Understanding Compliance
The compliance module of SpokeChoice not only helps you to stay in compliance with DDD and AHCCCS requirements it allows individuals like Guardians and Providers to onboard themselves and upload or sign documents. The application provides the necessary web forms that makes it simple to fill out on any device, small or large. After it is filled out and if there is an original required PDF file the application will print out to that file for view or review. Compliance has built into it rules that help to show who is required for each document. For example: A driver that will transport members in their own vehicle will require a drivers license, automobile inspection and of course liability insurance. By indicating that a provider is a driver will then present those documents as necessary.
In addition every night the compliance rules are ran as a batch lookup/query. By selecting the compliance tile you will see who is missing or who has or will expire soon. The individual that requires the document will also see and receive and in-app message that they have a document that is missing or that will/has expired.
There is no setup required to use the compliance application other than assigning people their roles and indicating what their job will be. Example: In the above example you must indicate that the employee is a driver.
Each document and/or expiration that is required will allow you to:
1) Indicate if the document is "on file". In other words if you have this document stored somewhere other than DocVault you can still indicate you have the document and fill out the necessary Expiration should it be required.
2) Upload a scanned document. If a document allows both uploading a document and has the ability to use the online form you can choose either. This is handy if an elderly person does not have the ability or desire to learn/use electronic methods.
3) Use a form to fill out data either as an administrator or allowing Guardians or providers to do so.
Using Forms
Anyone can use a form to fill out information, should it be available. For example: a I9 can be created either by uploading a document (PDF) or filling out information using the form.
Electronic Signatures
Up to 3 electronic signatures can be added and routed. The required or "system required documents" all have the required signatures added to them. When creating a document it must have all the required individuals selected before a document can be uploaded or form created. In this manner the Document knows who must sign. If the individual that must sign creates the form they can add their own signature at the time of creating the document. If an Administrator creates the document they can save it and when the required signer logs into Spokechoice they will receive a message that they have a document that needs to sign. A yellow "sticky" will be present to indicate where they need to sign. In some cases they might be required to fill out other fields within the document. For example: In the case of the above document an employee might need to add their Social Security number and indicate they are a citizen. When someone selects the Document Vault application and has signatures that need to be completed a pop-up will be presented to make it easy for that individual to see all the required documents that require their signatures.
A document must have all required signatures on it before it can be reviewed and saved as a complete document. Each document type's fields (includes signature) has a role that needs to fill out by that role. This separates the needs for different individuals that might need to sign. For example: Some documents might require and Administrator and a Guardian to sign. By using the assignment of a role to fields the system will know which individual needs to sign. Note: You can not alter nor change the requirement of a system level document. (Those documents offered by the compliance module). Although you can create your own document Types and assign either a system rule or a rule of your own. See Creating your own Rule
