YourMedSoft Owner & System User Manual

Navigate to /login and sign up or sign in with your work email and password. If your account is not yet attached to an organization, the system automatically opens the Organization Setup screen (/onboarding or the Welcome to YourMedSoft overlay).

Type your legal or operating business name (e.g., "Apex Healthcare Staffing LLC") into the Agency / Organization Name field and click "Get Started" (or "Create Organization"). The server provisions your isolated tenant ID, assigns your account the Owner/Admin role (org_admin), and loads the main portal (/portal).

If a YourMedSoft onboarding specialist provisioned your organization for you, open the welcome email in your inbox and click the secure password-setup link. After setting your password, you are redirected to /welcome ("Password set — you're ready"), which clears any stale browser sessions.

Upon logging in for the first time on a pre-provisioned account, the "Complete Your Profile" overlay confirms your Admin workspace is ready. Click "Continue to Portal" to unlock the full navigation sidebar.

The left navigation bar is organized into five logical operational groups: Main (Dashboard, My Shifts & Feed), Operations (Time Tracking, Scheduling, Client Hub, Assignments, Sales Pipeline), Finance (Invoicing, Payroll, Foundation, Reports), People (Hiring, Onboarding, Credentials, My Profile, Send SMS), and Compliance (Audit Log, How-To Guides, User Manual). Click the chevron button to collapse or expand the sidebar.

Use the search input in the top navigation bar to jump directly to staff members, facilities, shifts, or modules across your organization.

Click the Bell icon in the topbar to inspect unread alerts for expiring credentials, open shifts, and overdue client invoices. Click any notification to jump directly to the affected record.

Click the floating chat button on the right edge of the screen to open Urgent Floor Dispatch. Switch between "Urgent Floor Dispatch (Broadcast)" and unit-specific channels, or click 1-tap macro buttons (Door Code, Parking Info, Unit Contact, Shift Handover) to send instant operational instructions to on-duty clinicians.

Go to Settings → Organization. Enter your Organization Name, select your Default Timezone (Eastern, Central, Mountain, or Pacific), choose your Date Format (MM/DD/YYYY, DD/MM/YYYY, or YYYY-MM-DD), and click "Save" next to each setting.

In the White-Label Branding card, paste an HTTPS URL to your agency logo (square aspect ratio recommended) and click "Save Branding". The portal reloads with your custom branding applied.

In the Market Verticals grid, toggle all healthcare sectors your agency serves (Travel Nurse, Home Health, Hospital Float Pool, Per Diem Registry, Locums / Physicians, LTC / SNF, Allied Health & Therapy, Urgent Care, Behavioral Health, Telehealth, Dental, NEMT) and click "Save Verticals".

Open Settings → User Management. At the top of the card, review your current seat usage ("Admin Seats: X/Y" and "Staff Seats: X/Y").

Click "Invite User". Enter the colleague's Email Address and choose their Role: "Org Admin — Admin Level access", "Manager — Manager Level access", or "Staff — Limited access".

When inviting a Manager or Staff user (or later via the three-dot Actions menu → "Edit Facilities"), check specific facilities to restrict that user to only those locations, or leave all unchecked to grant organization-wide access. Click "Send invite".

Use the three-dot menu (⋮) on any user row to switch their role between Admin and Staff, edit their allowed facilities, or click "Deactivate" to revoke login access and free up their license seat immediately.

In Settings → Roles, define custom sub-roles (e.g., "Credentialing Specialist", "Billing Clerk", "Recruiter") with granular module capabilities.

In Settings → Scheduling, set Minimum Shift Hours (e.g., 4), Maximum Shift Hours (e.g., 16), and Overtime Threshold in hours/week (default 40). Click "Save" on each row.

In Settings → Payroll, toggle "Auto-Approve Timesheets" (on/off), select your Pay Period frequency (Weekly, Bi-weekly, Semi-monthly, or Monthly), and set your Invoice Number Prefix (e.g., "INV-").

In Settings → Compliance, set "Credential Warning Days" (e.g., 30 days) to define when credentials transition to "Expiring Soon" status across dashboards and automated email digests.

Open Settings → Integrations to connect 60+ supported healthcare ecosystems (Gusto, ADP, QuickBooks Online, Xero, PointClickCare, Epic, Workday, Bullhorn, Nursys, and custom HMAC-signed Webhook endpoints).

Use Settings → Payment Methods to add or update cards/ACH accounts, and Settings → Subscription & Billing (editable by the Organization Owner) to upgrade plans or adjust seat limits via Stripe.

Open Settings → Demo Data. Click "Seed Full Demo Data" to populate 21 realistic clinicians, facilities, shifts, timesheets, deals, and invoices for team training, or click "Clear All Demo Data" when ready to operate exclusively with live records.

Navigate to Foundation → Facilities. Click "+ Add Facility" to create a single location, or click "Import CSV" to bulk-upload multiple hospital/clinic locations from a spreadsheet.

Enter the Facility Name, select the Facility Type (hospital, clinic, ltc, snf, urgent_care, dental, home_health, behavioral_health, telehealth, nemt_hub, other), and fill in Phone, City, State, Contact Name, Contact Email, and Notes.

In the GPS Geofence section of the modal, click "Geocode from Address" (or enter Latitude and Longitude manually) and set the Geofence Radius in meters (50m to 5000m, default 500m). Click "Save".

Click any facility row in the list to expand its inline drawer, where you can add department-level contacts (e.g., ICU Nurse Manager, Staffing Office) and log notes in the Activity Timeline.

Switch to Foundation → Clients and click "+ Add Client" (or "Import CSV").

Enter the Client Name, Billing Email, Phone, Billing City, Billing State, AP Contact Name, and select Net Days (Net 15, Net 30, Net 45, Net 60, or Net 90). Click "Save".

Open Foundation → Pay Rules and click "+ Add Pay Rule". Enter a Rule Name (e.g., "ICU RN Standard Pay"), select Role (RN, CNA, HHA, LPN, NP, MD, PT, OT, SLP, MSW, or blank for All Roles), optional Specialty (e.g., "ICU"), Base Rate ($/hr), OT Multiplier (default 1.5), DT Multiplier (default 2.0), Night Diff ($/hr), and Weekend Diff ($/hr). Click "Save".

Open Foundation → Bill Rates and click "+ Add Bill Rule". Enter the Rule Name, Role, Specialty, Bill Rate ($/hr), Minimum Billed Hours (Min Hrs), Night Diff ($/hr), and Weekend Diff ($/hr). Click "Save".

Go to Foundation → Compliance and click "+ Add Requirement".

Enter the Credential Name (e.g., "Registered Nurse State License" or "BLS Certification"), Credential Type (e.g., "license" or "certification"), target Role (RN, LPN, CNA, NP, MD, or ALL), check "Required", and click the Alert Days Before pills (7, 14, 30, 60 days). Click "Save".

Navigate to People → Hiring (/portal/hiring). In the "Job Postings" view, click "+ Post Job". Fill in the Job Title (e.g., "Travel RN - ICU"), Department, Location, Job Type (Full-Time, Part-Time, Contract, Per Diem, Travel), Pay Range, Closing Date, Description, and Requirements.

Published jobs are automatically live on your organization's public job board at /[orgId]/jobs, where candidates can apply directly and upload resumes.

Switch Hiring to the "Applicant Pipeline" view to manage applicants across stages (Applied → Screening → Interview → Offer → Hired → Rejected). Rate candidates, review resumes, add recruiter notes, or browse `/portal/hiring/talent-pool`.

Open People → Onboarding (/portal/onboarding). Click "+ New Hire" to start an onboarding packet, or copy the tokenized self-onboarding link (/onboard/[token]) to send directly to the clinician.

Progress through all 5 structured steps: Step 1: Basic Info (Full Name, Email, Phone, Address), Step 2: Credentials (Upload licenses, certifications, background checks), Step 3: Emergency Contact (Name, Relationship, Phone), Step 4: Facility & Role (Assigned Facility, Clinical Role, Specialty, Department), and Step 5: Classification (Direct Hire vs. Temp/Contract Hire, Hourly Rate, Start Date).

Open People → Credentials (/portal/credentials). Use the top view switcher to toggle between "Compliance Dashboard" (per-clinician compliance score %), "License Inventory" (searchable master list), "Renewal Alerts" (30/60/90-day expiring items), and "Joint Commission Audit".

Both individual clinicians and admins can click "+ Add Credential" to upload a PDF or photo (PNG/JPG/WebP), or click "Import CSV / PDF" to batch-upload a CSV spreadsheet or multiple PDF files. Gemini AI Multimodal OCR automatically populates Credential Name, Issuing Body, License Number, Issue Date, Expiry Date, and Issuing State, and saving automatically triggers a background check against 84,000+ federal HHS-OIG LEIE records, CMS NPPES, and SAM.gov.

In addition to automatic upload screening, click "View Operator Guide" at the top of Credentials (/portal/credentials), open any credential in License Inventory and click "Run OIG / SAMS Check", or open the Joint Commission Audit tab and click "Auto-Screen Roster (OIG / SAM)" to screen all staff at once. Direct launch links to HHS-OIG GeoHub (geohub.oig.hhs.gov), OIG Exclusions (exclusions.oig.hhs.gov), CDC SAMS Level-3 NHSN login (sams.cdc.gov), and SAM.gov Exclusions are also included.

Switch to the "Joint Commission Audit" tab to inspect surveyor-ready compliance checklists across primary source verification, OIG/SAM/CDC SAMS exclusions (LD.04.03.09), background checks, TB screenings, and BLS/ACLS certs, and export a certified audit packet.

Any logged-in clinician can open People → My Profile (/portal/my-profile) → Credentials to upload PDF licenses, CDC SAMS approvals, or CSV files via "+ Upload PDF / Credential" or "Import CSV / PDF". Every upload is automatically parsed by AI OCR, screened against HHS-OIG LEIE, CMS NPPES, and SAM.gov, and made immediately visible to agency admins and account owners.

Open People → Send SMS (/portal/sms). Select an active team member with a verified phone number from the recipient dropdown, type your message (such as an urgent shift opening or credential reminder), and click "Send Message".

Open Operations → Scheduling (/portal/scheduling). Use the filter bar to filter by Role (RN, LPN, CNA, etc.), Facility, Status (Open, Assigned, Completed, Cancelled), and switch between Week, Day, or Month views.

Click "+ Post Shift" in the header. Select the Facility, Clinical Role, Specialty/Unit, Shift Date, Start Time, End Time, Pay Rate / Bill Rate, and optionally assign a specific clinician or leave status as "Open" so eligible clinicians can claim it in the marketplace.

When assigning a clinician to a shift, YourMedSoft automatically evaluates `/api/compliance/evaluate`. If the clinician is missing or has an expired mandatory credential for that role/facility, the system alerts the coordinator and blocks non-compliant deployment.

Navigate to Operations → Assignments (/portal/assignments) and click "+ New Assignment". Select the Clinician, Facility, Client, Clinical Role, Specialty, Start Date, End Date, Weekly Guaranteed Hours, Base Pay Rate, Bill Rate, and optional Tax-Free Housing & Meals Stipends.

Active assignments automatically display color-coded milestone badges (45d Yellow, 30d Orange, 15d Red, Overdue) as their End Date approaches so account managers can secure contract extensions before the clinician rolls off.

Clinicians open Main → My Shifts & Feed (/portal/my-shifts) to see their next scheduled shift card with facility address, unit specialty, shift hours, and a direct shortcut to Clock In.

Scroll to the Open Shift Marketplace section to browse available shifts matching your role. Click "Claim Shift" to immediately assign the shift to your schedule.

Open Operations → Time Tracking (/portal/time-tracking). Clinicians use the Clock Widget to punch in at shift start, record meal breaks (or sign a Meal Break Waiver), and punch out at shift completion while capturing GPS coordinates.

At the end of a shift, hand the mobile device to the facility charge nurse or unit supervisor to sign directly on the interactive signature pad, locking in verified shift hours.

Managers and Admins select the Pay Period dropdown at the top of Time Tracking, review submitted timesheets in the Shift Log Table, approve or reject disputed hours, and click "Export CSV" or "EVV Export" for state Medicaid/home-health EVV compliance.

Open Operations → Client Hub (/portal/client-hub). Facility clients and agency admins see real-time On-Site Floor Coverage, Compliance & OIG Verification status, and the Inbound Staff Roster for today's shifts.

Click "Request Agency Staff →" to post new coverage needs, or click "Pay Invoice" next to any Sent/Overdue invoice to complete payment online via the Client Invoice Pay Modal.

Open Operations → Sales Pipeline (/portal/sales). Toggle between the visual Kanban "Pipeline" board and "List" view. Click "+ Add Deal" to log a prospect facility, estimated contract value, stage, and decision-maker contact, or use Import/Export CSV/JSON.

Go to Finance → Invoicing (/portal/invoicing) and click "+ Create Invoice". Select the Client Facility and billing period to auto-populate approved timesheet line items using your active Bill Rules, or add custom line items. Save as Draft, mark as Sent, or download a client-ready PDF.

Go to Finance → Payroll (/portal/payroll). Select the Pay Period and inspect the 3 tabs: "Staff Earnings" (Regular hrs, OT hrs, Base rate, Gross pay, Net pay), "Deductions" (Federal/State tax, FICA, Medicare, 401k, Health Insurance), and "Comparison". Click the export controls or the Connected Integrations Bar at the top of Payroll to push approved hours or download pre-formatted CSV files for Gusto, ADP, SurePayroll, or QuickBooks.

Open Finance → Reports (/portal/reports) and switch across the 9 report tabs: Facility Rollup, Billable Hours, Utilization Trends, Credential Compliance, Gross Margin, Shift Fill Rate, Invoice Aging, CRM Pipeline, and Export History.

Click "Integrations & Sync" in the left sidebar (/portal/settings?tab=integrations), search for your platform (e.g., SurePayroll, Workable, Gusto, ADP, QuickBooks, StafferLink), and click "Connect". Enter your API Token and Account/Subdomain ID for live API sync, or leave the API Key blank to connect immediately in $0 CSV Batch / Sandbox Mode.

Immediately after saving a connection, the Two-Way Sync & Data Control Hub opens automatically (and pins to the "Your Active Integrations" command center at the top of the page). Use "Import (Data In)" to pull live API records or upload CSV/JSON files, "Export (Data Out)" to push approved timesheets/invoices/jobs or download CSV batches, "+ Add Data" to create and push new records on the fly, and "Data Controls" to configure auto-sync rules.

Every connected integration automatically displays a live quick-action bar at the top of its destination workspace—Payroll (/portal/payroll for SurePayroll, Gusto, ADP), Hiring & ATS (/portal/hiring for Workable, Bullhorn, Indeed), Invoicing (/portal/invoicing for QuickBooks, Xero, Stripe), Scheduling (/portal/scheduling for Epic, PointClickCare, StafferLink), and Credentials (/portal/credentials for OIG, SAM.gov, Checkr).

Navigate to Compliance → Audit Log (/portal/audit). Use the filter bar to narrow events by Action Type, Severity level, Date Range, or Actor. Click any row to open the Audit Detail Modal with full metadata.

Click "Export CSV" or "Export PDF" in the Audit Header to generate a timestamped "Certified Compliance Audit Log" complete with your Organization ID for HIPAA and Joint Commission auditors.