Location Notification Settings

1. What does this feature do? (High-Level Overview)

Location Notification Settings allow administrators to configure automated notification systems for each location. This includes email and SMS alerts for missing clinical notes, as well as email notifications for expiring employee licenses and certifications. These configurable settings ensure that providers and staff stay informed about critical tasks and compliance requirements.

2. Who is this for? (Roles & Permissions)

• Superadmin: Can configure all notification settings for any location.
• Admin: Can configure notification settings for locations they manage.
• Owner: Can configure notification settings for their own locations.

Required Permission: Access to location settings (typically requires use_admin_tools or location management permissions)

3. Business Rules & Enforcements

• Rule 1: Notification settings are configured per location - each location can have different notification preferences.
• Rule 2: Missing Notes notifications support two channels: Email and SMS (mutually exclusive in the UI, but both can be technically enabled).
• Rule 3: Document expiration notifications are sent via email only.
• Rule 4: Document notifications can be enabled/disabled individually for each license or certification type.
• Rule 5: If no notification channels are enabled for missing notes, providers will NOT receive any alerts.
• Rule 6: Document notifications default to enabled for all fields unless explicitly disabled.
• Rule 7: Automated notifications are sent by scheduled commands that run daily.

4. UI Placement

Configuration Interface

Location: Admin View > Locations > Edit Location

Sections:

1. Missing Notes Notification Settings - Configure email/SMS alerts for missing clinical notes
2. Document Notification Settings - Configure which license/certification expiration alerts to send

For detailed configuration instructions, see:

• Missing Notes Notifications - Email and SMS alerts for missing notes
• Document Expiration Notifications - License and certification expiration alerts

5. How-To Guide (Step-by-Step)

Scenario A: Configuring notification settings for a location

1. Navigate to Admin View from the main menu
2. Click on Locations in the sidebar
3. Find the location you want to configure and click the Edit button
4. Scroll to the notification settings sections:
   • Missing Notes Notification Settings (for clinical note reminders)
   • Document Notification Settings (for license/certification expirations)
5. Configure the desired notification channels and document types
6. Click Save to apply the changes

Scenario B: Understanding how notifications are sent

See individual notification type documentation:

• Missing Notes Notifications - Details on when and how missing note alerts are sent
• Document Expiration Notifications - Details on expiration notification schedules

6. What happens if…? (Edge Cases / FAQ)

• Q: What happens if I disable all notification channels for a location?

  • A: No automated notifications will be sent for that location. Staff and providers will not receive alerts about missing notes or expiring documents.

• Q: Can I configure different notification settings for different locations?

  • A: Yes, each location has independent notification settings. You can enable email for one location and SMS for another, or configure different document notification preferences.

• Q: What happens if a provider doesn’t have a valid phone number and SMS is enabled?

  • A: The system will skip sending SMS to that provider but will still attempt email if enabled. Check the command logs for details on skipped notifications.

• Q: Are these notifications sent automatically?

  • A: Yes, the system runs scheduled commands daily to check for missing notes and expiring documents, then sends notifications based on each location’s configured settings.

• Q: Can I test the notifications before enabling them for all staff?

  • A: The backend commands support a --dry-run flag that shows what would be sent without actually sending notifications. Contact your system administrator to run a test.

• Q: How often are document expiration notifications sent?

  • A: Document notifications are sent at specific intervals: exactly 60 days before expiration, exactly 45 days before expiration, and weekly for documents expiring in less than 30 days (critical).

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System Architecture

Notification Types

The system supports two main notification categories:

1. Missing Notes Notifications - Sent to providers who haven’t added notes for their clients

   • Channels: Email and/or SMS
   • Frequency: Daily (configurable via command schedule)
   • Command: notes:send-missing-notifications
   • Settings stored in: locations.missing_notes_notification_settings (JSON)

2. Document Expiration Notifications - Sent to employees about expiring licenses/certifications

   • Channels: Email only
   • Frequency: At 60 days, 45 days, and weekly for < 30 days
   • Command: licenses:send-expiration-notifications
   • Settings stored in: locations.document_notification_settings (JSON)

Data Storage

Missing Notes Settings Structure:

{
  "email_enabled": true,
  "sms_enabled": false
}

Document Notification Settings Structure:

{
  "driver_license_expiration": true,
  "bacb_license_expiration": true,
  "cpr_every_2_years": false,
  "background_every_5_years": true,
  ...
}

Automated Commands

Both notification systems are triggered by Laravel scheduled commands that:

1. Query active locations and their notification settings
2. Identify providers/employees requiring notifications
3. Send notifications via configured channels
4. Log all activities for audit purposes

See individual documentation pages for detailed command options and behavior.