Documentation & CompliancePurpose
1.2. Automatically detect missing, expired, or incomplete documents for regulatory adherence, licensing, and quality assurance.
1.3. Generate digital audit trails for inspections and internal reviews, including timestamped documentation and responsible parties.
1.4. Reduce manual workload, allowing care staff to focus on residents’ well-being by automating repetitive audit and compliance checks.
1.5. Streamline reporting and escalation of compliance gaps to supervisors or external authorities as required.
Trigger Conditions
2.2. Upload or modification of documentation in storage repositories or EHRs.
2.3. Real-time if key compliance documents are detected as missing, expired, or incomplete on upload.
Platform Variants
• Feature: Scheduled Flows
• Setting: Configure schedule-trigger; scan SharePoint/OneDrive folders for compliance files.
3.2. Google Apps Script
• Feature: Time-driven Triggers
• Setting: Set time-based trigger to scan Google Drive folders; run audit script on document metadata.
3.3. Zapier
• Feature: Schedule by Zapier + Filter
• Setting: Time-triggered scan, filter incomplete files, push audit results to Google Sheets or Slack.
3.4. Make (formerly Integromat)
• Feature: Scheduled Scenarios
• Setting: Define interval, utilize HTTP/Cloud Storage modules; audit and report mismatches.
3.5. DocuSign
• Feature: Envelope Status API
• Setting: Trigger audit when status changes; auto-remind for unsigned/expired forms.
3.6. Dropbox
• Feature: /files/list_folder endpoint
• Setting: API call on schedule to list, audit, and flag missing/expired files.
3.7. AWS Lambda
• Feature: EventBridge Scheduled Events
• Setting: Lambda script auto-scans S3; notify via SNS or log to DynamoDB.
3.8. Smartsheet
• Feature: Data Shuttle + Workflow Automation
• Setting: Scheduled import; workflow validates certification/expiration columns.
3.9. Jira Service Management
• Feature: Automation Rules
• Setting: Scheduled JQL queries to check documentation issues; auto-create tickets if non-compliant.
3.10. monday.com
• Feature: Automation Recipes
• Setting: Scheduled board audits; email/report if compliance status is ‘At Risk.’
3.11. Salesforce
• Feature: Scheduled Apex + Flows
• Setting: Custom Apex scripts to cross-check compliance fields; log exceptions in Cases.
3.12. Airtable
• Feature: Scripting/Automations
• Setting: Time-triggered scripts run audits on document tracker bases.
3.13. Trello
• Feature: Butler Automation
• Setting: Scheduled card/label audits; post summary to team board.
3.14. Box
• Feature: API Folder Audit + Webhooks
• Setting: Regularly poll Box API for required document presence/recency; email admin if gaps found.
3.15. Slack
• Feature: Scheduled Reminders + Workflow Builder
• Setting: Automate compliance reminders in channels for pending document actions, with single-button escalation.
3.16. HubSpot
• Feature: Workflows Scheduler
• Setting: Trigger contact or ticket-based compliance audits; auto-update records.
3.17. ServiceNow
• Feature: Scheduled Jobs
• Setting: Scheduled compliance workflows; auto-create incidents for overdue docs.
3.18. Asana
• Feature: Rule-based Automation
• Setting: Recurring task/calendar rule triggers audit of compliance projects.
3.19. Notion
• Feature: API Script Automation
• Setting: Time-based API scripts scan workspace for documentation properties and flag issues.
3.20. Confluence
• Feature: Scheduled Macros/Bots
• Setting: Run scheduled content audits, flag missing regulatory documentation in spaces/pages.
3.21. Egnyte
• Feature: Egnyte Audit API
• Setting: API-scheduled scripts check folder/file histories for out-of-date or missing paperwork.
Benefits
4.2. Minimizes manual administrative burden and human error.
4.3. Provides real-time visibility into compliance health across locations.
4.4. Automates escalation of compliance gaps, supporting proactive management.
4.5. Improves quality of care through reliable, up-to-date documentation management.