01 / THE WEEK

ViaQuest Hospice progress this week.

October 5 to 9, 2026

The job board is now connected, and the resume issue is fixed, so every application arrives with its resume. The first version of the Cairo Hospice branding went to your leadership on October 2. Once the branding is approved, we complete the full brand document for your outside vendors, and the uniforms are ordered this week. Since the last update, the 30-day and 90-day surveys send automatically from each new hire's start date, the office printers run on the new domain, and the carrier confirmed tablet enrollment.

What we need
What we need from ViaQuest Hospice.

These are the open items on your side. Each one names who holds it and what it releases.

What we need Who What it releases
1. One consolidated set of comments on the branding Chief Operating Officer The final version and the logo files. Once the branding is approved, we complete the full brand document for your outside vendors, and the uniforms are ordered this week.
2. The uniform and storefront provider Chief Operating Officer The storefront connection and the rewards mapping are built against whichever provider you confirm, so the new-hire uniform step points at the right place after the rebrand.
3. The full list of everything carrying the brand Chief Operating Officer Every item, signage, printed materials, apparel, forms and online accounts, gets a place in the rebrand schedule, so no item still carries the old name after November 1.
4. A review of the migrated SharePoint sites Chief Operating Officer You now hold owner access on the migrated sites. A pass over them, flagging who needs moving or adding, is what lets the SharePoint half of the handover close.
5. The carrier contract Chief Operating Officer So the device and laptop setup is planned against its terms, not guessed at.
6. Video content from your leadership Founder, Chief Operating Officer and others on your team The welcome and leadership videos for the training portal and the website. We have not received any video yet. The talking points went across in June and again on September 28. Record in your own words and send the files to us.
7. Emergency preparedness and compliance training materials Chief Operating Officer What is actually said in the session as well as the slides, plus the quiz. A recording covers it, and a set of the current materials lets us build the module rather than reconstruct it.
Requests
For scoping
The automations, in your order
7 automations, first ones written up View
Portal Operations
Planned
Portal improvements planned
4 items open View
HR module
In progress
Surveys running, compliance sign-off next
4 items open View
IT Infrastructure
In progress
Tablet enrollment confirmed, laptops with the carrier
4 items open View
02 / REQUESTS RECEIVED
Requests received
Requests received.
The automations your team asked for, in your ranking order. The requirements document for the first automations went to your leadership on September 22.
7 requests
Requested by Request Priority
Chief Operating Officer 1. Chart audit automation. A production version of the audit approach your own quality team built, run against clinical data. The manual version already brought audit time down from roughly one hour to fifteen minutes per chart, so the method is proven. The work is making it reliable, repeatable and auditable at scale. High
HR 2. Credential renewal reminders. Staff upload licenses, insurance, certifications and accreditations to their own profile. Renewals prompt around thirty days ahead, and managers get a view of anything overdue. This replaces the spreadsheet kept by hand today. High
Chief Financial Officer 3. Billing and claims automation. Claims submission, denials and resubmission, eligibility and insurance verification, and payment posting. This reaches into the billing system and the payer connections, so it needs its own discovery step before any estimate is meaningful. Low
Chief Financial Officer 4. Coding review automation. Diagnosis-based codes are reviewed automatically against care plans for billing accuracy. This was raised first as an assist to the existing coder, then widened in August to cover coding practices to back up or replace the current manual process. The clinical data connection it depends on is in service. Which of the two readings you want changes the shape of the work. Low
Chief Operating Officer 5. Referral intake automation. Two related requirements to confirm as one piece of work or two. The first is how the intake and referral process enters the clinical workflow. The second is a portal where referring providers register and upload intake documents through the website, replacing the fax route used now. Low
Chief Financial Officer 6. Card statement distribution. Monthly card statements are retrieved automatically from the banking portal and distributed to each cardholder and their approver, feeding the expense process already in place. This is automation around systems you already pay for rather than a new system. Flagged by your finance leadership as the easiest to bring forward. Low
Chief Financial Officer 7. Mileage check automation. Staff-entered mileage is reviewed against the addresses already held in the clinical system of record, and entries outside expected parameters are flagged. For example an excessive distance between two points, or mileage logged at the start of a day when none should be. Because this reads service addresses, it runs under the privacy and security review covering any work touching protected health information. Low
03 / PILLAR DETAILS
Portal Operations
Planned
Portal improvements planned

Portal operations are on hold for now, including text messaging. The manager training course, with its written guides and short videos, stays live for managers.

TaskOwnerWhenNotes
Storefront reconnection and the Grace Awards AIDM After rebrand approval Reconnects once the rebrand is approved and your team confirms the uniform and storefront provider, so claims reopen under the new name.
Communication tools activation AIDM and ViaQuest Hospice On hold The email campaign tools and text messaging are on hold for now.
Emergency preparedness and compliance training AIDM On hold The video build from your materials is on hold for now.
Admission booklet requests AIDM On hold Booklet requests through the portal are on hold for now.
HR module
In progress
Built to the decisions from the September 16 working session

The order below is yours. The working session on September 16 with your HR team settled how hiring, orientation and the compliance videos run in the portal, and the build follows those decisions.

TaskOwnerWhenNotes
Signed acknowledgement after the compliance videos AIDM In progress The compliance videos are the first orientation step, and HR already gets an email when a new hire finishes them. The signed acknowledgement comes next: each employee signs to confirm they watched the videos, and the portal records the name and the time for the employee file your surveyors check.
Manual sending for the family and facility surveys AIDM In progress The surveys are built. What remains is a way to send them by hand, either by entering an email address or through a shareable link.
Annual HR and management training AIDM and ViaQuest Hospice November Preparing the annual training program for managers with your HR team, with the sessions scheduled for November.
HR assistant inside the portal AIDM Planned An assistant answering common HR policy questions for staff, so people self-serve rather than emailing HR. It answers from the documents held in the portal, so it switches on once HR confirms the portal folder is the master HR folder. The assistant that answers questions on each candidate's application is already live for your HR team.
IT Infrastructure
In progress
Tablet enrollment confirmed, laptops with the carrier

The carrier confirmed tablet enrollment, so new tablets arrive enrolled and managed. The laptops wait on the carrier's registration steps. Your new domain is live in the Microsoft tenant, the office printers run on it, and the brand, domain and email transition continues through October.

TaskOwnerWhenNotes
Tablet setup AIDM and ViaQuest Hospice In progress Enrollment is confirmed with the carrier as reseller, and the carrier's partner loads the tablets. Each tablet is set up with the applications for its role, so it arrives ready for the person using it.
IT designate handover AIDM and ViaQuest Hospice In progress Your IT designate has full administrator access to the Microsoft tenant, plus the Command Center and device management, with the application links and first tasks. The office printers now send from the new domain. One item stays open: domain access, where both registrar accounts are delegated and neither side holds ownership.
Brand, domain and email transition AIDM and ViaQuest Hospice October Your new domain, cairohospice.com, is live in your Microsoft tenant, with DNS configured, the first aliases and the printer mailbox. The first version of the branding went to your leadership on October 2. Once the branding is approved, we complete the full brand document for your outside vendors, and the uniforms are ordered this week. The first wave is brochures, business cards and uniforms. The rebrand working session keeps one shared list of every change, and the work completes in October ahead of the November 1 launch.
Laptops AIDM and ViaQuest Hospice Awaiting carrier process Dell laptops come through the carrier alongside the tablets, enrolled through Windows Autopilot and managed in the same console as the tablets. We sent the carrier our follow-up on registering the laptops on October 2 and are waiting on their steps.
04 / RECENTLY DELIVERED
Recently delivered
Recently delivered, past 4 weeks.
What was completed in the four weeks to October 5th, 2026.
47 items

Portal Operations

Sep 29th The family and facility surveys built in the portal.
Sep 28th The Facebook and Instagram posting automation fixed, so scheduled posts publish again.
Sep 23rd The manager training course is in the portal and assigned automatically to team managers, branch directors and branch administrators, carrying the written guides and short videos.
Sep 21st What's Happening is live for everyone in the sidebar, and the portal's own wording now reads ViaQuest Hospice throughout.
Sep 18th Support tickets now suggest a category while the form is being filled in, so requests land in the right queue first time.
Sep 18th The employee detail view breaks training down item by item, completed against pending, the per-person view agreed with your HR team.
Sep 18th An employee can be added to the sales team from the Salespeople page and becomes a sales record automatically.
Sep 16th The consent and media release wording returned by your legal counsel is live in the portal, five sections in place of the placeholder text: the release, the HIPAA authorization, news media permission, recording permission and the revocation notice.
Sep 15th Short video guides finished for branch managers, one per area alongside the written guides: the dashboard, training and manager access, rewards, volunteers, help and support, HR, marketing, and documents and settings.
Sep 14th The documents area is live in the portal: a company-wide collateral area and a restricted HR and employment documents area, with SharePoint kept for working files.
Sep 11th Portal user guides finished for managers and staff: the dashboard, training and manager access, volunteers, requesting and posting a job, and help and support.
Sep 11th The six-week social content plan for the Founder delivered in full, with weeks five and six the last to go across.
Sep 10th Roles still waiting on training content set up in the portal at your request, ready for material as it arrives.
Sep 8th The full census view reopened on live Home Care Home Base data, after being cut back to the census figure alone during the outage.

HR module

Oct 2nd The job board connection is live, with your job postings active through the portal dashboard and the resume coming through with every application.
Oct 1st The 30-day and 90-day surveys now send automatically from each new hire's start date, with responses on the HR Surveys page. The exit survey stays a manual send from the Employee page.
Sep 28th The compliance videos are the first orientation step, with the completion email to HR, finished and live.
Sep 28th Uniform sizes and preferences are captured in the onboarding form, so the order goes in without a separate exchange.
Sep 28th Job board settled: postings stay on the job board as today, with applicants flowing into the hiring flow.
Sep 28th An email notification goes out when a staff member completes an item such as HR orientation, so nobody has to check by hand.
Sep 21st Rejecting an application now asks for a second confirmation, so no rejection happens by accident.
Sep 18th The exit survey built end to end: a link by email to a branded page, a reminder after 48 hours, the same survey inside the portal, and the questions drawn from an editor seeded with your own exit questions.
Sep 18th The 30-day and 90-day surveys built to fire automatically from the hire date, held off until the updated links arrive.
Sep 18th An assistant that answers questions on each candidate's application is live for your HR team, with a separate fit score.
Sep 18th Hiring screens: a hired application now links to a portal profile and carries a New hire tag across the employee lists, join links and the interview format show in the interview list, and HR can correct a candidate's details on a submission.
Sep 16th HR working session held with your HR team on hiring, orientation and automation in the portal. It set the compliance videos as the first orientation step with one confirmation and an email to HR, managers owning training after day one, SharePoint for working files with the portal for finished documents, and the surveys moved under HR.
Sep 16th The new-hire notification set up: when a candidate is marked hired, one message reaches HR, the hiring manager, IT support and the account setup contact, so onboarding starts without separate handover emails.
Sep 8th The two HR approver options merged into one, so either HR team member routes a job approval to the Chief Operating Officer.
Sep 7th The missing-resume defect on the job board connection traced to the provider's side from the request logs, with an evidence pack sent to them.

IT Infrastructure

Oct 2nd The first version of the Cairo Hospice branding sent to your leadership for review.
Oct 2nd The office printers now send from the new Cairo Hospice domain.
Oct 2nd Tablet enrollment confirmed with the carrier as reseller, and the carrier's partner loads the tablets.
Oct 1st The first Cairo Hospice rebrand working session held with your team. It set the first wave as brochures, business cards and uniforms, stock imagery only, and a public go-live on November 1.
Oct 1st Your IT designate given full administrator access to the Microsoft tenant.
Oct 1st The per-role application list for tablet setup completed, so each tablet loads the apps for its role.
Oct 1st AIDM's rebrand tasks and timeline sent for your master rebrand plan.
Sep 28th The new Cairo Hospice domain is live in your Microsoft tenant, with DNS configured. The first aliases and the printer mailbox are set up.
Sep 24th Device enrollment approved by Samsung, with nothing further needed from you on registration.
Sep 23rd The Cairo Hospice brand page presented to your executive committee, with eight logo options and applied mockups.
Sep 18th Device enrollment registration resubmitted with your registered legal entity name and address, accepted and now with Samsung for review.
Sep 18th The full application list for device configuration received from your operations leadership.
Sep 18th The migrated SharePoint sites handed to your operations leadership as owner, ready for review.
Sep 16th Your IT designate set up with access to the Command Center, Microsoft administration and device management, with the application links and first tasks.
Sep 11th A device compliance policy built and assigned for the tablet fleet, covering minimum operating system, security patch level and device threat level.
Sep 11th The enrollment service for the Samsung tablets selected, with devices set up as company-owned and fully managed.
Sep 8th Two portal access lists produced and handed to HR: every user without a portal account, and every manager without one, so the remaining accounts can be closed out.
Sep 8th IT ticket notifications routed to the support address, so the IT admin is notified directly.
05 / MEETING CADENCE AND MILESTONES
Meetings and milestones
Meeting cadence and milestones.
One weekly meeting with your team, on Thursdays.
1 meeting
Date Meeting Agenda
Weekly on Thursdays, 10:00 ET. Next: October 8 Cairo Hospice rebrand working session Sign-off on the branding, the email, voicemail and caller ID changes in the Microsoft tenant, and the shared list of every rebrand task on both sides, who owns each, and what is due before the November 1 launch.