Alerts for missing or expiring documentation

Purpose

1.1. Automatically monitor, track, and alert responsible staff or management about missing, soon-to-expire, or expired documentation related to resident records, staff certifications, insurance, compliance forms, medical directives, and facility licenses in adult foster care environments.
1.2. Reduce compliance risk, prevent documentation lapses, and support timely renewals or remedial actions for regulatory adherence.
1.3. Ensure continuous state, federal, and agency compliance through proactive notifications and escalation if documentation lapses are not addressed within specified timelines.

Trigger Conditions

2.1. Document record marked as missing or status ‘incomplete’ in documentation repository.
2.2. Expiry date field on document record within pre-set threshold (e.g., 30, 15, 7 days remaining).
2.3. Submission of new staff or resident profile with incomplete required documentation.
2.4. Scheduled periodic batch checks on all documentation records against expiration rules.
2.5. Failed API call or webhook response indicating a document cannot be validated or is overdue.

Platform variants

3.1. Microsoft Outlook (Email)
• Feature/Setting: Automated email alerts; use Outlook Graph API — /me/sendMail; configure with dynamic message body with document type, resident/staff, expiration date.
3.2. Slack
• Feature/Setting: Incoming Webhook; setup channel for ‘Compliance Alerts’; send JSON payload with alert details.
3.3. Twilio SMS
• Feature/Setting: Messages API — /2010-04-01/Accounts/{AccountSid}/Messages; configure message body and recipient staff numbers.
3.4. SendGrid
• Feature/Setting: Mail Send endpoint — /mail/send; use transaction template with merge data for alert details.
3.5. PagerDuty
• Feature/Setting: Events API v2; trigger incident with summary and severity based on how urgent the alert is.
3.6. Google Workspace (Gmail)
• Feature/Setting: Gmail API — users.messages.send; pre-populate with email template and document details.
3.7. Salesforce
• Feature/Setting: Workflow Rules / Process Builder; auto-send task, email, or notification for expiring documentation.
3.8. HubSpot
• Feature/Setting: Workflows tool; set Enrollment Triggers to custom property for expiration; send internal email.
3.9. Zoho CRM
• Feature/Setting: Workflow Rules; trigger custom action (email/sms/webhook) when field date approaching expiry.
3.10. Monday.com
• Feature/Setting: Automation Recipes; notify user or team when a ‘date’ column is within X days.
3.11. Asana
• Feature/Setting: Rules; use 'Due date approaching’ to notify or assign task to responsible party.
3.12. Trello
• Feature/Setting: Butler Automation; create rule to send email or Slack message if due date is soon.
3.13. ServiceNow
• Feature/Setting: Flow Designer; create Flow for expired/missing document to trigger notifications.
3.14. Jira Service Management
• Feature/Setting: Automation Rule; trigger when custom field (expiration) is approaching, alert assignee(s).
3.15. DocuSign
• Feature/Setting: Connect Events; event triggers when envelope status is incomplete or expiring, send webhook alert.
3.16. Dropbox
• Feature/Setting: File Requests/Expiration; API call to check file metadata, trigger when expiration is near.
3.17. Box
• Feature/Setting: Metadata API; monitor document status fields, trigger alert to assigned users.
3.18. Google Calendar
• Feature/Setting: Events API; create or modify calendar events for expiration, with notifications to invitees.
3.19. AWS SNS (Simple Notification Service)
• Feature/Setting: Publish API — /Publish; send SMS, email or push to subscribers on compliance alert.
3.20. Microsoft Teams
• Feature/Setting: Incoming Webhook; message specified team/channel with missing or expiring doc detail.
3.21. Freshdesk
• Feature/Setting: Automations; trigger ticket or notification to compliance queue when document expirations are detected.
3.22. Zendesk
• Feature/Setting: Triggers; when custom field expiration is met, notify agent or group.

Benefits

4.1. Reduces administrative burden and risk of manual oversight.
4.2. Strengthens regulatory compliance with real-time and proactive notifications.
4.3. Minimizes service disruption by ensuring timely renewals and document submissions.
4.4. Customizable workflows suit unique operational and regulatory needs.
4.5. Escalation and multi-channel alerting drive accountability and prioritization.