Governance & Compliance Documentation

Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

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Features

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User Guides

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For All Staff

• Policy User Guide - View policies and complete acknowledgments
• Training User Guide - Complete training and track CEU credits
• Compliance User Guide - View compliance status and requirements
• Audit User Guide - Understand audits and manage assigned corrective actions
• Risk User Guide - Understand risks and manage assigned mitigations
• AI Compliance Advisor User Guide - Use AI for compliance assistance
• QI User Guide - View and complete QI improvements
• Accreditation User Guide - View accreditations, standards, and surveys
• Contract User Guide - View contracts and track obligations
• Procedure User Guide - View and execute procedures

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For Compliance Officers & Administrators

• Policy Admin Guide - Manage policies, assignments, and compliance
• Training Admin Guide - Manage courses, enrollments, and CEU tracking
• Compliance Admin Guide - Manage requirements, checks, and remediations
• Audit Admin Guide - Plan audits, record findings, track corrective actions
• Risk Admin Guide - Manage risks, assessments, and mitigations
• AI Compliance Advisor Admin Guide - Configure and manage AI features
• QI Admin Guide - Manage QI projects, PDSA cycles, metrics
• Accreditation Admin Guide - Manage accreditations, standards, surveys
• Contract Admin Guide - Manage contracts, obligations, milestones
• Procedure Admin Guide - Create procedures, visual editor, AI generation

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Technical Reference

• AI Prompts Reference - AI prompt templates and schemas

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Quick Links

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Policy Management

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Training & CEU Management

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Compliance Tracking

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Audit Management

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Risk Management

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AI Compliance Advisor

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Quality Improvement

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Accreditation Management

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Contract Management

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Procedures Management

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Settings

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Getting Started

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For Employees

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Policy Acknowledgments

1. Navigate to GR → My Acknowledgments to see pending policies
2. Click on a policy to view details and download the document
3. Complete the acknowledgment form before the due date
4. Track your acknowledgment history on the same page

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Training & CEU

1. Navigate to GR → My Training to see pending training assignments
2. Click on a course to view details and access materials
3. Complete training requirements before the due date
4. View your CEU credits at GR → CEU Transcript

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Corrective Actions

1. Navigate to GR → Audits → Corrective Actions
2. Filter by Assigned to Me to see your tasks
3. Update progress and mark complete when finished
4. Attach evidence of resolution

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For Compliance Officers

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Policy Management

1. Navigate to GR → Settings to configure reminder notifications
2. Create policies at GR → Policies → New Policy
3. Assign policies to employees based on role, department, or site
4. Monitor compliance at GR → Acknowledgments
5. Manage review cycles at GR → Reviews

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Training Management

1. Create training courses at GR → Training → New Course
2. Configure CEU credits and expiration periods
3. Enroll employees individually or in bulk
4. Track completions and compliance at GR → Training
5. Monitor expiring certifications on the GR Overview dashboard

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Audit Management

1. Create audits at GR → Audits → New Audit
2. Assign audit teams and generate checklists
3. Execute audits and document findings
4. Create corrective actions for findings
5. Track resolution at GR → Audits → Corrective Actions
6. Use readiness assessment for upcoming audits

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Key Concepts

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Policy Status Workflow

Draft → In Review → Approved → Active
                              ↓
                         Deprecated → Archived

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Training Status Workflow

Not Started → In Progress → Completed
     ↓              ↓
  Overdue ────→ Overdue

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Audit Status Workflow

Planned → In Progress → Completed
              ↓
          Cancelled

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Finding Status Workflow

Open → In Remediation → Resolved → Closed

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Corrective Action Status Workflow

Pending → In Progress → Completed → Verified

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Risk Status Workflow

Active → Mitigated → Resolved → Closed

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Mitigation Status Workflow

Planned → In Progress → Completed → Verified

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Risk Rating Levels

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Finding Severity Levels

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Acknowledgment Types

• Required: Employee must acknowledge to remain compliant
• Recommended: Suggested reading, not required
• Informational: FYI only, no acknowledgment needed

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Training Types

• Online: Web-based self-paced modules
• In-Person: Classroom or hands-on training
• Webinar: Live online sessions
• Self-Paced: Materials for independent study
• On-the-Job: Supervised practical training

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CEU Credit Categories

• State Licensing: Credits for state license renewal
• Professional Certification: Credits for professional credentials
• Organization Required: Internal training requirements

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Review Cycles

• Annual: Review every 12 months
• Biennial: Review every 24 months
• As Needed: No scheduled review

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Related Documentation

• Platform Notifications Guide
• Document Management Guide

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Module Settings

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Policy Settings

• Enable/disable reminder notifications
• Set default reminder days (30, 14, 7 days before due)
• Configure review cycle defaults

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Training Settings

• Enable/disable training reminders
• Set expiration reminder days (90, 60, 30 days before)
• Configure default course settings

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Audit Settings

• Enable/disable audit reminders
• Set upcoming audit reminder days (14, 7, 3 days before)
• Set finding due date reminder intervals
• Set corrective action reminder intervals

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Risk Settings

• Enable/disable risk reminders
• Set default risk review frequency
• Set mitigation due date reminder intervals
• Configure risk rating thresholds

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AI Settings

• Enable/disable AI Compliance Advisor
• AI features include: compliance chat, gap analysis, audit preparation, risk assessment

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QI Settings

• Enable/disable Quality Improvement module
• Set default PDSA cycle duration
• Enable PDSA completion notifications
• Enable metric goal achievement alerts
• Configure improvement reminder intervals

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Contract Settings

• Default expiration alert days (90, 60, 30)
• Renewal notice days before expiration
• Auto-generate contract numbers
• Contract number prefix
• Require contract approval
• Approval threshold amount
• Obligation reminder days
• Auto-mark obligations overdue