📋 How This Tab Works — Step by Step ▼
How leads get here
1Leads come in by phone call, the website form, or a referral partner. Phone leads: add them manually with + Add Lead while you're on the call. Website/referral leads can flow in automatically once the Lead Intake webhook is connected in Settings.
Your checklist for each lead
2Log the call — capture their situation, who needs care, and urgency in the notes field.
3Schedule the in-home care assessment — click "Schedule Assessment" on their row. This creates a record in the Care Assessments tab and moves the lead to Assessment Scheduled.
4If they're not ready yet, set a follow-up due date — the Follow-up Due filter surfaces anyone you owe a callback.
!If a lead goes cold, mark them Lost with a reason — keeps your pipeline numbers honest without deleting the record.
5Once they sign on and are set up in AxisCare, mark Converted and paste their AxisCare client ID — this links the lead to their later Care Assessment and Check-in records.
📋 How This Tab Works — Step by Step ▼
1Schedule the in-home visit from a lead (or click + Add Assessment directly for an existing client). Bring your phone with your transcription app (Otter, Fireflies, etc.) running during the visit.
2After the visit, open the record and paste the transcript link (or the raw transcript text if you don't have a shareable link) into the assessment.
3Click 🪄 Generate Care Plan. This sends the transcript to the Care Plan webhook (set up in Settings), which structures it into ADLs/IADLs, medical needs, goals, and a recommended service schedule, and drafts the AxisCare custom fields.
4Review the drafted plan in the Care Plans view — edit anything before it goes anywhere near AxisCare. You are always the final check, not the AI.
5Once it looks right, click 📤 Push to AxisCare — this writes the care plan into the client's AxisCare custom fields and creates/updates their profile.
!AxisCare custom fields aren't finalized yet — see the
AxisCare_Care_Assessment_Fields_Setup.md guide. Until those are created in AxisCare, pushes will save to Supabase but the AxisCare step will no-op.📋 How This Tab Works — Step by Step ▼
1Every active client gets a check-in call (or visit) on the cadence set in Settings (default: every 30 days). The Due This Week and Overdue filters tell you who to call.
2Log the check-in — how the client feels about their caregiver, any concerns, and a quick satisfaction rating.
!If a client raises a real concern, toggle Escalated and notify Samantha. Don't let a concern sit in a check-in note unaddressed.
3The next check-in due date is calculated automatically from today + your cadence setting — adjust it manually if a client needs closer attention.
📋 How This Tab Works — Step by Step ▼
1Every caregiver needs a supervisory visit at least once a year for Medicaid compliance — a coordinator observes them in a client's home. Due date = last visit + 365 days.
2Use the Due Soon and Overdue filters to plan your visits — Due Soon shows anyone within the window set in Settings (default 60 days).
3During the visit, work through the checklist (punctuality, task completion against the care plan, client interaction, safety practices, EVV/documentation compliance) and rate overall performance.
4Log a proof link (signed form, upload to Drive) — this is what an auditor will ask for.
!Completing a visit here also updates the caregiver's "Last Supervisory Visit Date" in Staffing Hub's Active Compliance tab — same underlying caregiver record, two views.
📋 How This Tab Works — Step by Step ▼
1This tab is a read-only rollup — every other tab still owns its own data. It exists so you can see one client's whole story (lead → assessment → care plan → check-in history) without flipping between four tabs.
2Click View History on any client to see their full timeline, including the satisfaction trend across all their check-ins.
!Clients are matched by AxisCare Client ID when available, falling back to name. Keep that ID filled in on the Lead/Assessment/Check-in records so a client's history stays linked together correctly.