GR Policy Management - Admin Guide

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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Initial Setup

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Configuring GR Module Settings

1. Navigate to GR → Settings
2. Configure the following options:

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Setting Up Policy Categories

1. Navigate to Platform → Picklists
2. Find or create the gr_policy_category picklist
3. Add categories as needed (HR, Safety, Clinical, etc.)

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Managing Policies

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Creating a New Policy

1. Navigate to GR → Policies
2. Click New Policy
3. Complete the form:

4. Click Create Policy (saves as Draft)

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Policy Status Workflow

┌─────────┐     ┌───────────┐     ┌──────────┐
│  Draft  │ ──> │ In Review │ ──> │ Approved │
└─────────┘     └───────────┘     └──────────┘
                                       │
                                       ▼
                               ┌────────────┐     ┌──────────┐
                               │ Deprecated │ ──> │ Archived │
                               └────────────┘     └──────────┘

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Approving a Policy

1. Navigate to GR → Policies and filter by “In Review”
2. Click on the policy to view details
3. Review the policy content and document
4. Click Approve to activate the policy
5. Optionally set the Effective Date

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Deprecating a Policy

1. Open the policy details
2. Click Deprecate
3. Optionally link to the Replacement Policy
4. Add a Deprecation Notice explaining the change
5. Set when the deprecation takes effect

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Archiving a Policy

1. Open the deprecated policy
2. Click Archive
3. The policy is hidden from regular users
4. Historical acknowledgments are preserved

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Policy Versioning

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When to Create a New Version

• Significant content changes are made
• Regulatory requirements change
• Re-acknowledgment is required

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Creating a New Version

1. Open the policy details
2. Click Create New Version
3. Upload the updated document
4. Enter a Change Summary describing what changed
5. Choose whether to Require Re-acknowledgment
6. Click Create Version

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Version History

• Version number and date
• Change summary
• Who created the version
• Document for that version

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Policy Assignments

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Assignment Types

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Creating an Assignment

1. Open the policy details
2. Click Manage Assignments or go to the Assignments tab
3. Click Add Assignment
4. Select the assignment type and criteria:
   • For roles: Select one or more roles
   • For departments: Select one or more departments
   • For sites: Select one or more sites
   • For individuals: Select specific employees
5. Set the Due Date for acknowledgment
6. Choose Acknowledgment Type (Required, Recommended, Informational)
7. Click Create Assignment

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How Assignments Work

1. System identifies matching employees
2. Creates pending acknowledgments for each
3. Employees see the policy in “My Acknowledgments”
4. Reminders are sent based on due date

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Re-Assignment on New Versions

1. System creates new pending acknowledgments
2. Employees who acknowledged the old version must re-acknowledge
3. Previous acknowledgments are preserved in history

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Regulatory Mapping

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Linking to Regulations

1. Open the policy details
2. Go to the Regulatory Links tab
3. Click Add Link
4. Enter:
   • Regulation Type: CARF, State Licensing, NARR, HIPAA, etc.
   • Requirement ID: Specific section/requirement number
   • Description: What requirement this policy addresses
5. Click Save

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Using Regulatory Links

• Filter policies by regulation during audits
• Generate compliance reports
• Track coverage of regulatory requirements

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Tracking Acknowledgments

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Acknowledgment Tracker

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Filtering Acknowledgments

• Policy: Specific policy
• Status: Pending, Acknowledged, Overdue
• Employee: Specific staff member
• Due Date Range: Date window

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Sending Manual Reminders

1. Select one or more pending acknowledgments
2. Click Send Reminder
3. Employees receive immediate notification

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Voiding an Acknowledgment

1. Find the acknowledgment in the tracker
2. Click Void
3. Enter a Reason for voiding
4. The employee will need to re-acknowledge

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Policy Review Cycles

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Review Dashboard

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Completing a Review

1. Click on a policy needing review
2. Review the policy content and relevance
3. Decide:
   • No Changes: Mark as reviewed
   • Update Needed: Create new version
   • Deprecate: Begin deprecation process
4. Click Mark as Reviewed or take appropriate action
5. Next review date is automatically set

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Review Cycle Options

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Reporting

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Dashboard Metrics

• Total active policies
• Pending acknowledgments
• Overdue acknowledgments
• Compliance rate percentage
• Upcoming reviews

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Acknowledgment Reports

• Policy compliance by department
• Employee acknowledgment status
• Overdue acknowledgment list
• Acknowledgment history

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Exporting Data

1. Navigate to the relevant list view
2. Apply desired filters
3. Click Export to download as CSV

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Troubleshooting

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Employee doesn’t see assigned policy

1. Check if the policy is Approved (not Draft)
2. Verify the assignment rule matches the employee
3. Check the employee’s role, department, and site
4. Review RLS policies if using custom roles

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Reminders aren’t sending

1. Verify Enable Reminders is on in GR Settings
2. Check that the scheduled job is running
3. Verify employee has valid notification preferences
4. Check edge function logs for errors

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Policy stuck in Draft

1. Submit the policy for review
2. Have an authorized user approve it
3. Check approval thresholds if configured

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Best Practices

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Policy Naming

• Use clear, descriptive titles
• Include version indicator if needed (e.g., “2024 Edition”)
• Avoid abbreviations unless standard

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Document Organization

• Use consistent formatting across policies
• Include effective date in the document
• Add revision history section
• Use PDF format for best compatibility

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Review Cycle Recommendations

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Acknowledgment Timing

• Give employees at least 14 days to acknowledge
• Schedule major policy updates during slower periods
• Stagger assignments to avoid overwhelming employees
• Use reminder automation to reduce manual follow-up

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Related Guides

• Policy User Guide - For employees
• GR Documentation Index - GR module overview
• Notifications Guide - Platform notifications