired
    • In some cases, such as with Incident reports, the document can be made available on all visit types just in case
  • These documents can also be assigned "filing" folderswhere the completed documents will automatically be copied
    • Filing folders can be in the client OR caregiver profiles
  • The Documents warning can be turned on so that visits with completed documents can be automatically flagged
  • Finally, the Documents page will be turned on so that it is easy to search for all recently completed documents
    • 
      
• When the caregiver clocks in to a visit type, the caregiver or nurse now has the ability to fill out those documents
• When the document is completed, the document is saved to the visit
• Depending on the organization's requested settings, the document may then be:
  • filed in the appropriate client and/or caregiver folder
  • flagged in the Visit Approval Dashboard for review
  • available via the Documents page when the date range is searched

Viewing Documents in Client/Caregiver Profiles

Both clients and caregivers have Documents tabs in their profiles where documents can be stored, searched, and viewed as needed. See below for further information on using this tab. IMPORTANT NOTE: Special characters in the file name such as apostrophes, colons, and slashes will cause the file to fail to upload, so these should be removed prior to upload. The document size limit is 5 MB.

Uploading

Uploading documents is a simple process. To upload,

• Click Upload
  • 
• A pop-up window will appear; Click the Add Attachment button
• 
• Click the Choose File button, which will open a searchable folder; search for the file you wish to upload, select the file, then click Open in the second window
  • 
• Once uploaded, click Save
  • 

Please note that special characters, including apostrophes, will cause it to fail to upload. The document size limit is 5 MB.

Fill Form

In addition to the ability to upload a variety of document types, you can also create new forms from this page, which can be immediately saved to this tab. For more on this process, see Fill Forms - Online. If you do not have this option in your environment and would like to add it, reach out to Ankota Support or your Ankota specialist for assistance. 

Other Features

There are several useful features in this section, outlined below.

• Search
  • If you wish to search your documents, you can search by date. This can be done by entering the date in the Search field, then clicking the Search button.

• Show Signature
  • The show signatures function allows you to view signatures on past forms that were filled out specifically via mobile forms, as opposed to being filled out directly in the Documents tab. 

• Show Drafts
  • The show drafts function will allow you to see drafts. Drafts are created when a fill has begun to be filled out, but was not manually saved. The auto-saved draft will appear when you filter for Drafts. 
• Save All as PDF
  • There is a configurable feature that will allow all client documents to be selected and save all in one pdf. Please reach out to support if you would like this added to your environment.
  • 

• Folders
  • If your organization has requested folders, you can organize your documents in your folders. When uploading documents, you can also upload them to your chosen folder at that time. To open the folders, click on the + sign next to the folder's name. 
  • If you'd like to build folders, follow directions here >Folder Management for Documents 
    • 
    • choose a folder
    • 
    • 

Managing Folders for Client/Caregiver Documents

The Documents tab for Clients and Caregivers can be an incredibly useful management tool. Assessments and other key evaluations for clients can be uploaded and managed in this location. Similarly, caregivers can have their resumes, annual reviews, disciplinary actions, and more uploaded to their Documents tab.

For easier client and caregiver documents management, you also have the option to add specific folders to this tab. To add named folders, follow the directions below. 

Creating Folders for Documents

To add folders to the Documents tab,

• Log in to ankota.net
• Click Settings > Org. Settings
• Click Configurable List
  • 
• Click the Generic Lists tab
• Select Client Documents Folder OR Caregiver Documents Folder
  • 
• Click Add New
• Name the Folder
  • The "Other" folder is automatically set in your environment. You do not need to add
• Set folder Visibility 
  • These are based on the user roles set in the profile
• Save
  • 

This is how the documents will appear in your environment:

Caregiver Document Upload (via Mobile App Settings)

Organizations often have HR requirements, credential/certifications, or other documents that need to be uploaded to the employee's profile.  This feature allows caregivers to upload required documents to their own profile via the Mobile App's Settings page.

Create Caregiver Document Upload Requirements & Define Where Documents Go

Before you set up a list of required documents you want uploaded, you should set up Folder Management

• Log in to ankota.net
• Click Settings > Org. Settings
• Click Configurable List
  • 
• Click the Employment Tab
• Select Configurable List: Caregiver Required Documents
  • 
• Add New
  • Type in document name
  • Select which folder you'd like the documents to be added to?
  • 
• Save

Caregiver Document Upload Process (typically for HR Documents)

• Log-in to Ankota's Caregiver Mobile App
• Go to Settings
• Click Upload document or picture
  • Add picture
  • Select Document (list is based on configured required documents)
  • Keep
• Repeat until all necessary documents are uploaded

Admin Notification of Caregiver Documents to Review

Click Actions/Requests

• Click Section - Caregiver Documents to Review
  • Click Accept to Confirm
  • Click Dismiss to remove
  • 

Photos in the Mobile App

Uploading Photos via the Mobile App

As part of the regular functionality of reporting departure in the Ankota Caregiver app, caregivers are provided with the option to attach a photo. To do so, simply click Add Photo, allow the phone access to the camera, and take a picture. Wait for it to upload and confirm the upload, then proceed with submitting the departure as usual.

Photos and Attachments via Visits

On the Visits page you will be able to both view previously created files, such as photos that were taken by caregivers or forms that were processed as part of the visit, and also upload attachments as needed.

To upload a file to a visit,

• Click Visits in the Main Menu
  • 
• Search for the appropriate visit(s)
• Click the Attachment icon (the paper clip) on the row of the correct visit
  • 
• A window will open
• Click Upload
• Browse for the file
• Select the file
• Upload the file
• Save
  • 

To view previously uploaded files,

• Click Visits in the Main Menu
• Search for the appropriate visit(s)
• Click the Attachment icon (the paper clip) on the row of the correct visit
  • 
• A window will open
• View the files by clicking the name of the attachment
  • 

Photos and Attachments via the Visit Approval Dashboard

To view previously uploaded files,

• Click Scheduling
• Click Visit Approval Dashboard (also known as the Visit Closure Report in some environments)
  • 
• Filter for a visit
• Open the visit details by clicking on the pencil and paper icon
• Scroll down to the documents section
• Click the document name to open the file

Downloads

Please note that completed documents can be downloaded by clicking the Safe As PDF button on the Client Documents tabs, or alternately, via the Agent Documents page. 

Client Documents Download Option

Agent Documents