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ASO Operations Overview
Compliance Overview
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Client Profiles
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Medical Binder
Per ODP 6400 Regulations — select a client to view or edit their binder
🩺
Select a client above to view their Medical Binder
All ODP 6400-required health documentation
MT
[Client]
DOB: 03/12/1985 · ASO-0024 · MA#: 123456789
🏠 —🩺 —💊 —
Demographics
📋 Personal Information
Full Legal Name
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Date of Birth
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Assigned House
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Support Level
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Residential Address
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Diagnoses
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🚨 Emergency Contacts & Coordinator
Service Coordinator
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Status
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Medical Binder
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Program Binder
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📋 ODP Compliance — Individual Rights
Admission Agreement (§6400.15)
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Privacy Acknowledgment (§6400.33)
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Insurance & Benefits
🪪 Primary Insurance – Medical Assistance (MA)
MA Number
MCO / Plan
Member ID
Card Expiration
Authorization #
Group Number
📎
Upload Insurance Card
PDF, JPG, PNG · Max 10MB
ℹ️
Click 💾 Save to save changes to this client's record.
Diagnoses
| ICD-10 | Diagnosis | Type | Since | Provider | Status | Actions |
|---|
Active Medications
ℹ️
Select a client above to view their medications.
Physicians & Specialists
ℹ️
Select a client above to view their providers.
Annual Physical History
ℹ️
Select a client above to view their annual physical records.
Physician Orders
ℹ️
Select a client above to view their physician orders.
Immunization Records
ℹ️
Select a client above to view their immunization records.
Emergency Action Plans
ℹ️
Select a client above to view their emergency action plans.
All Medical Binder Documents
| Document | Type | Uploaded | Expiration | By | Status | Actions |
|---|
❤️ Vital Signs
ℹ️
Select a client above to view their vital sign records.
Program Binder
ISP, BSP, Communication Plans, Rights, HRST
📋
Select a client to view Program Binder
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Appointments
Medical, dental, psychiatric, and specialist appointments
📅 Upcoming Appointments
ℹ️
Alerts are automatically sent to: assigned staff · house manager · nursing · program specialist · transportation coordinator when an appointment is scheduled.
| Date | Time | Client | Type | Provider | Staff | Transport | Packet | Status | Actions |
|---|
⚠️ Missed Appointment Documentation
🔴
Required: All missed appointments must be documented within 24 hours. Supervisor, nurse, and program specialist are automatically notified.
🔴 Past Appointments Requiring Documentation
📋 Documented Missed Appointments
| Date | Client | Type | Reason | Documented | Actions |
|---|
🚫 Refusal Documentation
🚫
Refusal Policy: When a client refuses an appointment, document immediately. Supervisor, nurse, and program specialist will be automatically notified. Guardian notification is required.
🚫 Recent Refusals
| Date/Time | Client | Appt Type | Reason | Staff Witness | Guardian Notified | Clinical Review | Follow-up Action | Actions |
|---|---|---|---|---|---|---|---|---|
| 05/10/2026 2:15 PM | [Client] | Lab Work | Anxiety about needles | [Staff] | ✓ Yes | ✓ Completed | Behavioral consult scheduled | |
| 04/18/2026 10:30 AM | [Client] | Dental | Pain and discomfort | — | ✓ Yes | ⏳ Pending | Reschedule with sedation consult |
📎 Pending Documentation
📎
Pre-appointment: gather required forms before the visit. Post-appointment: upload return paperwork received at the visit. Both sections update automatically as appointments move through the workflow.
📋 Pre-Appointment – Documents Needed
🔄
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📬 Post-Appointment – Return Paperwork Needed
🔄
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🔁 Follow-Up Appointments
🔁
Follow-up appointments are automatically tracked from completed visit summaries. Schedule here to close the loop.
| Original Appt | Client | Type | Follow-up Reason | Due By | Scheduled | Status | Actions |
|---|---|---|---|---|---|---|---|
| 05/12/2026 – Ophthalmology | [Client] | Eye Exam | Prescription recheck | 11/12/2026 | — | ⏳ Not Scheduled | |
| 05/08/2026 – Neurology | [Client] | MRI | MRI ordered by [Provider] | 06/08/2026 | ✓ 06/05/2026 | ✓ Scheduled | |
| 05/05/2026 – PCP Visit | [Client] | Lab Work | Fasting labs ordered | 06/02/2026 | ✓ 06/02/2026 | ✓ Scheduled | |
| 04/28/2026 – Endocrinology | [Client] | A1C Check | A1C recheck in 3 months | 08/01/2026 | — | ⏳ Not Scheduled |
🚐 Transportation Coordination
🚐
Transportation coordinator is notified automatically when appointments are scheduled. Confirm vehicle and driver assignments below.
| Appt Date/Time | Client | Destination | Pickup Time | Vehicle | Driver | Return ETA | Status | Actions |
|---|
🗂️ Staff Appointment Completion Portal
Submit documentation for completed appointments
✅
Staff Instructions: After attending an appointment, mark it complete, upload the visit summary, signed documents, physician recommendations, medication changes, and follow-up paperwork.
📋 Appointments Awaiting Completion Submission
✅ Recently Submitted
| Date | Client | Type | Submitted By | Documents | Status | Actions |
|---|
🔍 Management Review – Appointment Documentation
Review and approve staff-submitted completion records
ℹ️
Management must verify completion status, uploaded documentation, and regulatory compliance requirements before approving each submission.
⏳ Pending Management Approval
👁 Ophthalmology – [Client] · Submitted by [Staff]
Appointment: 05/12/2026 · Submitted: 05/12/2026 4:30 PM · 3 documents uploaded
Visit Summary
✓ Uploaded
Signed Consent
✓ Uploaded
Outcome Notes
✓ Uploaded
Follow-up Required
⚠️ Eye exam in 6 months
✅ Recently Approved
| Appt Date | Client | Type | Staff | Docs | Follow-up | Approved By | Approved |
|---|---|---|---|---|---|---|---|
| 05/08/2026 | [Client] | Neurology | [Staff] | 2 docs | MRI scheduled | Admin | ✓ 05/09/2026 |
| 05/05/2026 | [Client] | PCP Visit | — | 4 docs | Lab work 06/02 | Admin | ✓ 05/06/2026 |
| 04/28/2026 | [Client] | Endocrinology | [Staff] | 3 docs | A1C check Aug | Admin | ✓ 04/29/2026 |
📋 Appointment History
| Date | Client | Type | Provider | Staff | Outcome | Follow-up | Docs | Status | Actions |
|---|---|---|---|---|---|---|---|---|---|
| 05/12/2026 | [Client] | Ophthalmology | [Provider] | [Staff] | Prescription updated | 6 months | 3 | Pending Review | |
| 05/08/2026 | [Client] | Neurology | [Provider] | [Staff] | Stable – continue meds | MRI scheduled | 2 | ✓ Approved | |
| 05/05/2026 | [Client] | PCP Visit | [Provider] | — | Labs ordered | Lab 06/02 | 4 | ✓ Approved | |
| 05/03/2026 | [Client] | Endocrinology | [Provider] | [Staff] | Missed – transport issue | Rescheduled 05/15 | 0 | Missed | |
| 04/28/2026 | [Client] | Endocrinology | [Provider] | [Staff] | A1C improved to 7.1 | Aug 2026 | 3 | ✓ Approved | |
| 04/18/2026 | [Client] | Dental | [Provider] | — | Client refused | Reschedule with consult | 1 | Refused | |
| 04/15/2026 | [Client] | Physical Therapy | PT: Provider J | [Staff] | ROM improving | Bi-weekly PT | 2 | ✓ Approved |
🗂️ All Appointment Documents
| Date | Client | Document Name | Category | Uploaded By | File Type | Actions |
|---|---|---|---|---|---|---|
| 05/12/2026 | [Client] | Ophthalmology Visit Summary | Physician Notes | [Staff] | ||
| 05/12/2026 | [Client] | Prescription – Updated Glasses | Prescriptions | [Staff] | ||
| 05/08/2026 | [Client] | Neurology Consult Notes | Physician Notes | [Staff] | ||
| 05/08/2026 | [Client] | MRI Referral Form | Follow-Up Forms | [Staff] | ||
| 04/18/2026 | [Client] | Dental Refusal Form | Refusal Forms | — |
🏥 Provider Information
| Provider Name | Specialty | Practice / Facility | Phone | Address | Clients Served | Last Appt | Actions |
|---|---|---|---|---|---|---|---|
| Loading providers… | |||||||
📬 Staff Appointment Inbox
Appointments pending staff acceptance · Staff must accept before appointment becomes active
0 Pending
ℹ️
When an appointment is scheduled and a staff member or house is assigned, the appointment requires acknowledgment before becoming active. You can accept directly from the Upcoming Appointments table (green Accept button) or from the pending list below. Any staff assigned to the same house can accept on behalf of the house. Administrators can accept for any staff.
✅ Accepted Appointments
Staff have accepted — appointments are now active
| Client | Type | Date | Time | Assigned Staff | House | Accepted At | Documents | Status |
|---|---|---|---|---|---|---|---|---|
| No accepted appointments yet. | ||||||||
Medication Administration Record (MAR)
Daily medication tracking per ODP 6400 Chapter 6 — click any day cell to record administration
💊
Select a client to view their MAR
Choose a client from the dropdown above to load their Medication Administration Record
JJ
Client Name
House · DOB
0
Active Medications
0
Doses Given
—
0
Refused / Missed
0
Not Yet Due
💡
How to use: Click any day cell to cycle through: — Not Due → ✓ Administered → ✗ Refused/Missed → back to —. Changes are saved automatically.
MAR – May 2026
✓ Administered
✗ Refused / Missed
— Not yet due
Click any day cell to toggle status
⚠️ Medication Error Log (§6400.167)
Document all medication errors — physician must be notified within 24 hours
No medication errors logged for this client.
🔢 Controlled Substance Count Log (§6400.163)
Per-shift pill count — two-staff witness required for all Schedule II–V medications
No counts logged for this client.
🗑️ Medication Disposal Log (§6400.169)
Document expired or discontinued medication disposal with witness signature
No disposal records for this client.
Vehicle Management
Fleet registry, driver compliance, maintenance logs & documentation
3
Active Vehicles
All registered
2
Compliance Alerts
Action required
1
Maintenance Due
Oil change overdue
5
Authorized Drivers
1 renewal due
👤 Authorized Drivers
| Driver Name | Role | License # | License Type | License Expires | Certifications | Assigned Vehicle | Incidents | Status | Actions |
|---|
🔧 Maintenance Records
| Date | Vehicle | Service Type | Mileage | Vendor | Cost | Next Due | Status |
|---|
📅 Scheduled / Upcoming Maintenance
No scheduled maintenance items. Log a service or note overdue items above.
📁 Vehicle Documents
📎
Click to Upload Vehicle Document
Insurance cards, registration, inspection reports, maintenance receipts, driver certifications · PDF, JPG, PNG · Max 25MB
⛽ Fuel & Mileage Log
| Date | Vehicle | Driver | Start Miles | End Miles | Total Miles | Gallons | Cost | MPG | Purpose |
|---|
Staff Directory
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Training Management
Required certifications, compliance tracking, and training schedules
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Staff Fully Current
All required certs
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Training Gaps
Action required
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Expiring ≤ 60 Days
Schedule renewals
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Required Trainings
Per ODP standards
Staff Training Compliance Matrix
Green = Current · Red = Expired/Missing · Yellow = Expiring Soon
| Staff Member | Role | House | CPR/First Aid | Medication Admin | Fire Safety | BSP / Behavior | Abuse Prevention | Mandated Reporter | ODP Orientation | Rights & Dignity | Heimlich | Overall |
|---|
Current
Expired/Missing
Expiring ≤60 days
N/A
Training Gaps – Action Required
Training Log – All Records
| Staff Member | Training | Date Completed | Trainer / Provider | Certificate # | Hours | Method | Expiration | Days Left | Status | File | Actions |
|---|
Upcoming Training Sessions
| Date | Training | Location | Trainer | Enrolled Staff | Status | Actions |
|---|
Required Trainings – ODP Standards
Built-in ODP requirements + any custom trainings you define
| Training | Requirement | Frequency | Expiry (months) | Applies To | Regulatory Basis | Tracked in Matrix | Actions |
|---|
Staff Documents
Non-training records: background checks, IDs, permits, certifications & more
| Staff Member | Document | Category | Issued | Expires | Days Left | Doc # / Reference | Status | File | Actions |
|---|
Compliance Documents
Agency-wide document tracking · ODP 6400 required documentation
0
Total Tracked Docs
0 current
0
Expired / Overdue
Immediate action
0
Expiring ≤ 30 Days
Renew soon
0
Document Categories
All Compliance Documents
📅 Review Schedule
Schedule and track compliance reviews per house · ODP 6400 required
0
Overdue
0
Due Now
0
Upcoming
0
Completed
Upcoming & Active Reviews
0 reviews
✅ Completed Reviews Log
0 completed
Incident Management
ODP-required incident reporting per 55 Pa. Code Chapter 6400.18
0
Open Incidents
—
0
Pending ODP Reports
—
0
Closed This Month
0
YTD Total
Open Incidents
Audit Log
All system activity – tamper-proof record
System Activity
| Timestamp | User | Action | Module | Record | IP |
|---|
Houses & Inspections
All residential homes – clients, compliance, inspections
🔍 Inspection Records
| Date | House | Inspector | Type | Result | Score | Items Found | Actions |
|---|
🔧 Maintenance Tracker
| Date Filed | House | Category | Issue | Priority | Assigned To | Status | Last Updated | Actions |
|---|
Inventory & Stock Management
Equipment, consumables, and supplies with real-time stock tracking
0
Total Items Tracked
Across all houses
0
Low Stock Alerts
Reorder needed
0
Items to Reorder
Critical threshold
0
Locations Tracked
+ Admin Office
All Inventory Items
| Item Name | Category | Location | Stock Level | Current Qty | Min Qty | Unit | Last Updated | Actions |
|---|
Reports & Analytics
Generate, filter, preview and export live operational reports
📅 Period:
🩺 Medical
MAR Summary
Medication administration records
Medical Binder Completeness
Missing documents per client
Client Medications
All active prescriptions
Physician Directory
Providers per client
📋 Program
ISP Compliance
Status, expiry, signatures
Outcome Data
Progress on client goals
Review Schedule
All scheduled reviews
Incident Summary
All incidents by type/severity
⚙️ Operational
Inventory Valuation
Stock levels & book value
Compliance Documents
Status, expiry, category
Staff Training
All certifications & gaps
Fleet / Vehicles
Vehicle status & maintenance
Appointments
All scheduled appointments
Food & Dietary
Menus & restrictions
Audit Trail
All system activity
🩺 Medical Report – All Clients
| Client | House | Status | Active Meds | Medical Binder | Last Updated | Diagnoses |
|---|
📋 Program Report – ISP & Goals
| Client | House | Status | ISP Status | ISP Review | Program Binder | Support Level |
|---|
⚠️ Incident Summary
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| ID | Date | Client | Type | Severity | Location | Staff | ODP | Status |
|---|
⚙️ Operational Report
🚪 Discharged Clients
Historical records for compliance
⚡ Quick Generate — All System Reports
Click any report to preview it instantly using the current filter bar settings · Use the Custom Builder below for full column control
🩺 Clients & Medical
📋 Program
⚠️ Incidents & Appointments
👥 Staff
⚙️ Operations
🚗 Fleet
🔥 Fire Safety
🍽️ Food & Dietary
📝 Audit
🛠️ Custom Report Builder
💡 How to build a custom report
- Pick a Data Source — choose which module's data to pull from.
- Select Columns — tick only the fields you want in the report.
- Filter — narrow by client, status, date range, or keyword search.
- Sort — pick any column to sort by, ascending or descending.
- Preview — see a live table of matching records.
- Download — export as PDF, Word, Excel, CSV, JSON or Text.
💡
The global filter bar at the top also applies to all tab reports. Use Custom Range to pick exact start and end dates.
System Settings
Role-Based Access Control
Manage user permissions and module access
ℹ️
User access management has moved to the dedicated 🔐 User Access module in the sidebar. Click the button above to open it.
🔥 Fire Drill Management
ODP-compliant fire drill logging, extinguisher tracking & alarm monitoring
📋
Loading next drill…
Fire Drill Records
🗄️ Archive
Soft-deleted records — restore or permanently remove
User Access Management
Role-based access · Module permissions · Task assignments · Alert subscriptions
System Users
Manage logins, roles, and module access for all staff
| User | Role | Status | Last Login | Modules | Actions |
|---|
Module Permission Matrix
Set what each role can access — changes apply instantly on Save
ℹ️
Administrator always has full access. Saving permissions updates all users with that role. Use Sync Role Defaults to push module changes to existing users.
🎯 Granular Feature Permissions
Configure which specific features within each module a role can access
Task Assignments
Assign work to specific users. Tag tasks and chain completions to next staff.
Alert & Notification Settings
Configure per-user alert subscriptions
➕ Add Custom Alert
Create additional alert types not in the default list — they appear instantly in the matrix above
Access Activity Log
All system events with filtering and export
💰 Billing & Finance
Medicaid claims, remittance tracking & financial reconciliation
—
Billed This Month
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—
Pending Claims
Awaiting remittance
—
Denied / Needs Action
Requires resubmission
—
Active Billable Clients
Current roster
📋 Claims Log
0 claims
| Date | Client | Service Code | Units | Amount | Status | Submitted | Remittance | Actions |
|---|---|---|---|---|---|---|---|---|
| Loading claims… | ||||||||
🧑💼 HR Management
Performance reviews, disciplinary actions, onboarding & employee records
—
Active Staff
Click → Staff Directory
—
Training Gaps
Click → Training Matrix
—
Reviews Due (30d)
Scheduled reviews
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Staff Docs on File
Certifications & HR docs
—
Onboarding In Progress
New hire checklists
| Staff | Type | Review Date | Reviewer | Rating | Status | Actions |
|---|---|---|---|---|---|---|
| Loading reviews… | ||||||
| Staff | Date | Action Type | Supervisor | Follow-Up | Status | Actions |
|---|---|---|---|---|---|---|
| Loading records… | ||||||
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🔗 Staff Modules
📈 HR Summary
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✅ Quality Assurance
ODP monitoring visits, corrective action plans, satisfaction surveys & outcomes
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Open Incidents
Click → Incidents
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Pending Reviews
Click → Review Schedule
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ODP Visits (12mo)
Monitoring & compliance
—
Open CAPs
Corrective action plans
—
Audit Entries (30d)
Click → Audit Log
—
Compliance Docs
Click → Compliance Docs
| Date | Type | House | Conducted By | ODP Rep | Outcome | Follow-Up | Actions |
|---|---|---|---|---|---|---|---|
| Loading visits… | |||||||
| Finding | Source | House | Responsible | Due Date | Completed | Status | Actions |
|---|---|---|---|---|---|---|---|
| Loading corrective actions… | |||||||
| Client | Type | Date | Administered By | Overall Score | Follow-Up | Actions |
|---|---|---|---|---|---|---|
| Loading surveys… | ||||||
🔗 QA Quick Links
📈 QA Summary
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