For agencies🏢 Agency Management
Request documents and track compliance
Request documents from interpreters, define required document types, and see every interpreter's compliance at a glance.
Compliance lives on the Team Roster. A Compliance column shows who's compliant or how many gaps they have, each person's detail sits in their drawer, and the Requirements and Document Library panels define what's required of everyone.
Agencies: Track interpreter documents
0:40Set what's required and see who's missing what. · Open in a new tab
Agencies: Require and track documents
3:27Request documents from interpreters, define required document types, and see every interpreter's compliance at a glance. · Open in a new tab
Agencies: Link a document to a tag
2:56Request documents from interpreters, define required document types, and see every interpreter's compliance at a glance. · Open in a new tab
Step by step
- 1Go to Agency, open Operations, and select the Team Roster tab. With People access you'll see a Compliance column on interpreter rows.
- 2Each interpreter shows "Compliant" or a count of gaps; tick "Only show gaps" above the table to focus. Open a person (Manage) and their Compliance section lists each requirement's status: Missing, Pending review, Current, Expiring, or Expired.
- 3To ask for a file, click "Request" on a missing item in the person's Compliance section. When they submit, click "Accept" or "Reject."
- 4Already have the document yourself, like a flu shot record or a licence they gave you on paper? Click "Upload" on that requirement in their Compliance section, choose the file (up to 25 MB), add the expiration date if the requirement expires, and click "Upload". It counts toward the requirement right away and shows as "Agency copy".
- 5Click "Requirements" above the roster to define a required document type: name, category, whether it expires, and "Required of all interpreters" vs by exception.
- 6To stop marking the same thing twice, let a document grant one of your own tags. In Requirements, pick a tag under "Grants tag" on that document type. When one of your tags has the same name, a "Suggested" button links it in one click. Before anything is saved, OneTerp shows who will gain the tag and who will lose it, then you press "Link".
- 7Click "Document Library" above the roster to upload a handbook, policy, or blank form. Choose "Read & Acknowledge (policy)" to push it for everyone to acknowledge, or "Template / download" for a blank form, then "Add & push to all."
Tips
- Use "Waive" in a person's Compliance section to excuse a requirement for an interpreter who legitimately doesn't need it.
- When you upload your own copy, any request you already sent for that document closes as "Agency copy on file". The interpreter stops seeing it as owed, so they don't send you the same file again. A file they already sent stays for you to accept or reject.
- A linked tag follows its document. Once the document is on file, the person holds the tag, with the document's expiry date. If the document is missing, waived, still waiting for your review, or deleted, the tag is gone too. Accept a renewed document and the tag's date moves with it.
- Nobody ticks a linked tag by hand, neither you nor the interpreter. On the roster it shows "from their document" with no remove button. To take it away, change the document in Compliance.
- Linking a tag can take it away from people who had it ticked by hand but have no document on file. The confirmation names them before you save, so upload or accept their documents first if you want them to keep matching jobs that require it.
- An agency copy is told to the interpreter in the app (no email), and they can save it to their own vault. Open or Delete it from the same Compliance section. If both you and the interpreter have a copy, the one valid longest counts. Copies for a requirement you later waived or deleted are listed under "Other agency copies on file".
- Uploading an agency copy needs Manage access to People. If an interpreter stops working with you, your copy stays in your records, and they can no longer see it.
- Replacing a library policy asks whether everyone must RE-ACKNOWLEDGE the new version (OK) or it's a minor update that keeps existing acknowledgments (Cancel).
- All document tools sit under the People permission area, so only team members with People access see them.
- Interpreters answer a request from the Documents tab on their Home page. The request notification and the compliance reminder email both open that tab for them.
- Documents are PHI-free, so keep patient information out of them.
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