Requesting documents from a worker (the email with the link to her portal)

Where to find it

Open the WORKER file (nurse, HHA or internal staff) → top button "Request documents from the nurse / HHA worker" ("Request documents" for internal staff)

1. Open the worker's file. While nobody has requested her papers, the top button shows an amber number: how many she still has to send.
2. Press it. The window says "N documents are missing" and, if the office still has a form to finish (for example the Independent Contractor Agreement), it names it with "Complete it now".
3. Press "Send email". She receives the email with the link to her portal; the system also notifies her phone if the file has a number. The notice says how many documents were requested. Every upload lands directly in her file and the row updates alone. Internal staff are requested their driver license, Social Security card and HIPAA the same way; the I-9, the W-4/W-9 and the work-eligibility document are collected by the office, and what the office runs itself (Level 2, E-Verify) is never requested from them.
4. Open the window again later: it says "Already requested on <date>" and the button reads "Resend email". Nothing is sent twice by accident.

Photographing a paper

On a phone, the upload portal offers the camera with a live document scanner: it finds the paper, straightens it and converts it to the official format. On a computer, the file button accepts a PDF or a photo — a photo goes through the same scanner. She never needs to know what a PDF is.

Related instructions

• The worker portal →
• The patient does not use the system →
• Explain the portal to a worker, step by step →