Weekly scores, notes and medications for recovery-house staff, with a portal for residents.
This guide follows the app in the order staff meet it. It starts with Today, Compliance, the score and the requirements.
Then come the roster, the resident record, the weekly log, the portal and medications. Next is the house: beds, supplies, rent, work schedules, Out / Back and transportation.
Help in the app, where the app runs and Admin follow. The rules on records come after that, then reports and your data. Onboarding is at the end.
Every resident name shown is mock data.
The paper checklist is not the problem. The arithmetic around it is.
Filed in a binder and scored by hand. Hard to read a month later.
Doses and pill counts kept apart from everything else. Nobody checks one against the other.
To see who is slipping this week, someone opens every file.
Weekly scores against your own requirements, a weekly note per resident, a medication calendar and a portal for meetings.
The staff app runs two ways. It runs from a file on a desktop, or online with staff logins.
Both versions are the same app. Residents get their own phone page to log meetings, keep their work schedule and see their rent.
On a computer the menu runs down the left side under its four headings. On a tablet it is a narrow column of icons, held upright or sideways, and the menu button at the top left opens the full menu with the names. Only a screen about 1,200 pixels wide or more, a computer or a large tablet held sideways, shows the full menu all the time. On a phone the menu button opens it from the left.
On a phone, windows and most ⋯ menus open from the bottom of the screen. A screen’s main button, such as Admit resident…, sits in a bar along the bottom.
Every screen has the same header. The title and a one-line description are on the left. On the right are the week, on Compliance, the Resident roster and a resident’s record, then the screen’s own buttons, such as Read again on Out / Back, then ? for the guide and the light or dark button.
The picture is the Compliance screen in a window narrower than 1,200 pixels, so the menu is the column of icons, and the menu button beside the title opens the full menu.
The screen the app opens on, with today's doses, meetings to review, refills and supplies.
Today is the screen the app opens on. It is first in the Residents group of the menu. Each of its four panels ends with a button to its full screen.
Each panel lists up to three rows, then a line such as + 2 more residents. On Medications today the line counts doses instead, for example + 4 more doses not marked taken; Open pass lists them. Refills has two groups, Never counted and Refill due. An empty panel says so, for example No meetings waiting. Medications today fills the left column. Pending meetings and Refills sit beside it and share its height, so a short panel is made as tall as the space it has and its button stays at the foot. Supplies not issued runs the full width below them. On a phone the four panels stack in one column.
Below the panels are Open Out / Back, Open Rent and Open Transportation, each a title with its button on one line, in a row. These links show no figures. You only see links to screens your account has.
Open pass is the only way to log a dose from Today. Every other button just opens a screen. Left open overnight, Today moves to the new day by itself.
The week at a glance, with meetings waiting on a decision and a card per active resident.
Staff see every active resident’s standing on one screen. Nobody adds anything up by hand. The screen is called Compliance, with two tabs: This week and Trend.
One line runs across the top of This week. It shows the active residents, facility compliance, and a chip for each status with its count. Print roster is at the right-hand end of it.
When residents have logged meetings that nobody has decided on yet, the line ends with a pending meetings to review button. It opens the Resident roster and the meeting window for the first resident with one waiting.
Below it, one card holds Residents this week. Each resident gets a card with their score, status and each of their requirements with this week’s count. The card also shows the bed and admission date, a progress bar with tasks met, and a Meds count; medications are shown, never scored. A resident with nothing issued shows Supplies not issued. Log this week… and an arrow to the record are at the foot of each card, beside a line of recovery items or No recovery items logged.
Sort and the Cards / List control sit at the top right of that card. Sort offers Score, lowest first, Name, Bed and Working first.
A resident whose week falls outside their stay, or has nothing saved yet, shows Not scored or Not logged yet in place of a percentage, and is left out of the facility figure and the status counts.
A screen under 1000 pixels wide always shows cards, with no Cards / List control.
Trend shows Facility compliance by week as a bar chart of the last 12 weeks, with this week, the 12-week average and the best week above it. Under it, Each resident, week by week has a row per resident and a cell per week. Active and Including discharged choose who is listed, and choosing a cell opens that week’s log. On a phone you pick one resident from a list.
The colours are the three statuses: compliant, marginal and non-compliant. You can change the levels behind them under Compliance thresholds, on the Facility tab of Settings. Every card, heatmap cell and backfill row then changes colour at once.
The plain colour fills a progress bar or a swatch. A darker shade is used wherever status is written as text.
The score counts tasks met, so a target of seven weighs seven times a target of one.
Each requirement counts only up to its target. Doing extra on one cannot hide a miss on another. The weekly score is the tasks met, up to each target, divided by all the targets added up.
Job-application requirements drop out once a resident is marked employed. A resident with no active requirements scores 100%, not 0%.
A week before the stay began, after it ended or still ahead reads Not scored, and a week in the stay with nothing saved yet reads Not logged yet. Neither shows a percentage, and neither counts in the facility figure or the status counts.
Compliance thresholds, on the Facility tab of Settings, sets where Compliant and Marginal start. Below Marginal is non-compliant.
capped = MIN(completed, target)weekly score = SUM(capped) ÷ SUM(targets)| Requirement | Completed | Target | Capped |
|---|---|---|---|
| House Chore Done Daily | 7 | 7 | 7 |
| IOP Group Sessions | 3 | 3 | 3 |
| AA/NA Outside Meetings | 6 | 4 | 4 |
| Sponsor | 1 | 1 | 1 |
| Totals | 17 | 15 | 15 |
15 ÷ 15=0%Both levels are set in Settings.
One list of what every resident is scored on. Each resident’s own targets are set on their record.
Monday to Sunday checkoffs. Target set per resident.
Staff enter a number. A meeting-verified count has no box. The log shows it as from N credited meetings.
One check per week. Target set per resident.
A list that hides once the resident is marked employed.
The line above the list counts the requirements and how many are active, adds how many are inactive when any are, and says how many active residents the library applies to.
Add requirement… is at the end of that line, beside the counts. On a phone it is at the bottom of the screen. It opens a window with Name, How it is tracked and Default target, then Cancel and Add requirement.
The list is a table. Each row shows its place in the list, the name, how it is tracked and the default target. Then come Edit… and a ⋯ menu. Edit… opens the same window, with Save.
The ⋯ menu holds Move up, Move down and Deactivate, then Delete… last, in red. Reorder the list and every resident’s log follows.
A deactivated requirement stays in the list, with a quieter name and an Inactive chip. Delete… asks you to confirm, then removes the requirement for every resident. On the hosted app only an admin sees Delete…; the server refuses it from a staff account.
The app fills in some requirements itself. In this list they carry a chip beside the name, such as Counted from meetings logged, and editing one does not let you change how it is tracked. In a resident’s weekly log they show a number with no box to type in. A “Rent current” row reads “set by rent, not editable here”.
A weekly count can count meetings instead. It then counts the meetings staff credited from the resident’s own log.
Verdatra sets this up with you during onboarding.
Admit, discharge and re-admit residents. Set contact details, dates, bed and where medications are kept.
The roster is one table. The columns are Resident, Bed, In stay, This week and Needs attention. This week is a chip with the resident’s band: Compliant, Marginal or Non-compliant. Needs attention holds chips such as 2 meetings pending and Supplies not issued. Each row ends with Log this week… and an arrow that opens the resident’s record.
One line above the table holds the active count, Print roster and Admit resident…. It also has a button for meetings waiting for review, when there are any. That button turns on Needs attention.
The Discharged tab has its own columns: Resident, Last bed, Stay, Status and Discharged.
The top of the table holds Search residents, Active and Discharged with their counts, and Needs attention. Clear filters appears while any of them is narrowing the list. With more than one house, All houses picks one house.
Admit resident… opens the Admit a resident window, with Cancel and Admit resident. On a phone it sits at the bottom of the screen, and a tap on a row opens it in place, with Log this week… and Open record.
Each resident can have their own target for any requirement. Set it under Requirements and targets in Customize rules…, on the record’s Profile tab.
Customize rules… also holds contact details, the emergency contact, room and bed. It holds where medications are kept, such as a locker or cart.
Discharge… is under Leaving on the Profile tab. It moves the resident to Discharged, where each row has Re-admit…. Re-admit brings them back with their history, then asks which bed to place them in, with Place in bed and Not now.
After the facility switches to beds, the Admit a resident window asks for an open Bed. A resident with a bed is moved from Customize rules… with the Move to… picker and Move.
Delete resident… is under Leaving too, below Discharge…, and asks you to type the resident’s name. On the hosted app only an admin sees it. It is for a record entered by mistake. Discharge is the normal way out.
One page per resident, with this week's standing and tabs for weeks, medications, meetings, rent, outings and profile.
The arrow on a roster row opens the resident’s record. The header reads Resident record, then the name.
The line at the top shows the name and chips: Active or Discharged, this week’s band and score, meetings pending, and Supplies not issued when nothing has been issued this stay. Under the name is one line of facts: the bed, the admission date and the week of the stay, then the clean date when one is on file.
Log this week… opens the weekly log for this resident. Next resident opens the next one on the roster. On a phone both sit at the bottom of the screen.
Some of these are on the hosted app only. Print disclosures… and Portal invite… are for admins; their tooltips say Admin only.
Delete resident… is under Leaving, below Discharge…. You type the resident’s name to confirm. On the hosted app only an admin sees it.
Delete is for a record entered by mistake. A resident who has left is discharged instead.
Where staff enter the week, in four tabs: requirements, recovery notes, schedule and goals, and work or school.
Log this week… on a roster row or on the resident’s record opens the log. The score at the top moves as you check or count, before you save. A daily requirement is a box under each day, Mon to Sun. A weekly count is a number with − and + beside it. Yes / no is one check.
Sponsor, Service and Employed are switches at the top of the Requirements tab, with Home group under them. With Employed on, a Work hours this week block follows, with the week’s total, a day-by-day grid for the hours staff record, the resident’s own hours under each day, and an Open work schedule button. Staff cannot change the resident’s own hours there.
A requirement checked by meetings is read-only. It shows credited, required and pending meetings, and View meetings opens them.
The other three tabs hold recovery notes, the weekly schedule and goals, and work, school or volunteer checks. The tab is named Verifications.
The trash icon beside a requirement’s name removes that requirement for this week only. Print weekly report… prints the saved week, so edits that are not yet saved are left out. Closing the log with unsaved edits asks whether to discard them.
Carry forward last week brings last week’s notes in to edit. Nothing is written until you press Save logs.
A phone page where residents log their meetings. It also holds their work, rent, rides, time out and help.
The portal is a separate page from the staff app. A resident signs in with their own account and sees only their own record. It has seven tabs: Meetings, Schedule, Rent, Rides, Standing, Going out and Help. On a phone or a tablet they are a bar at the bottom of the screen, with an icon over each name; the bar shows the first four and a More button, and Standing, Going out and Help are in the More menu. On a computer they are a row of names above the page. Log out is a button at the top, beside the resident’s name.
Meetings is where they log a meeting. Rides is where they see their rides and ask for one. Going out is where they tap Going out and Back home.
The requirement, the date, the time and the meeting’s name are required. The kind is optional. The resident types the name and kind in their own words. There is no list of approved groups.
A meeting without a time cannot be saved, in the portal or on the staff form. The time is how two meetings on one day are told apart.
The portal keeps nothing on the phone. With no connection, the meeting stays on the screen, unsaved. The resident is asked to try again when they have a connection.
If the resident opens another tab before sending, what they typed, the check-in and the signature stay in the phone’s memory until they log the meeting or log out. Nothing is written to the phone’s storage.
On a phone or a tablet, while the resident types in a box, the tab bar steps out of the way so the keyboard does not push it over the form. It comes back when they finish typing.
The page follows the phone’s light or dark setting. A sun-and-moon control at the top changes it for the visit, and the choice is not saved.
An administrator invites each resident with Invite to portal. Residents cannot sign themselves up.
Two optional steps can go with a meeting: where the phone was, and who ran the meeting.
A check-in records where the phone said it was, as accurately as the phone reports. The resident is told, above the Check in here button: Your location is recorded when you check in. Your program sees it.
After a check-in the screen says Checked in at and the time, and the button reads Check in again. It shows no coordinates. Under the Signature box a line sums up what goes with the meeting, such as Saved with this meeting: you logged it ✓ · checked in · signed. The app does not put a tick or a green colour beside a check-in. It does not compare the location to anything. Staff decide what it means.
A signature lets the resident hand the device to whoever is running the meeting. That person types Who signed and Their role, and signs in the box with a finger. A line under the box says Signed here at and the time, and Clear wipes the box. The name is a first name and last initial. The portal never asks for a full surname, an address or a phone number.
A meeting can be logged with neither, and the portal tells the resident so. A resident with no signal can still report the meeting.
The portal does not decide anything. It keeps a record of what was captured, and the next chapter shows what the resident sees back.
Their own week, their own month, and a plain answer to whether each meeting counts yet.
The portal shows residents what their staff see, for them only. On the Meetings tab, below the Log a meeting form, are the week’s count and a month grid of everything they logged. Choosing a day opens a sheet for it with a Close button.
The week strip counts credited meetings, not logged ones. It reads like 2 of 4 credited this week, with 2 pending review on its own line. This matches the staff Compliance screen. A requirement with no weekly target reads N credited this week, without the “of”.
In the month grid each meeting has two chips. One shows the evidence: Verified, Partial or Unverified. The other shows credit: Credited, Not credited or Pending review.
Each chip is a word, not only a colour. The colour repeats the word, so a resident who cannot tell the colours apart loses nothing. A narrow month square may shorten the word; choose a day to see each meeting.
A meeting with full evidence can still say Pending review. Staff decide credit, not the evidence. When staff do not credit a meeting, the resident sees the reason exactly as staff typed it.
Days outside the month are dimmed, not hidden. Several meetings on one day are listed earliest first.
Every logged meeting waits for a staff member to decide, with a written reason.
Meetings waiting for a decision show on the record’s Meetings tab, each with Grant credit… and Deny credit…. Either one opens the meeting window at that meeting’s reason box.
Meeting attendance… on the same tab opens the window too. So do pending meetings to review on Compliance, and View meetings in the weekly log. On the roster, pending meetings to review turns on Needs attention instead.
The window opens with a reminder: a check-in shows where the phone was, a signature shows who signed, and neither proves they went. Under it, a count of meetings to decide.
Each meeting shows what the resident logged, plus the check-in and signature when there are any. Where there is none, the line reads no check-in captured or no facilitator signature.
One chip shows how much evidence there is: Verified, Partial or Unverified. It is not a decision. A second chip shows the decision: Pending review, Credited or Not credited.
A staff member decides. Grant credit or deny it, and write down why. The reason is required and is kept with the decision. A decided meeting shows who decided and on what day, and offers a second decision with a new reason.
If someone already decided, a second staff member is told so and cannot overwrite it.
Staff can still enter a meeting for a resident, such as one from a paper sign-in sheet. The form is at the bottom of the window, under Enter a meeting on the resident’s behalf, with Record meeting in the footer. That entry is marked staff-entered. It has no check-in and no signature. If none of the resident’s requirements counts meetings, the form says so and asks you to turn one on first.
The window also shows which facilitators have signed and how often. A name seen only once is worth asking about. Meetings are listed newest day first. A decided meeting reads Credited by you on, or Not credited by you on, and the day.
A month per resident, with each scheduled dose logged on its own.
Medications, in the Residents group of the menu, shows one resident’s month. Each day shows doses taken out of doses scheduled. Each dose is logged on its own.
Today’s passes sits at the top of the page, each pass with an Open pass button. The next chapter covers the pass window.
Under it, one line sums up the chosen resident: adherence this month, doses today, how many medications, pill counts and refills needed. Add medication is at its end, and at the bottom of the screen on a phone.
The resident picker and Active or Include discharged sit at the top of the card below. Beside them are three tabs: Calendar, Inventory and Medications.
On the Calendar, tap anywhere on a day to open it. Print MAR… is above the month, beside Show, which picks one medication.
A filled circle means taken. A red cross means documented missed. A dashed ring means not logged yet.
The day’s window opens with the date, the resident and Doses this day, a count with a bar. It has the tabs Log doses, Pill counts and Medications; the last two carry a count of the pill counts recorded that day and of the medications on file. A dose that was not taken needs a reason: choose one in the list beside it.
Medications never change the weekly score.
The Medications tab lists each medication in a row with Edit… and a ⋯ menu. The menu has Change the schedule…, Where it is kept…, Discontinue… and, in red, Archive…. Discontinue asks for an end date, and earlier doses stay in the history. A new schedule keeps the old one’s history. Archive is for entries made by mistake, and archived medications are under Archived at the foot of the list.
As-needed doses do not count for or against adherence.
Every dose due at the same time, for all residents, in one window.
A pass is every dose due at the same time, for all residents. Doses with no time are under No set time. Each pass shows its time, its counts and an Open pass button.
Open pass is on Today and in the Today’s passes card at the top of Medications, three passes across, or one column on a phone. A pass still shows after all its doses are logged.
The window is titled with the pass time, with the date under it. A line of counts follows: residents and doses, then Dose taken, Not logged and Documented missed, with As of and the time on this device. It lists each resident in the pass with their bed, and one row per dose.
A dose that did not save shows Not saved and Try again. A dose kept on this device because the server could not be reached shows Not sent yet. If one is still not saved, Done asks first, with Try again and Close anyway.
The pass window logs today’s doses only. Log earlier days, as-needed doses and notes on the Medications screen.
Log medication on one device, in one browser tab, per facility.
Count what is on hand, beside what the dose log expects.
Open a day and choose its Pill counts tab, or press Count… on a row of the Inventory tab. Count… opens today on Pill counts.
The line above the fields shows the last count, the doses logged since, and what is expected. Enter what is there under Counted now, with anything added under Added / refill, and press Record.
As a number is typed, a line under the fields says whether it matches, is short or is over.
If the numbers differ, staff must write down why before the count saves. The reason is kept with the count.
To save, a Confirm count window shows what was entered and what was expected, and the shortfall or extra. When the numbers differ, its Record count button is red. Staff type the number again, and Record count stays off until it matches; a number that cannot match says so under the field. Go back, Escape or a tap outside records nothing.
A saved count shows its number, its math and Matches expected, Short by or Over by. Remove this count is under it.
Pill counts need a connection. Without one, the tab says “Counting needs a connection.”
Each medication shows when its supply runs out, and the date a refill is needed when one is.
Inventory is the second tab on the resident’s card on Medications. Each row shows where the medication is kept, what is on hand, when it runs out, and Count…. Once a medication is counted today, the button reads Counted today. The footnote reads “Last count minus the doses logged since.”
When a refill is needed, the row reads Refill needed by and a date. Otherwise it reads supply ample. The refill lead time is set in Settings as Refill lead time (days). Any medication can have its own.
An as-needed medication says “as needed — no projected run-out” instead of a date. A medication never counted says “No count yet — record one”. Refills needed in the line under the resident’s name, the number on the Inventory tab and the Refills panel on Today read the same list.
Each medication records where it is kept: the storage type, an identifier, a shelf or slot, and a locker’s lock number. Set it with Set location or the pencil on an Inventory row, or Where it is kept… on the Medications tab. The place prints on the Medication Administration Record and the resident summary, so the next shift can find the bottle.
The lock combination shows only in the Storage location window and on the medication’s card in a day’s Medications tab. It is not on the Inventory tab or on any printout.
Set up each house, room and bed, place every resident in a bed, then admit into beds.
Houses & beds is in the Facility setup group of the menu. It is for administrators, on a shared facility database.
After the switch the top line reads Admission runs on beds, then says when mapping was closed and that the old room and bed text is kept as history. Under it, a count line gives the houses, the beds and how many are open. New residents go into an open bed. You confirm first, because the switch cannot be undone in the app.
The Admit a resident window then asks for an open Bed. If none are open, it says “No open beds. Add one under Houses & beds.”
To move a resident, use Move to… on the Bed line in Customize rules… on their Profile tab.
A discharge frees the bed. A resident re-admitted without a bed shows up under Place the residents again.
One card at the foot of the page holds each house’s supplies and Out / Back settings. With two houses or more, it starts with a picker for the house. Its tabs are Stock, Items, Replace list, Curfew & blackout, and Destinations & tablets; Stock and Replace list show a count when items are low or owed.
Placing or moving a resident needs a connection. Without one, Add house, Add room and + Add bed are greyed out and say so.
Residents sign for linens, towels and kits, returns are checked off when they leave, and each house keeps its stock.
Supplies… on a resident’s Profile tab shows what they hold and their history. Issue supplies… and Replace… record what they get, and the resident signs on screen. Record returns… checks off what they hand back. Under What they hold, a Stock at heading names the resident’s house and lists its stock. For a resident who has been issued nothing, it says Nothing they must return is recorded as held, History says Nothing recorded yet, and Record returns… is greyed out.
After an admission or a bed placement, the window opens with the house’s default kit ticked. It opens only if the house has items, the resident has a bed and nothing was issued this stay.
Finish later closes it. Until something is issued, a resident with a bed shows Supplies not issued on their record, on the Resident roster, on Compliance and on Today. The window’s other way out is Close, at the foot.
On discharge or a move, a return checklist lists what they hold. Mark each item Returned, Missing or Damaged, or press Everything came back. Anything left at 0 stays owed.
After a move, the new house’s supplies window follows.
Administrators keep each house’s stock on the card at the foot of Houses & beds. With two houses or more, pick the house first, then use the Stock, Items and Replace list tabs.
Recording supplies needs a connection. Supplies are on a shared facility database, not a desktop install.
Each resident's rent standing, and a ledger of every charge and payment.
Rent is in the Facility setup group of the menu. It is for administrators, on a shared facility database.
The line above the list counts who is behind and the payments waiting. It shows the total owed and the grace period.
Each resident is a card marked Behind, Due, In credit or Paid up. Whoever is behind is listed first.
A card shows the resident’s balance, the weekly rent and when the next charge is due. Open ledger opens the resident’s ledger inside their card, with Owes and the balance in large type, and Close in place of Open ledger. On a phone, tap anywhere on a resident to open it, and Start rent… is the bar along the bottom.
Start rent… sets the resident, the weekly amount and the due day. A first week that starts mid-week is charged for part of the week.
The grace period is how many days a charge can go unpaid before the resident counts as behind. A change applies to past weeks too.
Import history… takes a .csv or .xlsx file of past charges and payments. The file stays on this device. Undo import is in the More menu on an imported line and takes the whole import back out.
Online payments is a card at the bottom of the Rent screen, once the feature is switched on. Set up payouts opens Stripe to connect the facility’s bank. Check status shows how far it has got.
Residents see a Pay button in their portal once the card says Ready. A payment made online shows Paid online in the ledger and has no Reverse. Refund it in Stripe. Refunds and card disputes then show as Refund or Card dispute, recorded from Stripe.
A “Rent current” requirement in the weekly record is set from rent. Staff cannot edit it there.
The portal's Rent tab shows what a resident owes, their history and receipts. They report payments and sign notes there.
The Rent tab opens with one line, such as Your rent is overdue. You owe $300.00., or one for a resident who is in credit or paid up. Below it are Promissory notes, the weekly rent and the next due day, the I made a payment button, Payments you reported, and the history.
Each line shows the balance after it. A payment’s receipt number opens the receipt.
A Pay button shows the amount owed, when the program takes payments online and its setup is finished. It opens a Stripe page for a card, Apple Pay or Google Pay.
Back in the portal, the tab says Payment received or Payment is being confirmed. The payment then shows in the history as Paid online.
I made a payment takes the amount, the day, how they paid and an optional reference. Send to my program sends it. It shows as waiting until staff confirm it.
Staff see it on the Rent screen as “reported payments to review”. In the ledger it is under Reported by the resident. Confirm records a payment with a receipt, and Reject records nothing.
Promissory notes start from a template under Note templates… on the Rent screen. A template can come from a Word file or a PDF. Notes already drafted keep their wording when a template changes.
New promissory note…, under More in the resident’s ledger, sets the payments. They must add up to the amount owed plus the move-in fee. A sent note cannot change, so staff void it and write another.
The resident opens it under Promissory notes and presses Read and sign. They agree to sign electronically, type their full name and sign with a finger. A signed note prints as their copy, or as a release through the consent step.
Residents enter their jobs, hours and days off in the portal. Staff see them on Work today.
Residents keep their work schedule on the portal’s Schedule tab. Add a job takes the employer and an optional position. Under each job, Add weekly hours sets their usual hours.
Add a day off or different hours covers one day that is different. Overnight shifts are allowed, and read (+1) after the end time. Entries can be changed or removed.
The tab tells the resident: Your program can see them. Late changes are marked late.
The line above the table counts who is scheduled now, who is working that day, who has the day off, and anyone with no job on file. At its end it reads As of, a time, and that the page refreshes every minute.
Under each shift is a bar for the 24 hours of the day, with a tick at the current time on today. The bar is decoration. The hours are in words above it.
Work today shows hours residents entered. Its footnote reads “Not proof anyone is at work.” Work schedules need the hosted facility. A desktop install on its own file does not have them.
Residents tap Going out and Back home, and staff see who is out of each house.
Out / Back is in the Residents group of the menu, on the hosted app only. It lists who is out right now, house by house.
It needs a connection and refreshes every minute.
The top line counts who is out and who is past curfew or flagged, and gives tonight’s curfew. Under it a note reads “Residents sign out on the portal or tablet. Staff can fix entries.” As of and Read again are in the page header.
Beside it are A resident’s outings…, Curfew report… and Add entry…, the main button. On a phone Add entry… is the bar along the bottom of the screen. When nobody is out, the page says Everyone is in.
Each house is a card with tonight’s curfew. A row shows the name, flags, Out since and where they went, with Back home… and History beside them. On a phone those two sit under the row.
Past curfew shows for a resident still out after curfew, and for one who went out after curfew, unless it is for a work shift or the night is excused. The flags are Past curfew, Blackout, Entered late, Logged offline, Clock ahead and Code not verified.
Every entry staff make asks for a reason. An excused night does not count against Curfew kept. Withdraw… on an excuse makes the night count as missed again.
The settings are on the admin card at the foot of Houses & beds.
The Curfew & blackout tab shows each night’s curfew. Click a day to change its curfew.
The blackout for new residents is set in days. During it, an outing is flagged unless the place is Allowed in blackout.
Residents’ own curfews are listed there too, with Set one… and End….
The Destinations & tablets tab lists the places residents go and the house’s tablets.
House tablets. An admin pairs a tablet by signing in on its house.html. Revoke stops it at once, and unsent entries are lost.
On the tablet a resident taps their name, then Going out or Back home.
Choosing Other as the destination asks Where are you going? again, with a Details box and Next.
Then they enter the last 4 digits of their Social Security number.
A tablet that has not been set up first warns that going on signs the browser out of Verdatra, and offers a link to Verdatra instead.
A wrong code is still saved, and the tablet says staff will check it. The board flags it Code not verified.
The portal’s Going out tab shows You are home or You are out, and tonight’s curfew.
A resident picks where they are going and taps Going out. Later they tap Back home.
I forgot to tap Back home asks when they got back. It tells them their program will see it was entered late.
The tab says their location is recorded when they tap. The last 14 days are listed below.
If a tap gets no answer, Send again appears. It will not be counted twice.
Once a curfew is set, a weekly requirement called Curfew kept is added. Any unexcused curfew break that week misses it. Going out after curfew and before 6 AM is a break, unless it is for a work shift or the night is excused. The curfew report lists those nights too.
Administrators plan runs and vehicles, drivers work from My runs, and residents ask for rides in the portal.
Transportation is for administrators, on the hosted app only. Its tabs are Today, Runs, Vehicles, Drivers and Places. The number on Today is the no-shows not yet verified.
A run can be ticked Counts toward Rides kept. Its riders then get a weekly requirement, Rides kept. A verified no-show on that run misses that week, unless it is voided.
My runs is a driver’s own runs for today, for staff and administrators. The vehicle card names the vehicle and its shift, shows any warning, and has Check out… until the vehicle is out. Once it is out the card reads Out at and the odometer, and offers Check in…. Fill-up… and Report an issue… are on the card. Each run has Start… and End….
Under each stop are its riders, each marked pick up or drop off. Tap On or No-show… at a pickup, and Off at a drop-off. A chip shows how many taps are waiting to send, or All sent. As of and Read again are in the header.
With no connection, the screen shows the copy kept on the device. A tap the server did not record shows under Not recorded, with the reason.
The portal’s Rides tab shows a resident’s rides for the next two weeks. A chip on each says Scheduled, On the way, Done or Cancelled.
Ask for a ride takes a day within 30 days, a time, a place and what it is for. Your requests shows each answer, with the reason if it was not approved. These are the Ride requests on Today.
Vehicle records are about the vehicle. The issue form says to describe the vehicle, not a resident. The cost report names no resident.
The staff app’s guide shows where things are. The resident portal has its own Help tab.
The question-mark button in the header opens a guide panel, and the app behind it stays usable. Search the questions, and open one to read its answer.
An answer about a place in the app has Show me. It takes you to that screen and rings the real control, with a short note in a bar along the bottom, Back to the guide and Done. Staff only see answers about screens they can open.
Answers say where a control is and what it does. They come with the app, so they match the version you are using.
The resident portal has a Help tab, last in its row of tabs. It has short answers about Meetings, Schedule, Rent, Rides, going out and back home, and the resident’s account. They cover logging meetings, adding jobs, paying online, reporting payments, signing notes, asking for rides and logging out.
A phone in a hallway, a desk computer or a laptop with no signal. Same app, same data, nothing lost.
An administrator invites staff, sees who signed in from where, and reads staff feedback.
A line at the top counts accounts, recent sign-ins and resident portal logins. Invite staff… is at its end. On a phone it is the bar along the bottom of People.
Below it are four tabs: People, Resident notice, Feedback and Release notes. The page keeps your tab while the browser tab stays open. On a phone the tabs read People, Notice, Feedback and Releases.
People puts Residents and Staff side by side when there is room. Each resident shows their portal account state and bed, and their email once they have a login. Each has New link or Invite to portal.
Each staff account shows its name, email, state, role, and where and when it last signed in. A state is Active, Invited, Disabled or Pending password. Each staff row has Rename… (Add a name… when it has none) and a ⋯ menu with New link and Disable or Enable. Disable asks first and names the account.
An invitation is a one-time link. New link, on a resident row or in a staff row’s ⋯ menu, shows it once in a strip under the row, with Copy link, a code with Copy code, and Hide. Nothing is sent; the link is passed on by hand. Invite staff… and Invite to portal show it in their own window, which asks before it closes because the link appears only once.
The sign-in source reads Browser, Mobile or Desktop, or a dash before the first sign-in. A short code after it, which reads “Same-source group” when pointed at, groups sign-ins that came from the same source.
Resident notice shows the live version and how many residents have accepted it. A saved version that is not live yet has Activate version N. Below is a box for a new version.
Saving does not publish. A version goes live only when it is activated. The tab shows a “1 draft” mark while one is waiting.
Feedback comes from Send Feedback in every staff member’s menu. Each item shows the rating, its kind, who sent it, the screen, when, and what they wrote if they wrote anything. All, Bugs or Suggestions narrows the list.
Release notes lists what changed in each version, newest first. The version this device runs is marked This build.
Staff write a resident up, the app counts strikes, and an admin can build a contract the resident signs.
Discipline is on the shared facility database only.
Settings. Admins get a Discipline tab. The Violation categories card lists the facility’s categories; Add category… adds one. The ladder card holds the strike limit, labelled Strikes before a contract, or Strikes before discharge due when the Contract step switch is off. With the switch off, reaching the limit flags discharge due.
Write up… is on the Residents screen and on a resident’s Discipline tab. The dialog asks for the Resident, a Category, When, the Outcome (Warning, Strike, Contract or Discharge review), What happened and What the resident will see. The resident is shown only the second one.
Suggested write-ups. A late return or a failed week shows on the Discipline tab as a suggestion with Dismiss and Write up from this…. The same link is on the resident record’s Week tab and Out / Back tab, and it opens the write-up dialog with the details filled in.
Contracts. Propose contract… is on the Contract card when the facility uses the contract step and the resident has a strike. An admin uses Review and approve…, which sets Conditions, the Rules the app will apply (Earlier curfew, Extra meetings, Restrict outings) and the Starts and Review on dates, and can also Decline…, Cancel contract… or Complete… it. The resident signs in the portal, or staff use Sign on this device…. Open shows the contract, with Print for signing while it is approved and unsigned, and Print after.
Admin. The Discipline tab in Admin lists what is waiting on an admin: appeals, responses, proposed contracts, a refused contract, and discharges due. An appeal is upheld or overturned, a response is kept or removed.
The portal. The resident’s Standing tab shows where they stand, any contract with Sign and I do not agree, and their record, with Respond on a write-up while a response is open. A response can be sent once, and an admin reads it and decides. The resident sees only the summary written for them.
On a phone the portal’s bottom bar shows its first four tabs and a More button. Standing, Going out and Help are in the More menu.
At a Part 2 program, sobriety dates, groups and medication-assisted treatment fall under a rule stricter than HIPAA. Verdatra treats them that way.
This is the accounting of disclosures as it prints: the resident, the period it covers, the two §2.32 notices, a line on whether the audit log checked out, then a table of When, Disclosure, Scope, By, Record and Details.
Before a resident report prints, staff say what it is for. A consent, a release without one, or internal use.
Consents… and Print disclosures… are on a resident’s record, on the Profile tab under Records and the resident.
The question is titled What is this print? It says which report is about to print, lists what that report carries, and offers three answers: Internal use, Disclosure under a signed consent and Disclosure with no consent on file. Continue to print is at the bottom, with Cancel beside it.
The answer is recorded as a disclosure and an audit entry, and only then does the report print. If the record cannot be saved, nothing prints. Cancel the question and nothing is recorded or printed.
The weekly accountability, medication administration, resident summary and rent reports, and the discipline history, do not offer Disclosure with no consent on file. They print for internal use or under a signed consent, and a release that names no consent is refused. The accounting of disclosures keeps all three answers.
Every resident report carries the §2.32(a) notice that bans passing the record on. A template cannot leave it out.
The record says a report was made for disclosure. It never says the report was delivered.
Verdatra is not an EHR and does no insurance billing. It is the daily layer staff work in.
Your insurance billing stays where it is. Staff use Verdatra every shift for the weekly log, medications and meeting review. It also covers beds, supplies, rent and reports.
No migration off your existing EHR. No disruption to how you bill insurance.
No migration off your existing EHR. No disruption to how you bill.
Five clinical reports print from the desktop and hosted app, plus the house’s rent and supplies paperwork.
The five sheets shown here are the first pages of the real printed reports, each drawn by the app from the demo facility. Every sheet starts with the facility line, the report title, the resident, the reporting period and when it was generated, then the 42 CFR §2.32 notices, then the report itself.
On a shared facility database, the house has its own paperwork:
Every resident report prints the 42 CFR §2.32 notice that bans passing the record on. Under a signed consent, it also prints that consent’s full scope. Every resident report print is logged and shows in the §164.528 accounting.
The weekly, medication, resident summary and rent reports can be released only under a signed consent. Without one they print for internal use.
A rent statement, receipt or note printed as the resident’s own copy is not logged as a release. Printed for anyone else, it goes through the same consent step.
Every resident, log, medication record, consent and disclosure backs up to one file from Settings, at any time.
We do the setup with you, so your first week of data is clean.