01 / THE WEEK

ViaQuest Hospice progress this week.

September 21 to 25, 2026

Your executive committee meets on Wednesday, with the step-by-step brand and account transition schedule and the plan for IT support through the end of the year. Since the last update, the HR working session settled how hiring, orientation and the compliance videos run in the portal, the exit and post-hire surveys are built, an assistant now answers questions on each application, and branch managers have five written guides and eight short videos. Device enrollment is with Samsung for review after a resubmission with your registered legal name, and your IT designate has access to the Command Center, Microsoft administration and device management. Six items sit with outside providers and are marked as waiting in the sections below.

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. The updated 30-day and 90-day survey links Chief Operating Officer The post-hire surveys are built and fire automatically from the hire date. Every survey trigger stays off until the updated links are in, so nothing reaches a new starter by mistake.
2. The per-role split of the application list Chief Operating Officer or IT designate The full list of around forty applications arrived, which closed the list itself. What the tablet configuration needs is which of them each role gets on day one, so a device arrives ready for its role rather than being set up by hand.
3. The carrier agreement and the printer and scanner maintenance agreements Chief Operating Officer Asked for on August 31 and September 4. They set what moves across in the connectivity transition and who holds each contract after it, and the remote management plan is written against them.
4. A note when the Relias content is set up on your side Chief Operating Officer Relias confirmed your team can access and build the content directly, so this no longer waits on us. Tell us when it is complete and the portal links get finalized against it.
5. 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.
6. 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.
Requests
For scoping
The twelve automations, in your order
12 ranked, top three being written up View
Portal Operations
Launched
Guides and videos done, What's Happening next
6 items open View
HR module
In progress
Built to the September 16 session
7 items open View
IT Infrastructure
In progress
Enrollment with Samsung, schedule on Wednesday
6 items open View
02 / REQUESTS RECEIVED
Requests received
Requests received.
The twelve automations your team asked for, as sent to your finance leadership on September 8 and in the order they were ranked on September 10. The top three are being written up as a requirements document that comes to you once it is reviewed.
12 requests
Requested by Request Priority
Chief Operating Officer 1. Chart review and quality audit. 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. Source materials and sample data came across in July. High
Chief Financial Officer 2. Key performance indicator framework. Around twenty-five measures across sales, operations, clinical and quality, and finance. Each one shown month to date, year to date, as a run rate, against goal, and against the same point last year. The full requirement came across in July, and it revives a framework the organization ran previously. The clinical data connection it depends on is back in service. High
HR 3. HR credential and compliance tracking. 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 4. CRM development, phase two. The CRM moves from being a record-keeping system to an analysis and insight system that produces content and analysis for the team. A detailed overview came across in August, with agreement that the work can be phased. This is the largest single item on the list and it would come to you in stages rather than as one piece. Medium
Chief Financial Officer 5. Geographic workforce and service view. Staff home locations mapped against service locations to support hiring, marketing and caseload planning. This one touches protected health information, so a privacy and security review comes before scoping rather than after. Scoped as its own build unless agreed otherwise. Medium
Chief Financial Officer 6. Financial reporting dashboard. Income statement, balance sheet, receivables aging, write-offs, days sales outstanding, vendor spend analysis and cash flow forecasting in one view. This needs a defined connection to the accounting system, and that integration route has to be settled before it can be scoped accurately. It is the largest item in the finance group. Medium
Chief Financial Officer 7. Billing. 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 8. Coding review and coding process support. 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 that 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 9. Intake and referral. 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 10. Monthly 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 11. Mileage review workflow. 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 is built under the same privacy and security review that covers any work touching protected health information. Low
Chief Financial Officer 12. Systems review and cost reduction. A review of every system ViaQuest Hospice pays for, retiring or combining those no longer in use, and rebuilding the data connections worth keeping. To start this we need a list of the systems and contracts with their costs and renewal dates. Low
03 / PILLAR DETAILS
Portal Operations
Launched
Live and in daily use

The portal is live and in daily use, and this section covers everything running inside it, including the training platform. Branch managers now have five written guides and eight short videos, one pair per area.

TaskOwnerWhenNotes
What's Happening in ViaQuest Hospice rollout AIDM In progress Built, with staff signing the media release inside the portal and receiving their own copy. It goes to everyone once every mention in it reads ViaQuest Hospice, which your operations leadership confirmed is the wording to use.
Storefront reconnection and the Grace Awards AIDM In progress Reconnecting the merchandise storefront so reward claims can be fulfilled again, with the Grit and Grace awards and the reward unlocked by each training area.
Communication tools activation AIDM and ViaQuest Hospice In progress The portal already carries email campaign tools that have not been switched on. They cover all-staff messages, referral program promotion, new-hire updates and a monthly note to applicants who were not hired the first time. We start with the newsletter template and run a short session with the people who will send them.
Emergency preparedness and compliance training AIDM Awaiting your materials Waiting on the session presentation, a recording and the quiz. The video content gets built from those.
Family and facility surveys AIDM Awaiting your questions Building the survey flows once the questions are agreed.
Admission booklet requests AIDM Scoping Working out how booklet requests are raised and fulfilled through the portal.
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
Compliance videos as the first orientation step AIDM In progress The four compliance videos become the first task for every new hire, followed by the handbook. Nothing else in the portal opens until all four are confirmed in one step, and HR receives an automatic email with the completion date. The per-person view of completed items is live, and the lock, the single confirmation and the email are being finished.
Employee surveys AIDM Awaiting your links The exit survey is built end to end: a link by email to a branded page, a reminder after 48 hours, and the same survey inside the portal. The 30-day and 90-day surveys fire automatically from the hire date. Every trigger switches on once the updated links arrive.
Job board posting AIDM and ViaQuest Hospice Your call You can keep the job board and keep posting exactly as you do today. Our recommendation, for when the new name goes live: open a fresh employer account under the new brand with nothing tied to the old entity, use the free listing, and point applicants at the apply link into the hiring flow. That makes the connection simpler and removes the sponsorship cost. The missing-resume defect on the current connection sits with the provider, who has had our evidence since September 7.
Reject and delete confirmation, secondary manager AIDM In progress A second confirmation before an application is rejected and deleted, with a mistaken rejection reversible, and a secondary manager on jobs and interviews. Both agreed in the working session.
Uniform details in the onboarding form AIDM In progress Capturing uniform sizes and preferences at onboarding so the order can be placed without a separate exchange.
Annual HR and management training AIDM and ViaQuest Hospice In progress Preparing the annual training program for managers with your HR team, covering what each session has to carry and the order it runs in.
HR assistant inside the portal AIDM Planned An assistant answering common HR policy questions for staff, so people self-serve rather than emailing HR. The assistant that answers questions on each candidate's application is already live for your HR team.
IT Infrastructure
In progress
Enrollment with Samsung, transition schedule on Wednesday

Global Administrator access on the tenant is in place. Device enrollment is with Samsung for review, your IT designate is set up with access, and the step-by-step brand and account transition schedule goes to your executive committee on Wednesday. Several steps here wait on outside providers and are marked as such.

TaskOwnerWhenNotes
Device enrollment AIDM and ViaQuest Hospice Awaiting Samsung review The enrollment registration was resubmitted with your registered legal entity name and is accepted and with Samsung, described as a few business days. Once approved, the enrollment ID goes to the carrier so ordered tablets enroll on arrival, and the per-role application mapping loads into the configuration.
Laptops AIDM and ViaQuest Hospice Awaiting carrier details Dell laptops come through the carrier alongside the tablets, enrolled through Windows Autopilot and managed in the same console as the tablets. The process details are still to come from the carrier.
IT designate handover AIDM and ViaQuest Hospice In progress Your IT designate has access to the Command Center, Microsoft administration and device management, with the application links and first tasks. Next from our side: the domain setup for the new name, email for the printers, and access to the Home Care Home Base server.
Domain accounts AIDM and ViaQuest Hospice Awaiting account holders The domain registrations sit in two accounts outside AIDM's control, with delegated access only. A clean account holding the hospice's own domains, with access for your IT designate, needs the current account holders to grant it.
Brand, domain and email transition AIDM and ViaQuest Hospice October The name change runs as one sequenced change: new addresses and sign-in for every person, the domain move, and the updated branding across the portal, website and social channels. The schedule goes to your executive committee on Wednesday, and most of the work runs through October ahead of the November 1 launch.
Connectivity transition AIDM and ViaQuest Hospice Awaiting agreements Office phones, field staff tablets, laptops on a phased move, fax and internet. The order and the dates follow the carrier agreement and the maintenance agreements listed under What we need.
04 / RECENTLY DELIVERED
Recently delivered
Recently delivered, past 4 weeks.
What was completed in the four weeks to September 20th, 2026.
40 items

Portal Operations

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 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 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 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.
Sep 2nd Sequential course locking built, so a training section can be set to open only when the one before it is complete, switchable per section.
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 15th Eight 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 11th Five 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.
Aug 29th Seventeen errors fixed that were causing training pages to fail when they loaded, so the training content opens reliably.
Aug 29th Access tightened across the portal. Outbound email now requires authentication, a profile with no role assigned can no longer reach portal pages, and ticket resolution detail is visible only to the people entitled to see it.
Aug 29th Duplicate notifications stopped when a ticket closes automatically, so one event produces one message.
Aug 29th Placeholder course pages and the unused Company Resources section removed, so the portal shows only real content.

HR module

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.
Sep 2nd The core HR workflow cut from five steps to three, confirmed in production.
Sep 2nd Each job posting now gets its own posting link automatically.
Aug 29th Reference requests now send automatically as part of the hiring flow, reaching referees outside the portal without anyone chasing them by hand.
Aug 29th The HR intake email redesigned, so a new starter's first message reads clearly and carries the right links.
Aug 29th Further fixes to the job board application flow, following the connection going live.
Aug 25th The applicant tracking connection is confirmed working end to end. Your team applied to a live posting and saw it arrive in the dashboard.

IT Infrastructure

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 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.
Sep 11th The enrollment service for the Samsung tablets selected, with devices set up as company-owned and fully managed.
Aug 25th The Home Care Home Base database is rebuilt and back up, the second of the two database restorations.
Aug 24th The Microsoft tenant migration is complete. The final server moved across and our team now holds full administrative access to the environment, which is what the remaining IT transfer depends on.
Aug 24th SharePoint is migrated, covering both the main hospice document library and the HR site. Only the page layout is outstanding, and your teams are already working in the new location.
05 / MEETINGS
Meetings
Meeting cadence and on-site visits.
The standing cadence, plus the sessions set for the weeks ahead.
3 meetings
Date Meeting Agenda
Wednesday, September 23 Executive committee The step-by-step brand and account transition schedule and the plan for IT support through the end of the year, presented to your executive committee.
Wednesday, September 23 ViaQuest Hospice check-in Standing project review with client leadership across all workstreams.
Twice weekly HR working sessions Onboarding, forms, and HR training content with your HR team.
06 / DEADLINES