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⚑ One-Time Supabase Setup

Run this SQL once in your Supabase project adkljbmiwsgsgwylgrdl β†’ SQL Editor β†’ New Query:

CREATE TABLE IF NOT EXISTS ch_tasks ( id TEXT PRIMARY KEY, owner TEXT NOT NULL, status TEXT NOT NULL DEFAULT 'todo', updated_at TIMESTAMPTZ DEFAULT NOW() ); ALTER TABLE ch_tasks ENABLE ROW LEVEL SECURITY; CREATE POLICY "public_rw" ON ch_tasks FOR ALL USING (true) WITH CHECK (true);
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Sprint Β· Apr 14–18, 2026
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πŸ“‹ Sprint Board
πŸ—ΊοΈ Workflows
πŸ“ Master Folder
To Do
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In Progress
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Done
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To Do
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πŸ‘©β€βš•οΈ Caregiver Onboarding β€” Phase 1: Before Orientation
Docs required BEFORE caregiver attends orientation β€” sent via SignNow
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Application
w/ Emergency Contacts
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BG Consent
Background check signed
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Resume + ID
Govt ID + SS Card
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πŸ“œ
Credentials
CPR, License, 2 Refs
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πŸ”
Background Screening
DPS, Sex Offender, NAR, EMR, Drug, TB
πŸŽ“ Caregiver Onboarding β€” Phase 2: At Orientation
Danny handles all of these in person on orientation day
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W-4 + I-9
Tax + eligibility forms
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Direct Deposit
SurePayroll setup
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πŸ“…
Availability Sheet
Shift preferences
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Hep B Form
Consent or Declination
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πŸ—’οΈ
Orientation Checklist
Signed + dated
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πŸ§ͺ
Workplace Test
In-person competency
✍️ Caregiver Onboarding β€” Phase 3: After Orientation
All sent via SignNow after orientation passes β€” must complete before first shift
πŸ”΄Offer Letter
πŸ”΄Welcome Letter
πŸ”΄TB Memo or Results
βœ…Employee Handbook (signed)
πŸ”΄Non-Compete Agreement
πŸ”΄Workers Comp Acknowledgement
βœ…HIPAA Confidentiality (signed)
πŸ”΄Patient Rights Acknowledgement
πŸ”΄Company Policies Acknowledgement
πŸ”΄ANE Acknowledgement
πŸ”΄Job Description (signed)
πŸ”΄Skills Validation Checklist
πŸ”΄Competency Test β€” Workplace Violence
πŸ”΄Competency Test β€” Infection Control
πŸ”΄Competency Test β€” Bloodborne Pathogen
πŸ”΄Competency Test β€” HIPAA
πŸ”΄Emergency Preparedness Acknowledgement
πŸ”„ Caregiver Onboarding β€” Phase 4: Recurring
Ongoing compliance requirements β€” automated reminders to be built
πŸ“…Annual Performance Evaluation (12 mo)
πŸ“…Annual Competency Tests (12 mo)
πŸ“…TB Test / Memo Renewal (12 mo)
πŸ“…Background Check Renewal (12 mo)
πŸ“…OIG / SAM Recheck (12 mo)
πŸ“…CPR Certification Renewal (24 mo)
🏠 Client Intake Flow
From first inquiry to active client β€” all required by TX HCSSA 26 TAC Β§558.301
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New Inquiry
GHL pipeline created
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Assessment Scheduled
Danny does in-home visit
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Needs Assessment
Home + care assessment
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ISP Created
Individual Service Plan
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✍️
Docs Signed
All intake forms via SignNow
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πŸ‘©β€βš•οΈ
Caregiver Assigned
WellSky schedule set
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🏠
Active Client
Services started
βš™οΈ GHL Automations
Workflows built and pending for Caring Hands
πŸ”΄k12 β€” Assessment Done β†’ SignNow
πŸ”΄k29 β€” Caregiver Accepted β†’ SignNow
⚑k17 β€” Docs Signed β†’ WellSky Alert
πŸ”΄k15 β€” Referral Partner Nurture
πŸ”΄k16 β€” Indeed Applicant β†’ GHL
πŸ”΄k11 β€” Assessment Scheduled β†’ SMS
πŸ”΄k7 β€” CTE Follow-Up Sequence
β›”k57 β€” Voice AI (needs phone)
β›”k58 β€” Conversation AI (needs phone)
β›”k56 β€” A2P 10DLC (needs port)
πŸ”§ Systems & Tools
Every tool Caring Hands uses and what it does
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GHL
CRM, Pipelines, Automations, Lead Capture
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SignNow
E-signatures β€” client + caregiver docs
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WellSky
Scheduling, EVV, client/caregiver mgmt
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Indeed
Caregiver recruitment + applications
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SurePayroll
Payroll processing for active caregivers
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A2P 10DLC
Registration in progress β€” 2-5 days
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Cloudflare
Hosting β€” SCRUM + Portal
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Supabase
Database for SCRUM board tasks
πŸ“ Master Folder β€” D:\CaringHandsHomeHealthTxLLC\
Google Drive shared folder Β· Based on TX HCSSA 26 TAC Chapter 558 Β· RED = HHSC required Β· βœ… = file exists Β· Orange = pending
πŸ”΄ 01_COMPLIANCE HHSC First Check
πŸ“‚License_And_Registrationβœ… 1 file
πŸ“„HCSSA PAS License (current)HHSC
πŸ“„License Renewal Dates tracker
πŸ“„EIN LetterIRS
πŸ“„LLC Certificate of Formation
πŸ“„Business Address Proof
πŸ“‚QAPIRequired
πŸ“„QAPI Program DescriptionHHSC
πŸ“„Annual QAPI Report
πŸ“„Incident Log
πŸ“„Corrective Action Plans
πŸ“‚Survey_Readiness
πŸ“„HHSC Survey Checklist
πŸ“„Deficiency Correction Log
πŸ“‚Abuse_Neglect_Exploitation
πŸ“„ANE Reporting PolicyHHSC
πŸ“„ANE Incident Reports
πŸ“„CIMS Reporting Log
πŸ”΄ 02_HR 26 TAC Β§558.246
πŸ“‚Caregiver_Files / [LastName_FirstName]
πŸ“Morris_Jada
πŸ“Loving_Raven
πŸ“Shaw_Jolie
πŸ“„Application + Emergency ContactsRequired
πŸ“„Background Check Consent + DPS ResultsRequired
πŸ“„Sex Offender Registry CheckRequired
πŸ“„Nurse Aide Registry (NAR) CheckRequired
πŸ“„Employee Misconduct Registry CheckRequired
πŸ“„OIG + SAM Exclusion CheckRequired
πŸ“„TB Test / TB Assessment MemoRequired
πŸ“„Hep B Consent or DeclinationOSHA
πŸ“„W-4 + I-9Federal
πŸ“„CPR Certification (2yr renewal)Required
πŸ“„HS Diploma / GEDRequired
πŸ“„2 Professional ReferencesRequired
πŸ“„Offer Letter + Job Description (signed)Required
πŸ“„Employee Handbook (signed)Required
πŸ“„HIPAA Confidentiality (signed)Required
πŸ“„Patient Rights AcknowledgementRequired
πŸ“„Company Policies + ANE AcknowledgementRequired
πŸ“„Non-Compete + Workers Comp
πŸ“„Orientation Checklist (signed + dated)Required
πŸ“„Skills Validation ChecklistRequired
πŸ“„All 5 Competency TestsRequired
πŸ“„Annual Performance EvaluationsRequired
πŸ“‚Applicants
πŸ“Adams_Trinadi
πŸ“Thomas_Luke
πŸ“Jones_Aaliyah
πŸ“Reed_Monica
πŸ“Valencia_Noah
πŸ“‚Former_EmployeesRetain 5 yrs
πŸ“‚HR_Templatesβœ… 5 files
πŸ“„CH_Employment_Application.pdfβœ… Branded
πŸ“„Employee File Checklist.pdf
πŸ“„Personnel File Audit Tool.pdf
πŸ“„Caregiver Non-Compete.pdf
πŸ“„Offer Letter TemplateNeeds Build
πŸ“‚Payrollβœ… 1 file
πŸ“„Adding a New Employee in SurePayroll.pdf
πŸ”΄ 03_CLIENTS 26 TAC Β§558.301
πŸ“‚Active_Clients / [LastName_FirstName]
πŸ“„Client Intake FormRequired
πŸ“„Home Care Needs AssessmentRequired
πŸ“„Home Safety ChecklistRequired
πŸ“„Individual Service Plan (ISP)Required
πŸ“„Service Agreement (Private Pay)Required
πŸ“„Client Rights + ResponsibilitiesRequired
πŸ“„Grievance Policy (signed)Required
πŸ“„HIPAA AuthorizationRequired
πŸ“„Authorization for Emergency Medical CareRequired
πŸ“„Advance Directives DiscussionRequired
πŸ“„Infection Control + Emergency Prep PlanRequired
πŸ“„Care Notes / Visit Logs (EVV)
πŸ“‚Discharged_Clients
πŸ“‚Client_Templatesβœ… 2 files
πŸ“„CH_Client_Intake_PRINTABLE_v3.pdf
πŸ“„CH_Home_Care_Needs_Assessment.pdf
🟑 04_OPERATIONS HHSC Survey
πŸ“‚Policies_And_ProceduresSurvey
πŸ“„Scope of Services + Admission/Discharge
πŸ“„Client Rights + Grievance Policy
πŸ“„HIPAA + Confidentiality Policy
πŸ“„Infection Control PolicyOSHA
πŸ“„Emergency Preparedness PolicyRequired
πŸ“„Workplace Violence PolicySB463 2025
πŸ“„Weapons / Firearms Policy
πŸ“„ANE Reporting PolicyRequired
πŸ“„Record Retention Policy
πŸ“‚SOPsβœ… 4 files
πŸ“„Caregiver Onboarding SOP.pdf
πŸ“„CLIENT INTAKE STANDARD OPERATING.pdf
πŸ“„PRICING & SERVICES SOP.pdf
πŸ“„TRANSPORTATION STANDARD.pdf
πŸ“„Scheduling + Shift Coverage SOPNeeds Build
πŸ“„Incident Reporting SOPNeeds Build
πŸ“‚Training
πŸ“„Orientation CurriculumRequired
πŸ“„Competency Test β€” Workplace Violence
πŸ“„Competency Test β€” Infection Control
πŸ“„Competency Test β€” Bloodborne Pathogen
πŸ“„Competency Test β€” HIPAA
πŸ“„Annual In-Service Training Log
🟑 05_FINANCE
πŸ“„Ops Manager Agreement ($800/mo)Needs Draft
πŸ“„Client Invoices + Payment Records
πŸ“„General Liability InsuranceRequired
πŸ“„Workers Comp InsuranceRequired
πŸ“„Tax Records
🟒 06_MARKETING βœ… 116 files
πŸ“‚Phase_1_Pay_To_Play2 pptx
πŸ“‚Phase_2_Building_Relationships38 docs
πŸ“‚Phase_3_Digital_Marketing33 docs Β· 20 emails Β· blog articles
πŸ“‚Phase_4_Senior_Placement7 docs
πŸ“‚Phase_5_ContractsLTC Β· Workers Comp Β· Govt Contracts
πŸ“‚Provider_ListsHHA 237 Β· Hospice 71 Β· SNF 56
πŸ“‚Brand_AssetsLogo Β· White Β· Brand Guide PDF
🟒 07_TECHNOLOGY
πŸ“‚GHLmeKmvfbNgAwtxFEazKBZ
πŸ“‚SignNowTemplates + webhook URLs
πŸ“‚WellSkyEVV + caregiver mgmt
πŸ“‚Scrum_PortalDeploy configs + README
🟒 08_ADMIN βœ… 6 files
πŸ“„Caring Hands Home Health LLC.pdfLLC Docs
πŸ“„Caring Hands {EIN Letter}.pdf
πŸ“„Caring Hands EIN SS4.pdf
πŸ“„Caring Hands Home Health LLC admin change.pdf
πŸ“„February Utility Bill.pdf
πŸ“„Kenneth Pineda NDA complete.pdf
πŸ“„Insurance CertificatesNeeds Upload
πŸ“„Meeting Notes + Decisions LogNeeds Build
⚠️ HHSC Survey: During unannounced inspections, surveyors check personnel files for every active caregiver, client records for every active client, your full P&P manual, QAPI documentation, and orientation/training records. Red folders above are checked first.
Done
In Progress
To Do
Blocked
πŸ‘©β€βš•οΈ Caregiver Onboarding Flow
From first contact to active caregiver in WellSky β€” every step tracked
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πŸ“£
Lead Capture
Indeed / Modal / Referral
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GHL Contact Created
Caregiver Pipeline: Applied
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CJ Screens
Interview scored + reviewed
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βœ…
Kenneth Reviews
Approve or reject
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Offer Extended
Pipeline: Offer Extended
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✍️
SignNow Docs Sent
Auto-triggered (k29)
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πŸ“
Docs Signed
All forms complete
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πŸ”Ž
Background Check
Criminal + OIG + NAR/EMR
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Orientation
Signed checklist + handbook
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πŸ₯
WellSky Activated
Kenneth adds manually
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πŸ’°
Payroll Ready
Added to SurePayroll
Required Documents
βœ…Job Application
βœ…Interview Notes / Score
βœ…Offer Letter
βœ…Driver License / State ID
βœ…Social Security Card
βœ…TB Screening Results
βœ…HIPAA Confidentiality Form
βœ…Employee Handbook Acknowledgment
⚠️Background Check Consent
⚠️Criminal History Results
⚠️OIG Exclusion Check
⚠️NAR / EMR Registry Check
⚠️Orientation Checklist (signed)
⚠️ANE Acknowledgment
⚠️Infection Control Acknowledgment
⚠️Skills Competency Checklist
πŸ₯ Client Intake Flow
From first inquiry to active client receiving care
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πŸ“±
Inquiry Received
Website / phone / referral
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βœ“
πŸ“‹
GHL Lead Created
Client Pipeline: New Lead
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πŸ“ž
CJ Follow-Up
Call within 1 business day
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πŸ—“οΈ
Assessment Scheduled
GHL calendar booking
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🏠
In-Home Assessment
Daneisha fills needs form
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✍️
SignNow Sent
Auto-triggered (k12) Forms 1–10
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πŸ“
Client Signs
All 10 forms signed
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πŸ“…
ISP Created
Individualized Service Plan
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🀝
Caregiver Matched
Assigned in WellSky
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βœ…
Care Starts
EVV clock-in via WellSky
⚑ GHL Automation Status
All 12 automations β€” live, in progress, and blocked
πŸ”΄k12 β€” Assessment Done β†’ SignNow
πŸ”΄k29 β€” Caregiver Accepted β†’ SignNow
⚑k17 β€” Docs Signed β†’ WellSky Alert
πŸ”΄k15 β€” Referral Partner Nurture
πŸ”΄k5 β€” Care In Homes Lead β†’ CJ
πŸ”΄k16 β€” Indeed Applicant β†’ GHL
πŸ”΄k11 β€” Assessment Scheduled β†’ SMS
πŸ”΄k54 β€” Referral Received β†’ CJ
πŸ”΄k7 β€” CTE Follow-Up Sequence
β›”k57 β€” Voice AI (needs phone)
β›”k58 β€” Conversation AI (needs phone)
β›”k56 β€” A2P 10DLC (needs port)
πŸ”§ Systems & Tools
Every tool Caring Hands uses and what it does
🟒
GHL
CRM, Pipelines, Automations, Lead Capture
🟒
SignNow
E-signatures β€” client + caregiver docs
🟑
WellSky
Scheduling, EVV, client/caregiver mgmt
🟒
Indeed
Caregiver recruitment + applications
🟒
SurePayroll
Payroll processing for active caregivers
🟑
A2P 10DLC
Registration in progress β€” 2-5 days
🟒
Cloudflare
Hosting β€” SCRUM + Portal
🟒
Supabase
Database for SCRUM board tasks
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