Documents

1. Documents overview

Each profile has a documents area for storing files relevant to the person's care. Two distinct types exist, with different purposes and behavior. Supporting Documents Supporting Documents are general-purpose file attachments. Anyone with profile access (and the right permission) can upload them. Use cases: - GP letters and clinical reports. - Behavior Support Plans. - Photos of injuries (alongside an Incident Report). - Photos of medication labels. - Consent forms. - Schedules, routines, visual supports. - Anything else that doesn't fit the structured BEHCA forms. Supporting Documents are organized into categories (set by your organization) — for example, Medical, Legal, Care Plan, Other. They have no signature requirement and no version-history workflow. Upload, download, replace. Required Documents (Client Plan of Care) Required Documents are formal documents that everyone with profile access must sign electronically before they're allowed to track data on that profile. They exist because some service standards require staff and managers to acknowledge a Client Plan of Care, behavior plan, or other guidance document. Key features: - Versioned — major versions (v1.0, v2.0) require all signers to re-sign; minor versions (v1.0 → v1.1) don't. - Signed electronically — typed name in a signature font, plus role and title pulled from the team list. - Tracking gate — if you haven't signed, you can't log daily entries or start EVV visits on this profile until you do. - Compliance PDFs — Managers can download a single PDF that includes the original document plus an appendix of all signatures. Self-reporters are exempt. If you're tracking yourself (the observable), you don't sign your own Client Plan of Care. How to choose between them | If the document is… | Use… | | --------------------------------------------- | ------------------------------- | | A care plan that staff need to acknowledge | Required Document | | A GP letter, lab result, or one-off reference | Supporting Document | | A photo of an injury attached to an IR | Photo on the IR (not Documents) | | A consent form needing signatures | Required Document | | A visual schedule or routine | Supporting Document | Where the documents live On the web Open the profile, then go to the Documents tab. You'll see Supporting Documents and (if any are configured) Required Documents. On mobile The Profile tab has a Documents sub-tab. Both Supporting and Required Documents appear there. Who can do what | Action | Who | | ---------------------------- | ---------------------------------------------------- | | Upload a Supporting Document | Anyone with profile access + Edit Profile permission | | Upload a Required Document | Managers and Billing users only | | View a document | Anyone with profile access | | Sign a Required Document | Anyone with profile access (except self-reporters) | | Download the compliance PDF | Managers and Billing users only | Common questions - Can I delete a Required Document I uploaded? — Yes, but think twice. Deleting a Required Document removes everyone's signatures with it. Consider replacing with a new version instead. - Are documents shared with other organizations? — No. Documents live in one organization. To share with someone outside, invite them as a Guest. - Are uploaded files secure? — Yes, BEHCA uses encrypted cloud storage (S3) with access control. - What file formats are supported? — PDFs are best (especially for Required Documents — they need to be PDF). Most image formats (JPG, PNG) work for Supporting Documents. Word docs are okay but harder to view inline; convert to PDF before uploading where possible.

2. Uploading supporting documents

Supporting Documents is the place for any file you want to keep alongside a profile that doesn't fit BEHCA's structured forms. What to use it for - GP letters and clinical correspondence. - Behavior Support Plans (when not used as Required Documents). - Visual supports, schedules, routines. - Photos of medication labels. - Consent forms. - Lab results and test reports. - Old paper records you're digitizing. Where to upload On the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open the profile. 3. Click the Documents tab. 4. Click Upload. 5. Pick the file from your computer. 6. Choose a category (Medical, Legal, Care Plan, Other — exact list depends on your organization). 7. Add a name and (optional) description. 8. Click Save. On mobile 1. Open the profile. 2. Tap the Documents sub-tab. 3. Tap + or Upload. 4. Pick the file or take a photo. 5. Categorize and save. Supported file types - PDFs — best for documents. - Images — JPG, PNG, HEIC. - Office documents — Word, Excel, PowerPoint (less ideal — convert to PDF if you can). - Plain text — TXT. There's a per-file size limit (usually 25–50 MB depending on configuration). Very large files should be summarized into PDFs. Categories Documents are organized into categories that your Manager configures. Common categories: - Medical — clinical records, GP letters, prescriptions. - Behavior — behavior support plans, ABA notes. - Legal — guardianship orders, consent forms, NDIS plans. - Care Plan — daily routines, support strategies. - Other — anything that doesn't fit elsewhere. Filing into the right category makes documents findable later. Viewing documents - Web — click the document's name to open a viewer (PDFs and images render inline; Office docs may download). - Mobile — tap to open. PDFs and images view in-app; Office docs may open in another app. The viewer has no download or print buttons by design (to discourage accidental sharing). Right-click is also disabled. To get a copy off-platform, you'd need to use the document's source. Replacing a document There's no "version history" for Supporting Documents. To replace: - Upload the new version with a clear name like "Behavior Support Plan v3 (2025-01)". - Delete the old version (or keep it as an archived reference). For documents that need versioning and signatures, use Required Documents instead — see Required Documents — for managers. Deleting 1. Open the document in the viewer. 2. Click Delete (or the trash icon). 3. Confirm. Deletion is permanent — the file is removed from BEHCA's storage. If you need to keep historical versions, rename instead of deleting. Privacy Supporting Documents are visible to: - Anyone with access to the profile — Staff in groups, Guests on this profile. - Managers and Billing users of the organization. - Self-reporters (if it's their own profile). Don't upload documents that contain information not relevant to the team supporting this person. Common questions - Can I attach documents to a specific Incident Report? — Add files directly to the IR (photos and videos), not to general Supporting Documents. - Can I attach documents to a Daily Entry? — No, Daily Entries are text + structured fields. Supporting Documents stand alone, attached to the profile. - Why is my upload failing? — Check file size and type. Very large files (videos especially) may need compression. PDFs over 25 MB may also fail in some configurations. - Can a Guest upload? — Only if they have Edit Profile permission (rare for Guests). Most Guests are view-only on Documents.

3. Required Documents (Client Plan of Care) — for managers

Required Documents are formal PDFs that every Staff and Guest with access to a profile must sign electronically before they can track data on that profile. The most common use is a Client Plan of Care or Behavior Support Plan, where regulators or your funder require staff acknowledgement. Uploading and managing Required Documents is Manager-only. Signing them is for everyone with access. See Signing a Required Document. Why use Required Documents - Compliance — regulators (NDIS, state DDS, etc.) often require signed acknowledgement of care plans. - Accountability — clear trail showing every staff member has read and accepted the plan. - Quality — versioning ensures everyone is on the latest version when the plan changes. - Onboarding — new staff can't accidentally start working before reading the plan. Uploading a new Required Document 1. Sign in at app.behca.com (US) or au.behca.com (Australia) as a Manager. 2. Open the profile. 3. Find the Documents tab → Required Documents or Manager section. 4. Click Upload Required Document. 5. Pick the PDF file from your computer. 6. Add a name (e.g. "Client Plan of Care"). 7. Set Signature Required — yes or no (almost always yes). 8. Click Save. The document is created at version v1.0 with change_type: initial. Everyone with access to the profile is now prompted to sign before they can track data. Upload validation: Required Documents must be PDF. Some PDFs (especially compressed or unusual variants) may be rejected at upload — convert via Print to PDF on most operating systems if needed. Versioning When you update a Required Document, you have two version options: Major version (v1.0 → v2.0) Use when the change is significant — content changed materially, new requirements, new sign-off needed. - All signatures from the previous major line are invalidated. - Everyone with access is prompted to re-sign. - Staff who haven't re-signed can't track data until they do. Minor version (v1.0 → v1.1) Use when the change is small — typo fix, formatting, clarification. - Existing signatures from the major line remain valid. - No one needs to re-sign. Uploading a new version 1. Open the existing Required Document. 2. Click Upload New Version. 3. Pick the new PDF file. 4. Choose Major or Minor — be honest, this matters for compliance. 5. (Optional) Add a version label or change description. 6. Click Save. The new version becomes the active one. Old versions are kept in history. Viewing signatures Click into the Required Document. You'll see: - The active version. - Version history (collapsed by default). - A signatures table — who's signed, when, what role and title they had at the time. - Who hasn't yet signed (so you know to chase them). Generating the compliance PDF Regulators often want a single PDF that includes the original Client Plan of Care plus an appendix listing every signatory. To generate: 1. Open the Required Document. 2. Click Download Compliance PDF. 3. The PDF downloads — original plan first, signature appendix at the end. Each signature shows: - Name (in script font for visual signature). - Role at signing (e.g. Manager, Behavior Therapist). - Title at signing (e.g. Care Coordinator). - Date signed. These role and title values are snapshotted at sign time, so even if someone's role changes later, the appendix shows what their role was when they signed. Replacing vs. deleting - Replace with a new version is almost always the right call — preserves history. - Deleting removes the document and all signatures. Use only if uploaded by mistake. Self-reporters and Required Documents Self-reporters (the person tracking their own data) are exempt from signing. The Plan of Care is for the people who care for the observable — not for the observable themselves to sign about themselves. The exemption is automatic. Common questions - My PDF won't upload. — Some PDF variants aren't supported. Try re-saving via File → Print → Save as PDF in your operating system. - A staff member signed an old version. Should they re-sign the new one? — If you bumped a major version, yes (they'll be prompted automatically). If minor, no. - Can I see who has not signed? — Yes, the Required Document page shows pending signatures. - What if I want all staff to sign even on minor versions? — Bump major. Use minor only for genuine "no need to re-sign" updates. - Will old archived staff still have valid signatures? — Yes — past signatures are preserved with their role and title at the time, so the audit trail is complete.

4. Signing a Required Document

If you've been added to a profile that has a Required Document (Client Plan of Care, Behavior Support Plan, etc.), you'll need to sign it before BEHCA lets you track data on that profile. Self-reporters are exempt. If you're the person being tracked (an observable), you don't sign your own care plan. The system skips you automatically. How you'll know to sign - A banner appears on the Daily / Track page or Profile screen if there are pending signatures. - The banner links to the Required Documents page for that profile. - If you try to log a daily entry or start an EVV visit before signing, BEHCA blocks the action with a message: "You need to sign the Required Document(s) first." Signing on the web 1. Sign in at app.behca.com (US) or au.behca.com (Australia). 2. Open the profile (or click the banner). 3. Open Documents → Required Documents. 4. Click the document you need to sign. 5. Read the document — scroll through it in the viewer. It should match what your manager described. 6. Find the Sign section below the document. 7. Type your name in the signature field. As you type, your name appears in a script font — that's your "signature". 8. Verify your role (e.g. Manager, Staff) and title (e.g. Behavior Therapist) — these are filled in automatically from your team record. 9. Tick the "I have read and agree to this document" acknowledgment. 10. Click Sign. You'll see a confirmation. Your name appears in the signatures list immediately. Signing on mobile The signing flow works on mobile too — open the Profile tab → Documents → tap the Required Document → scroll, read, type your name, sign. Signing is best done on a stable connection — interrupted signing may not save. If signing fails, try again from the same screen. Why typed name only? BEHCA uses typed-name signatures rather than drawn signatures because: - They're consistent and legible. - They work the same on web and mobile. - They're functionally equivalent for compliance — your typed name + role/title + timestamp + IP audit trail is a valid electronic signature. The script font is for visual recognition; the legal weight is the typed name plus timestamp. Your role and title These are pulled from your manager_staffs record for the organization that owns the profile. You can't change them at sign-time: - Role — Billing / Manager / Staff / Guest. - Title — your job title (Behavior Therapist, Direct Support Professional, Nurse, etc.). If your role or title is wrong, ask your Manager to update your team record before signing. What if I don't have a role in this organization? If you're somehow on the profile without being a member of the organization (rare edge case), you can't sign — there's no role/title to attach to the signature. Talk to your Manager to add you to the team list properly. Re-signing after a new version When the Manager uploads a major version (v1.0 → v2.0): - All previous signatures from that major line are invalidated. - You'll see the Required Document banner again. - Sign the new version using the same flow. For minor version updates (v1.0 → v1.1), your existing signature remains valid — no re-sign needed. Viewing past versions Open the Required Document and look for Version History. You can view past versions (and your past signatures on them) for reference, even after signing the latest. What happens after I sign - The tracking gate lifts — you can log daily entries and start EVV visits. - Your signature shows in the document's signature list, visible to Managers. - The compliance PDF (downloadable by Managers) includes your signature in its appendix. Common questions - Can I read the document on mobile and sign on web later? — Yes. The signature is a single moment; reading first is fine. - What if I disagree with the document? — Don't sign. Talk to your Manager about the concern. Signing is an attestation; do it honestly. - Can I un-sign / withdraw my signature? — No, once signed it's recorded. If your circumstances change and you need to withdraw, contact your Manager — they may issue a major version update which would invalidate everyone's signatures. - Why is the page blocking me from tracking? — There's a Required Document you haven't signed. Open the profile's Documents tab to find which one.