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⚡ One-Time Supabase Setup

Run this SQL once in your Supabase project adkljbmiwsgsgwylgrdl → SQL Editor → 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 · Apr 14–18, 2026
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📋 Sprint Board
🗺️ Workflows
📋 Checklists
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In Progress
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In Progress
To Do
Blocked
👩‍⚕️ Caregiver Onboarding — Phase 1: Before Orientation
Docs required BEFORE caregiver attends orientation — 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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📜
Credentials
CPR, License, 2 Refs
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🔍
Background Screening
DPS, Sex Offender, NAR, EMR, Drug, TB
🎓 Caregiver Onboarding — 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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📅
Availability Sheet
Shift preferences
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💉
Hep B Form
Consent or Declination
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🗒️
Orientation Checklist
Signed + dated
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🧪
Workplace Test
In-person competency
✍️ Caregiver Onboarding — Phase 3: After Orientation
All sent via SignNow after orientation passes — must complete before first shift
🔴Offer Letter
🔴Welcome Letter
🔴TB Memo or Results
✅Employee Handbook (signed)
🔴Non-Compete Agreement
🔴Workers Comp Acknowledgement
✅HIPAA Confidentiality (signed)
🔴Patient Rights Acknowledgement
🔴Company Policies Acknowledgement
🔴ANE Acknowledgement
🔴Job Description (signed)
🔴Skills Validation Checklist
🔴Competency Test — Workplace Violence
🔴Competency Test — Infection Control
🔴Competency Test — Bloodborne Pathogen
🔴Competency Test — HIPAA
🔴Emergency Preparedness Acknowledgement
🔄 Caregiver Onboarding — Phase 4: Recurring
Ongoing compliance requirements — automated reminders to be built
📅Annual Performance Evaluation (12 mo)
📅Annual Competency Tests (12 mo)
📅TB Test / Memo Renewal (12 mo)
📅Background Check Renewal (12 mo)
📅OIG / SAM Recheck (12 mo)
📅CPR Certification Renewal (24 mo)
🏠 Client Intake Flow
From first inquiry to active client — all required by TX HCSSA 26 TAC §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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👩‍⚕️
Caregiver Assigned
WellSky schedule set
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🏠
Active Client
Services started
⚙️ GHL Automations
Workflows built and pending for Caring Hands
🔴k12 — Assessment Done → SignNow
🔴k29 — Caregiver Accepted → SignNow
⚡k17 — Docs Signed → WellSky Alert
🔴k15 — Referral Partner Nurture
🔴k16 — Indeed Applicant → GHL
🔴k11 — Assessment Scheduled → SMS
🔴k7 — CTE Follow-Up Sequence
⛔k57 — Voice AI (needs phone)
⛔k58 — Conversation AI (needs phone)
⛔k56 — A2P 10DLC (needs port)
🔧 Systems & Tools
Every tool Caring Hands uses and what it does
🟢
GHL
CRM, Pipelines, Automations, Lead Capture
🟢
SignNow
E-signatures — client + caregiver docs
🟡
WellSky
Scheduling, EVV, client/caregiver mgmt
🟢
Indeed
Caregiver recruitment + applications
🟢
SurePayroll
Payroll processing for active caregivers
🟡
A2P 10DLC
Registration in progress — 2-5 days
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Cloudflare
Hosting — SCRUM + Portal
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Supabase
Database for SCRUM board tasks
📁 Client Checklist & Caregiver Checklist
Google Drive synced · TX HCSSA 26 TAC Chapter 558 · RED = HHSC required · ✅ = file exists · Orange = pending
👤 Client Checklist
02_HR\Caregiver_Files — 6 onboarding stages per caregiver
🔴 01_Pre_Admission HHSC Required
📂Initial_Inquiry_Intake_Form✅ 1 file
📄CH_Client_Intake_Forms_final.pdf✅ Live in SignNow
📂Eligibility_DeterminationEmpty
📂Copy of Identification and Insurance Card Collected (if applicable)Empty
🔴 02_Initial_Assessment_and_Service_Planning 26 TAC §558.404
📂Needs_Assessment✅ 1 file
📄CH_Home_Care_Needs_Assessment.pdfRequired
📂Individual_Service_Plan✅ 1 file
📄CH_How_To_Create_A_Care_Plan.pptx
📂Emergency_Contact_InformationEmpty
📂Home_Environment_EvaluationEmpty
📂Special_Needs_and_RequestsEmpty
🔴 03_Documentation_and_Signatures 26 TAC §558.301
📂Client_Rights_and_Responsibilities✅ 1 file
📄CH_Client_Bill_Of_Rights.pdfRequired
📂Service_AgreementEmpty — to build
📂Grievance_Policy✅ 1 file
📄CH_Client_Grievance_Form.pdfRequired
📂HIPAA_Privacy_Practices✅ 1 file
📄CH_HIPAA_Notice_Of_Privacy_Practices_Clients.pdfRequired
📂Advance_Directives✅ 1 file
📄CH_Power_Of_Attorney_Form.pdf
📂Infection_Control_and_Emergency_Preparedness✅ 2 files
📄CH_Accident_Prevention_Form.pdfRequired
📄CH_Infection_Prevention_Form.pdfRequired
📂Authorization_Emergency_Medical_CareEmpty
📂Client_Handbook_Acknowledgment✅ 3 files
📄CH_Client_Handbook_2025_FINAL.pdf✅ Use This
📄CH_Client_Handbook_2025.pdf
📄CH_Client_Handbook_Official.pdf
🟡 04_Orientation_to_Services
📂Review_of_Services✅ 3 files
📄CH_Community_Resource_Guide_Austin_TX.pdf
📄CH_Home_Care_Business_Forms_Complete.pdf
📄CH_Home_Care_Business_Forms_Complete.docx
📂Scheduling_and_Caregiver_MatchingEmpty
📂After_Hours_Contact_ProcedureEmpty
📂Home_Safety_ChecklistEmpty — to build
📂Nondiscrimination_NoticeEmpty
🟡 05_Start_of_Care
📂First_Visit_ScheduledEmpty — operational
📂Caregiver_IntroductionEmpty — operational
📂Initial_Visit_SummaryEmpty — operational
📂Ongoing_Monitoring_PlanEmpty — operational
📂Client_Satisfaction_DocumentationEmpty — operational
🟡 06_Final_File_Audit
📂All_Documents_Signed_and_FiledEmpty — operational
📂Assessments_and_AuthorizationsEmpty — operational
📂Individual_Service_Plan_ApprovedEmpty — operational
📂Emergency_Information_PostedEmpty — operational
📂Client_Record_ReviewEmpty — operational
👩‍⚕️ Caregiver Checklist
02_HR\Caregiver_Files — 6 onboarding stages per caregiver
🟡 01_Application
📄Employment ApplicationRequired
📄Resume
📄Government-Issued IDRequired
📄Social Security CardFederal
📄HS Diploma / GEDRequired
📄2 Professional ReferencesRequired
🔴 02_Background_and_Verification 26 TAC §558.246
📄Background Check ConsentRequired
📄DPS Criminal History ResultsRequired
📄Sex Offender Registry CheckRequired
📄Nurse Aide Registry (NAR) CheckRequired
📄Employee Misconduct Registry (EMR) CheckRequired
📄OIG + SAM Exclusion CheckRequired
🔴 03_Hiring_Documents Required
📄Offer LetterNeeds Build
📄PCA Job Description (signed)Required
📄W-4Federal
📄I-9Federal
📄Direct Deposit / SurePayroll Setup
📄Availability Sheet
🔴 04_Orientation 26 TAC §558.301
📄Orientation Checklist (signed + dated)Required
📄Employee Handbook AcknowledgmentRequired
📄HIPAA Confidentiality (signed)Required
📄ANE AcknowledgmentRequired
📄Patient Rights AcknowledgmentRequired
📄Company Policies AcknowledgmentRequired
📄Hep B Consent or DeclinationOSHA
📄Non-Compete Agreement
📄Workers Comp Acknowledgment
📄Skills Validation ChecklistRequired
📄In-Person Competency TestRequired
🔴 05_Credentialing Required
📄TB Test / TB Assessment MemoRequired
📄CPR Certification (2yr renewal)Required
📄Competency Test — Workplace ViolenceRequired
📄Competency Test — Infection ControlRequired
📄Competency Test — Bloodborne PathogenRequired
📄Competency Test — HIPAARequired
📄Emergency Preparedness AcknowledgmentRequired
🟢 06_Active_Caregiver_File 3 Active Caregivers
📁Morris_JadaEvenings
📄Morris_Jada_PCA_Job_Description.pdf✅
📄Background CheckPending
📄Signed DocumentsPending
📁Loving_RavenOvernight
📄Loving_Raven_PCA_Job_Description.pdf✅
📄Loving_Raven_EMR_Check.pdf✅
📄Signed DocumentsPending
📁Shaw_JolieOvernight
📄Shaw_Jolie_PCA_Job_Description.pdf✅
📄Shaw_Jolie_DPS_Background_Check.pdf✅
📄Signed DocumentsPending
⚠️ HHSC Survey: Surveyors check personnel files for every active caregiver and client records for every active client during unannounced inspections. Red sections above are checked first. All signed documents must be retained for a minimum of 5 years after discharge per 26 TAC §558.301(b).
Done
In Progress
To Do
Blocked
👩‍⚕️ Caregiver Onboarding Flow
From first contact to active caregiver in WellSky — every step tracked
✓
📣
Lead Capture
Indeed / Modal / Referral
→
✓
📋
GHL Contact Created
Caregiver Pipeline: Applied
→
✓
🔍
CJ Screens
Interview scored + reviewed
→
⚡
✅
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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📝
Docs Signed
All forms complete
→
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🔎
Background Check
Criminal + OIG + NAR/EMR
→
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🎓
Orientation
Signed checklist + handbook
→
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🏥
WellSky Activated
Kenneth adds manually
→
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💰
Payroll Ready
Added to SurePayroll
Required Documents
✅Job Application
✅Interview Notes / Score
✅Offer Letter
✅Driver License / State ID
✅Social Security Card
✅TB Screening Results
✅HIPAA Confidentiality Form
✅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
🏥 Client Intake Flow
From first inquiry to active client receiving care
✓
📱
Inquiry Received
Website / phone / referral
→
✓
📋
GHL Lead Created
Client Pipeline: New Lead
→
○
📞
CJ Follow-Up
Call within 1 business day
→
○
🗓️
Assessment Scheduled
GHL calendar booking
→
○
🏠
In-Home Assessment
Daneisha fills needs form
→
⚡
✍️
SignNow Sent
Auto-triggered (k12) Forms 1–10
→
○
📝
Client Signs
All 10 forms signed
→
○
📅
ISP Created
Individualized Service Plan
→
○
🤝
Caregiver Matched
Assigned in WellSky
→
○
✅
Care Starts
EVV clock-in via WellSky
⚡ GHL Automation Status
All 12 automations — live, in progress, and blocked
🔴k12 — Assessment Done → SignNow
🔴k29 — Caregiver Accepted → SignNow
⚡k17 — Docs Signed → WellSky Alert
🔴k15 — Referral Partner Nurture
🔴k5 — Care In Homes Lead → CJ
🔴k16 — Indeed Applicant → GHL
🔴k11 — Assessment Scheduled → SMS
🔴k54 — Referral Received → CJ
🔴k7 — CTE Follow-Up Sequence
⛔k57 — Voice AI (needs phone)
⛔k58 — Conversation AI (needs phone)
⛔k56 — A2P 10DLC (needs port)
🔧 Systems & Tools
Every tool Caring Hands uses and what it does
🟢
GHL
CRM, Pipelines, Automations, Lead Capture
🟢
SignNow
E-signatures — client + caregiver docs
🟡
WellSky
Scheduling, EVV, client/caregiver mgmt
🟢
Indeed
Caregiver recruitment + applications
🟢
SurePayroll
Payroll processing for active caregivers
🟡
A2P 10DLC
Registration in progress — 2-5 days
🟢
Cloudflare
Hosting — SCRUM + Portal
🟢
Supabase
Database for SCRUM board tasks
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