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What the worker sees on her phone after you request papers or send the packet
Entering
- She opens the link of the email or SMS. "External worker portal" asks for "Your email" → "Continue".
- "Verify your identity" → "Send me the code" → she types the 6-digit code from her email → "Verify". On that phone she will not be asked again for 30 days. "Resend code" if it did not arrive.
Two doors: sign and upload
- "Sign forms" shows "N things to do". "Start signing": on her phone each sheet goes "Step n of N" — a few questions per screen, in her language — and ends in "Review and sign" on the real paper. A blank sheet starts at step 1; one she left half done opens where something is missing; one the office already filled in, or a correction of hers, opens on the review with "Looks good, sign" and "Correct an entry". "VIEW", at the top, shows her the real form with what she has written so far, just to look at (she zooms in with two fingers, as on any page), and "‹ Back to step n", at the bottom, returns her to the same step. She draws her signature, ticks the electronic signature consent and "Sign and send". "Save my signature for the next documents" spares her drawing it again: from then on the signature box shows her saved signature over the line with her name, and "Change" lets her draw another one, go back to the saved one or stop saving it. The consent is one short sentence with "See terms" inside it. With everything signed, "See what you signed" lists each signed sheet with its eye to open it; on the home screen, every row that opens its paper shows the eye too.
- "Upload papers" → "My documentation": each missing paper with "Upload"; she picks a PDF or photo ("Scan with the camera" straightens it), types the expiration if she knows it, "Send to my file". She sees "Document archived in your file ✓".
- "My patients": the patients you assigned to her; "Fill and sign" opens their sheets. A test she failed shows "You have another try" → "Repeat the test" once you authorize it.
Some sheets say "Fills on tablet or computer": the portal shows her "This sheet is filled on a big screen" and waits.
On her phone
Back is the round arrow before the logo, and the browser’s back button also moves inside the portal without leaving it. The portal opens in her preferred language (Spanish if she has none); on a tablet or computer the ES/EN switch sits in the header. "Sign out" is the icon at the top right and asks for confirmation. "Upload papers" lists only what she has never sent ("You are missing · N"); what she delivered and is expiring goes in "To renew", each row with "Upload the new one" (camera or file, straight into that row); what she already sent is folded under "Everything else is delivered · N". Tapping a row with an eye opens that paper. Papers the office verifies by itself only appear once verified.
Show it before asking her
In the demo account, "Her portal, live" → "Generate her access" gives you an email and a code so you can walk through the portal exactly as she will.
Before and when something expires, she is told by itself
Every morning the system checks the dates. Any worker (nurse, HHA or internal staff) gets an email from your agency when a paper of theirs is 30 days from expiring, a reminder 7 days before, and another one if it expires; each email says which paper and when, with the button to their portal, where it shows as requested by the office. The 7-day reminder and the expired one only go out if they have not uploaded the renewal yet; once it is in, nothing else is sent. The same if the office already uploaded the renewal and it is waiting to be reviewed or for its date: nothing is sent to them, and the office email marks that paper "renewal already uploaded: review it and confirm its date". By email and, right after, a short text message to their phone (no link: it tells them to check their email). Nothing is sent while their file has papers to place: they never hear from you while the office is still building it. The notice also opens that paper in their portal, even if the office has not pressed "Request documents" yet: they see only that, and upload the renewal. No email on file: nothing is sent to them, and the office email says "No email on file: let them know yourself". The office gets its own summary (bell at 30 days, email at 7 days and when something expires). Patients are never written to. You can still press "Request this document" any time.
Your week in Leymax Records: the Monday summary
Every Monday, whoever manages each clinic gets one email per clinic, in their language, with the previous week: how many renewals the system asked your workers for, how many papers they uploaded through their portal, how many papers became up to date, and how you stand today (anything expired, and what expires in the next 30 days). Only real numbers from that clinic; a clinic with no active files gets nothing. The button opens the Dashboard of that clinic. To stop receiving it, press "Stop receiving this summary" at the bottom of the email, or go to Records → /records/resumen-semanal; you can turn it back on there.