Tracking LOU Status

AdminSchedulerSupervisor

Tracking the status of Letters of Understanding is essential for ensuring all confirmed caregivers have signed their agreements before travel is booked and deployment begins. HCSS Events Platform provides three views for tracking LOU status: the Caregiver Detail Page, the Candidate List, and the LOU Dashboard.

Caregiver Detail Page

The most detailed view of a caregiver's LOU status is found on their individual detail page.

Accessing the LOU Tab

1. Navigate to the event's Candidates tab or the global Caregivers page.
2. Click the caregiver's name to open their detail page.
3. Click the LOU tab.

What the LOU Tab Shows

The LOU tab displays all LOUs associated with this caregiver, organized by event.

Current Event LOU

At the top of the tab, the current event's LOU (if one exists) is displayed prominently:

Field	Description
Status	The current LOU status (Draft, Sent, Viewed, Signed, Accepted, Active, or Declined). Displayed as a color-coded badge.
Template Used	The name of the LOU template that was used to generate this document.
Generated Date	The date and time the LOU was generated.
Sent Date	The date and time the LOU was emailed to the caregiver.
Viewed Date	The date and time the caregiver first opened the LOU.
Signed Date	The date and time the caregiver signed the LOU (if applicable).
Accepted Date	The date and time an administrator accepted the signed LOU (if applicable).
Declined Date	The date and time the LOU was declined (if applicable), along with the reason.

Status Color Codes

Status	Color	Meaning
Draft	Gray	LOU generated but not yet sent.
Sent	Blue	LOU sent, awaiting caregiver action.
Viewed	Yellow	Caregiver has opened the LOU but has not signed.
Signed	Orange	Caregiver has signed, awaiting admin review.
Accepted	Green	Signed LOU has been accepted by admin.
Active	Dark Green	LOU is fully active, caregiver cleared for deployment.
Declined	Red	LOU was declined by caregiver or rejected by admin.

Actions Available from the LOU Tab

Depending on the current status, the following actions are available:

LOU Status	Available Actions	Who Can Perform
Draft	Edit, Send, Delete	AdminScheduler
Sent	Resend Email, Void	AdminScheduler
Viewed	Resend Email, Void	AdminScheduler
Signed	Accept, Decline, View Signed Document, Download PDF	AdminScheduler
Accepted	View Signed Document, Download PDF	AdminSchedulerSupervisor
Active	View Signed Document, Download PDF	AdminSchedulerSupervisor
Declined	View Document, Generate New LOU	AdminScheduler

LOU History

Below the current event's LOU, a History section lists all LOUs sent to this caregiver across all events. Each entry shows the event name, template used, status, and key dates. This history is useful for understanding a caregiver's track record and for auditing purposes.

Candidate List Filtering

The candidate list within an event provides a quick way to see LOU status across all caregivers at a glance and to filter for caregivers in a specific LOU status.

Accessing the Candidate List

1. Open the event detail page.
2. Navigate to the Candidates tab.

LOU Status Column

The candidate list includes an LOU Status column that displays the current LOU status for each caregiver as a color-coded badge. If no LOU has been generated for a caregiver, the column shows a dash (--).

Filtering by LOU Status

1. Click the Filter button above the candidate list.
2. In the filter panel, locate the LOU Status filter.
3. Select one or more statuses to filter by:
   • No LOU -- Caregivers who do not yet have an LOU for this event.
   • Draft -- LOUs generated but not sent.
   • Sent -- LOUs sent but not yet viewed.
   • Viewed -- LOUs opened but not signed.
   • Signed -- LOUs signed but not yet accepted.
   • Accepted -- LOUs accepted by admin.
   • Active -- LOUs fully active.
   • Declined -- LOUs declined.
4. The candidate list updates to show only caregivers matching the selected filter.

Common Filter Workflows

Goal	Filter Settings
Find caregivers who need an LOU sent	Filter: No LOU, then select confirmed caregivers and bulk-send.
Follow up with caregivers who have not signed	Filter: Sent and Viewed, then send reminders or contact individually.
Review signed LOUs pending acceptance	Filter: Signed, then review and accept or decline each one.
Verify all caregivers are cleared for deployment	Filter: Active, then compare count to total confirmed caregivers.
Identify declined LOUs that need re-issuance	Filter: Declined, then review reasons and generate new LOUs.

tip

Combine the LOU Status filter with other filters (Specialty, Facility, Status) to narrow results further. For example, filter for "RN" specialty with "No LOU" status to find all registered nurses who still need an LOU.

LOU Dashboard

The LOU Dashboard provides an event-level overview of LOU progress across all caregivers. It is designed for administrators and schedulers who need to monitor the overall state of LOU completion for an event.

Accessing the LOU Dashboard

1. Open the event detail page.
2. Navigate to the LOU tab (at the event level, not the caregiver level).

Dashboard Metrics

The dashboard displays summary metrics at the top:

Metric	Description
Total Confirmed	The number of caregivers in Confirmed status for this event (the population that should receive LOUs).
LOUs Generated	The number of LOUs that have been created (Draft + Sent + Viewed + Signed + Accepted + Active).
LOUs Sent	The number of LOUs that have been emailed to caregivers.
LOUs Signed	The number of LOUs that caregivers have signed (Signed + Accepted + Active).
LOUs Active	The number of LOUs in Active status (fully cleared for deployment).
LOUs Declined	The number of LOUs that have been declined by caregivers or rejected by administrators.
Pending Action	The number of LOUs awaiting admin action (Signed status, pending acceptance).
Completion Rate	The percentage of confirmed caregivers who have an Active LOU. Calculated as: (LOUs Active / Total Confirmed) x 100.

Status Breakdown Chart

Below the metrics, a visual chart breaks down the LOU statuses:

• A donut chart shows the distribution of LOU statuses (Draft, Sent, Viewed, Signed, Accepted, Active, Declined).
• A progress bar shows the overall completion rate (percentage of confirmed caregivers with Active LOUs).

LOU List

The dashboard includes a sortable, filterable list of all LOUs for the event:

Column	Description
Caregiver Name	The caregiver's name. Click to open their detail page.
Specialty	The caregiver's clinical specialty.
Facility	The caregiver's assigned facility.
LOU Status	Current status with color-coded badge.
Sent Date	When the LOU was sent.
Signed Date	When the caregiver signed (if applicable).
Days Pending	The number of days since the LOU was sent (for Sent and Viewed statuses).

The Days Pending column is particularly useful for identifying caregivers who have had an outstanding LOU for an extended period and may need a follow-up.

info

LOUs with a "Days Pending" value greater than 7 days are highlighted in yellow. Those exceeding 14 days are highlighted in red, indicating they require immediate attention.

Viewing Signed LOUs

When a caregiver has signed their LOU, you can view the completed document with their signature.

How to View a Signed LOU

1. Navigate to the caregiver's detail page and click the LOU tab.
2. Find the LOU with status Signed, Accepted, or Active.
3. Click View Signed Document.
4. The signed LOU opens in a document viewer within the browser, showing:
   • The full LOU text with all placeholders resolved.
   • The caregiver's electronic signature rendered at the signature field location.
   • The date and time of signing.
   • The IP address from which the signature was submitted (for audit purposes).

Signature Verification

The signed LOU includes a verification section at the bottom:

Field	Description
Signer Name	The caregiver's name as recorded at the time of signing.
Signature Date	The exact date and time the signature was captured.
Signature Method	How the signature was provided (drawn or typed).
IP Address	The IP address of the device used to sign.
Document Hash	A cryptographic hash of the document content at the time of signing, ensuring the document has not been modified.

Downloading LOUs as PDF

Signed LOUs can be downloaded as PDF documents for offline storage, printing, or sharing with third parties.

Downloading a Single LOU

1. Navigate to the caregiver's detail page and click the LOU tab.
2. Find the LOU you want to download.
3. Click the Download PDF button (or click the three-dot menu and select Download as PDF).
4. The PDF is generated and downloaded to your browser's default download location.

The downloaded PDF includes:

• The complete LOU document with all content and formatting.
• The caregiver's electronic signature.
• The signing metadata (date, time, IP address).
• A document verification footer with the document hash.

Bulk PDF Download

To download multiple LOUs at once:

1. Navigate to the event's LOU Dashboard.
2. In the LOU list, select the LOUs you want to download using checkboxes.
3. Click Download Selected in the bulk action bar.
4. A ZIP file is generated containing individual PDF files for each selected LOU, named using the pattern LOU-[CaregiverName]-[EventName].pdf.

tip

Bulk PDF download is useful for creating physical binders of signed LOUs for on-site reference during an event, or for sending signed agreements to the client for their records.

Downloading All LOUs for an Event

1. On the LOU Dashboard, click Export All LOUs at the top of the page.
2. Choose the format:
   • PDF Bundle (ZIP) -- A ZIP file containing individual PDFs for every LOU in the event.
   • Summary CSV -- A CSV file with one row per LOU, containing status, dates, and caregiver information (no document content).
3. Click Download.

Accepting or Declining Signed LOUs

When a caregiver signs their LOU, the document moves to Signed status and awaits administrative review before becoming Active.

Accepting a Signed LOU

🔒Requires permission: LOU.Accept

1. Navigate to the caregiver's detail page, LOU tab, or find the LOU in the event's LOU Dashboard filtered to Signed status.
2. Click View Signed Document to review the signed LOU.
3. If everything is in order, click Accept.
4. The LOU status progresses: Signed --> Accepted --> Active.
5. The caregiver is notified that their LOU has been accepted and they are cleared for deployment.

Declining a Signed LOU

In rare cases, you may need to decline a signed LOU:

1. View the signed LOU.
2. Click Decline.
3. Enter a reason for declining (required).
4. Confirm the action.
5. The LOU status changes to Declined and the caregiver is notified with the reason.

After declining, you can generate and send a new LOU to the caregiver if a revised agreement is needed.

caution

Declining a signed LOU should be done only when necessary (e.g., assignment changed, terms updated, caregiver eligibility issue). It is a significant action that affects the caregiver's deployment timeline.

Role-Based Access Summary

Action	Admin	Scheduler	Supervisor
View LOU status (all views)	Yes	Yes	Yes
Filter candidate list by LOU status	Yes	Yes	Yes
View LOU Dashboard metrics	Yes	Yes	Yes
View signed LOU documents	Yes	Yes	Yes
Download LOU PDFs	Yes	Yes	Yes
Accept signed LOUs	Yes	Yes	No
Decline signed LOUs	Yes	No	No
Bulk download LOUs	Yes	Yes	Yes
Export all LOUs	Yes	Yes	No

Next Steps

• Sending LOUs -- Learn about automatic and manual LOU sending.
• LOU Templates -- Create or modify templates for future LOUs.
• LOU Overview -- Return to the LOU system overview.