Completing Compliance Items

Compliance in ALIS is a system of unlimited electronic document storage and completion.

Your list of compliance items in ALIS is completely custom to your organization's needs. We work with you to set up exactly the items you need for residents, staff, incidents, and community compliance.

• Compliance tracking can be done for residents, staff, and at the community level. There are individual settings for each type of compliance where we can set up the exact list of documents you need.
  • For more information about these settings, read this article: Compliance Settings.
• Compliance items can all be completed by uploading files from your computer, and if you send us your form templates, we can make them available to fill out online.

The Compliance Table

In this guide we will describe Resident Compliance. This is the same exact feature if you are in other parts of ALIS managing Staff Compliance, Community Compliance, and Incident Report forms.

On a resident's profile, scroll about halfway down the page to find the Compliance Summary section. Click the Compliance Documents blue bar to see all resident compliance items and their completion statuses.

The checkboxes on the left side of the items allow you to perform some actions in bulk for multiple items at a time using the buttons above the table.

Here are the compliance table details:

• Compliance Item: This is the customizable name of the compliance item. The items may also be organized into custom groups.
• Status: The status can be Incomplete, Completed, or Expired.
• Expires on: This might be a specific date or "Never".
• File Location: This will say Not Available if the item has never been completed for the resident, or it will have a link to the most recently completed read-only Filled Online or Uploaded versions of the document. 
  • If you marked the item "In Cabinet", that status will show here.
  • If the most recently completed version of the item was Filled Online, people with administrator permissions will be able to edit the most recently completed version without having to create a new version. Click the pencil icon to do this.

Compliance Item Colors

Notice the thin stripe of color on the very left border of the compliance item rows. The colors indicate the following statuses:

• • Red: the item is required and is incomplete or expired.
  • Yellow/Orange: the item is optional and is incomplete or expired.
  • Green: the item has the completed status.
  • The red asterisk on a compliance item name means it is required.

Each item has three buttons on the right side:

• Choose File and Fill Online are the buttons you will use to complete the items. More on these in the next two sections of this guide.
• The Options button has many options!
  • Change expiration: This allows us to manually update the expiration date.
  • In Cabinet: This marks an item as Completed without any electronic submission of a document.
    • It is advised to use this option infrequently or never, because there is no way for you to access the completed item electronically. It means: "the completed document exists somewhere in physical storage".
  • Mark Required: This allows you to mark an optional compliance item as required. Items are set as required or optional by default for all residents, but you can change this for individual residents. The completion of required items impacts the resident's compliance percentage.
  • Mark Optional: This allows you to mark a required compliance item as optional. Items are set as required or optional by default for all residents, but you can change this for individual residents. Optional items do not affect compliance percentages.
  • Hide From List: This allows you to hide the compliance item from the list for this resident. To find it again, you need to find the "Show Hidden Compliance Items" link at the top right of the table. This link only exists if there are hidden items.
  • Show in List: This allows you to change a hidden item so that it shows the compliance item in the list for this resident.
  • Pre-populated Template: This generates a template with all the information that pre-populates from ALIS data on your form.
    • You can not fill online from this template, but it is convenient if you are printing the form to fill it out on paper, since some of the details are filled in automatically.
    • To then keep track of the form electronically, you will need to scan it to your computer and use the Choose File option to upload it.
  • Blank Template: This generates a template with no fields filled in. You might use this if you need to print a copy of the blank form.

Uploading a Compliance Item

If the document you need to add was completed on paper or is not a form (insurance cards, ID cards, vaccine cards), you can save the document to your computer using a scanner and upload it to the correct location in ALIS.

1. Scan the item and save it to your computer. 
2. Find the resident profile in ALIS for the person you need to upload the document. 
3. You can either drag the file from the folder on your computer to the ALIS window in the compliance item area, or you can click the Choose File button to open your file browser and find the correct file. 
4. This will change the status to Pending, and you can then select an expiration date if needed. Click the Complete button to save the document.

Drag and drop from your file folder right into ALIS:

Filling Online a Compliance Item

Filling online a compliance item is a very powerful and efficient way to keep your documents up-to-date!

The first requirement is that you send the ALIS team your blank form templates. Once we have the forms, we complete a process of annotating them, which allows for certain ALIS fields to pull in automatically, and allows you to complete the fields while using ALIS. 

An additional benefit of this is that previously filled-online documents will always retain your previous entries on the form (except signatures). This means if you need to fill it out again, you only have to update the things that changed without having to fill out everything again!

1. Click Fill Online for a compliance item.
   • If this option is not available, your organization will need to send us a blank form template in order to make it available in ALIS. 
2. If the form has been filled online previously, you can click the Previous Form option to start working on the form with the previous entries (except signatures). This is really helpful for documents where most information doesn't change much, but some information may need to be periodically updated.
3. Click New Form to start fresh with no previously entered information. This will still pre-populate ALIS fields such as the resident name, room number, insurance information, resident contacts, and much more. 
   • For any fields that should contain information already stored in ALIS, we annotate the form to pre-populate your ALIS data. One example is that you should never have to type a resident's name, because it will always pre-populate with the name saved in ALIS. This is true for hundreds of details stored in ALIS!
4. Fill out the form to your satisfaction and add your signature if needed. Read this article for more information about signatures: Electronic Signatures for Compliance Documents and Incidents in ALIS.
5. Click Save, and close the form window.
6. This puts the item in the Edit in-progress status so that you can click the Edit button to pick up where you left off if needed, and add an expiration if needed. To complete the form, click Complete.
   
   • The most recently completed version of the item will display as a link in the File Location column. Click this to view the read-only version of the completed document.
7. There will now appear a View All Versions link below the item name, and you can view any version of the document that was ever marked complete for this resident.
8. You may have available a pencil icon in the File Location column if you have administrator permissions. This allows you to edit the most recently completed document without having to start a new version.

When you use the Fill Online option to complete a document, please note that the form fields will not expand to fit the size of text you enter.

• The text may automatically become smaller in order to fit, but it is ideal for the form field to be appropriately sized for the amount of text you want to add.
• If a form field is too small, you will need to update your form template to have larger text fields, and send the new version to ALIS Support. Please contact us if you need any help!

Special features with Fill Online

Form Field Validation

• If you would like to make some form fields required on a document, all you have to do is let us know! We can set up your form template to require information in any text box you need. This will prevent someone from completing a version of the document without adding text to your specified form fields. 
• It is also possible to set date or numeric fields to allow only specific formatting or numeric characters.
• To set this up on any compliance form, contact us to say which fields on your forms you would like to make required or restrict numeric formatting.

HelloSign Integration: Send your document as an email for a non-ALIS user to sign

ALIS integrates with the electronic signature tool HelloSign. This allows your team to collect signatures of resident family members or other outside parties by sending compliance documents directly from ALIS to their email. Read this article for more information: E-Sign Compliance Items.

Required Items and Compliance Percentage

The percentage of completed required items determines a resident's compliance percentage. 

• By default, all compliance items have the required status, but we can set any item to be optional in settings.
• You can also set items to be either required or optional for an individual resident using the Options button.
• The required items are identified by a red asterisk after their names. Look here for more explanation about the colors: Compliance Item Colors.

Accessing Resident Documents

When the items have been marked complete, you can easily access the most recent version and unlimited versions of the item that were completed earlier.

View All Versions

Click this link to see all previously completed versions sorted by date. You can click the links in the File Name column to view any of these versions. 

Click Hide All Versions to collapse.

Emergency Packet

Typically this is opened at the top of the resident's profile by clicking the button below their photo, but we also have the option in the Compliance section.

The items that generate in the Emergency Packet are set at the community level. Read this article for more information: How to set up your Emergency Packet.

Generate Custom Packet

The custom packet feature allows you to select specific completed documents from ALIS for a resident and compile them into a single file.

1. Click the checkboxes to the left of the compliance items you want to include in the custom packet. Only completed items can be included.
2. Click the Generate Custom Packet button above the table. A PDF will load containing all selected items, starting with a cover page listing the names of the items.

Reports

On the Reports page, we have a Resident Compliance Details report and a Staff Compliance Details report. These will show you a highly filterable view of all compliance items for all resident or staff profiles. 

If you select only one item in the Compliance Item filter and click the Refresh button, you have the Print Compliance Documents button available just above the table. This allows you to download a zipped folder of all your residents' completed documents for the filtered item. If you ever need to export all of a single item for all residents (or staff), this is the best option!

Expirations and Alerts

The compliance items can be set to expire after a specific length of time after they are completed. This interval can be selected for all residents in settings (and then updated for individuals if needed), or you can set expiration dates as you complete the items. 

Once an item has the Expired status, it will decrease the resident's compliance percentage if the item is required.

We have the ability to filter for expired items in the Compliance Details report, and we can also set up staff at your organization to be alerted when items will expire soon (in two weeks) and the day when the item actually expires. Please read this article to learn more about setting up alerts: Managing ALIS Alerts.

Miscellaneous Documents

This section is located below the main Compliance Documents table. The best practice is to use this sparingly! 

If you have an item to store for only one or a small number of people, you can upload the documents here in Miscellaneous Documents. Once uploaded, they will always be available sorted by name of the item in alphabetical order. No dates are tracked for these.

It is recommended to create items to be part of the main Compliance Documents table in order to track their completion and easily find them later if needed. If you ever need help adding an item to your Compliance Documents, please contact us!

Related Articles:

Managing Staff Compliance Items

Compliance Settings

Electronic Signatures for Compliance Documents and Incidents in ALIS

How do I bulk print a compliance item for all residents?