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Daily Service NoteLog today's session

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Daily Service Note

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Incident Report

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Daily session log for GSE groups

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Staff competency checklist

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Raise a concern confidentially

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Weekly CIE planning update

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Intake forms & monthly ledgers

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Cancellation Log

Document missed or cancelled visits

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Member Rights Acknowledgment

Sign & submit — required for each member

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HIPAA & member privacy — sign at hire

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Staff Competency Validation

Training completion & skill sign-off

📁 My Submissions

All your submitted forms — live from Supabase

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📄 Documents & Resources

Access all LetMeCare policies, templates, and training materials

📁 LetMeCare Staff Drive Access all documents, forms, and resources directly in Google Drive

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📜 Policies & Compliance

📅 Schedules & Templates

🎓 Training Materials

🌟 Staff Recognition Wall

Celebrating the incredible team that makes LetMeCare possible every day.

🏆 Milestones

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Maria S.

1-Year Anniversary!

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100% Training Complete!

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Destiny M.

Employee of the Month

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Promoted to Job Coach!

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👤 Member Tracker

Your caseload — profiles and documentation

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🎯 Goal Tracking

ISP goal progress across your caseload

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⚙️ Admin Dashboard

Platform-wide overview

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Shout-outs and milestones

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👥 Staff Management

Manage accounts, roles, and training

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Generate compliance and performance reports

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Training Compliance

All staff completion status, scores, and certification dates.

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Forms Submission Report

All daily notes, incident reports, and GSE plans submitted.

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Incident Summary

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🗓️ Time Off Requests

Review and approve or decline staff time off requests

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Updates on your time off requests and client funds decisions

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📚 Trainer Materials & Courses

Manage training content, add documents, and update course module links — all without touching code.

🔒 Admin Only. These materials contain answer keys and trainer guides. Do not share with staff.

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🗓️ Time Off Requests

Review and approve or decline staff time off requests

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🔔 My Notifications

Updates on your time off requests and client funds decisions

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📚 Trainer Materials

Restricted to Program Director — answer keys, trainer guides, and competency validation forms

🔒 Admin Only — Do Not Share With Staff These materials contain answer keys and trainer guides. They are for Program Director use only during training and competency validation sessions.

📋 Answer Keys & Trainer GuidesAdmin Only

🔑

Employment Services Training — Answer KeyUpload to Google Drive Answer Keys folder to activate this link

📖

Employment Services Training Workbook — Full VersionIncludes trainer notes, exercises, and competency forms

Open →

🔑

Supported Living Policy (LMC-330) — Answer KeyAll knowledge check answers for the 10-module LMC-330 training

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Evidence Based Analysis (EBA) — Answer KeyAll 8 module quiz answers with detailed explanations

✅ Competency Validation FormsAdmin Only

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Staff Competency Validation Form — Trainer VersionFull checklist with scoring rubric and pass/fail criteria

📊

Staff Training Completion TrackerMaster spreadsheet tracking all staff training status and dates

🎓 Onboarding Resources

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New Staff Onboarding ChecklistStep-by-step checklist for Program Director to complete with every new hire

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New Staff Welcome Email TemplateReady-to-send email with portal login instructions for new hires

📊 Training Reports

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Training Compliance All staff completion status

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Forms Submitted All staff documentation

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Incident Summary All incident reports

🕐 Clock In / Out

Use this every shift — clock in when you arrive, clock out when you leave.

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⚪ Not Clocked In

GPS location is captured at clock-in and clock-out

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📊 My Shift History

All your clocked shifts — saved in Supabase

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To Date

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⏱️ All Staff Shifts

Live EVV data for all staff — export for billing cross-reference

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Active Shifts Now

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💰 Client Funds

Member intake forms and monthly ledgers — saved to Supabase and printable

LetMeCare, LLC Services · Consumer Funds & Property Policy LMC-240

MEMBER CLIENT FUNDS INTAKE FORM

Complete BEFORE handling any member funds · Arizona DDD Required · All fields save to Supabase

SECTION 1 — MEMBER INFORMATION

Member Full Name *

Date of Birth *

DDD Member ID

Service Type *

Intake Date

Residential Address *

Phone Number

Emergency Contact

SECTION 2 — DDD SUPPORT COORDINATOR

⚠️ The DDD Support Coordinator is the ONLY person authorized to approve, amend, or change any Client Funds request.

Support Coordinator Name *

SC Direct Phone *

SC Email

DDD Region / Office

Date SC Notified of Intake

SECTION 3 — LEGAL GUARDIAN / AUTHORIZED REPRESENTATIVE

If the member is legally competent, enter N/A and member signs all authorizations. If a guardian exists, complete all fields.

Guardian / Rep Full Name

Legal Authority

Relationship to Member

Guardian Phone

Guardian Email

SECTION 4 — FUNDS AUTHORIZATION

Monthly Amount Authorized *

$

Maximum End-of-Month Balance

Direct Funds to Member?

Authorized Purpose of Monthly Funds *

If Direct to Member — Amount Per Month

$

DDD SC Approval Date (if direct funds)

One-Time Special Funds Notes

SECTION 5 — PERSONAL PROPERTY INVENTORY AT INTAKE

Document significant personal property. Update when items are acquired, discarded, or replaced. Send updated inventory to guardian and SC when changes occur.

Item Description

Brand / Model

Est. Value

Condition

SECTION 6 — PROHIBITED USES ACKNOWLEDGMENT

Member funds MAY NOT be used for:

❌ Alcohol❌ Tobacco ❌ Food (unless SSA-approved)❌ Items LetMeCare must supply ❌ Gift cards for later use❌ Amounts exceeding approved check ❌ Purchases for staff or others❌ Any unauthorized purchase

I have reviewed the prohibited uses of member funds with the member and/or their authorized representative and they understand what funds may and may not be used for. I understand that monthly ledgers are due to DDD Client Funds by the 15th of each month, ending balances may not exceed $200.00, and all receipts must be submitted within 30 days of the check date. I understand that member funds may NEVER be placed in a staff member's personal account, mixed with other funds, or used for any purpose other than those authorized by the DDD Support Coordinator.

SECTION 7 — ADDITIONAL NOTES & AUTHORIZATION

Additional Authorization Notes

SECTION 8 — SIGNATURES & AUTHORIZATION

By signing below, all parties confirm they have read and agree to the terms of this intake and LetMeCare Policy LMC-240. Date is auto-stamped when signature is drawn.

1. Member Signature (if legally competent)

Draw signature below using mouse or finger

Printed Name:

Date Signed:

— not yet signed —

⬜ Unsigned

2. Guardian / Authorized Rep Signature

N/A if member is legally competent

Printed Name:

Relationship:

Date Signed:

— not yet signed —

3. Program Director

Veronica Griffin — LetMeCare, LLC Services

Date Signed:

— not yet signed —

⬜ Unsigned

4. LetMeCare Staff Handling Funds

Staff member responsible for managing these funds

Printed Name:

Date Signed:

— not yet signed —

⬜ Unsigned

⬜ Member ⬜ Guardian/Rep ⬜ Program Director ⬜ Staff

Arizona DDD · Division of Developmental Disabilities · Statewide Client Funds

MEMBER FUNDS MONTHLY LEDGER

LetMeCare, LLC Services · admin@letmecareservices.com · (480) 390-8489

First and Last Name of Member *

Reporting Month / Year *

Qualified Vendor Name

Provider / Program Name

📌 Note: Ensure you maintain a clear legible copy of all receipts for your own records. All original receipts must be submitted with the monthly ledger to DES/DDD Client Funds on or before the 15th of each month.

Starting Balance *

$

Monthly Deposit from DDD

$

Total Available

$

#

Date

Merchant Name / Source

Description of Purchase or Deposit

Supervisor Initials

Deposit (+)

Debit (−)

Balance

★

STARTING BALANCE

$0.00

TOTAL DEPOSITED

$0.00

TOTAL SPENT

$0.00

ENDING BALANCE

$0.00

EXCESS TO RETURN

$0.00

📬 Submission to DDD Client Funds

📧 Email: DDDDSClientFund@azdes.gov 📮 Mail: 400 West Congress #500, Tucson AZ 85701 📅 Deadline: On or before the 15th of each month 📞 Office: (520) 628-6800

Email subject line format: LetMeCare, LLC — [Member Full Name] [Month/Year] Ledger
Example: LetMeCare, LLC — Jane Doe January 2025 Ledger

Receipts Status

Notes / Exceptions / Items Without Receipts

CERTIFICATION & SIGNATURES

I certify that the above ledger entries are accurate, all receipts are attached, and member funds were used exclusively for authorized purposes. Date is auto-stamped when signature is drawn.

1. Program Director Signature

Veronica Griffin — LetMeCare, LLC Services

Date Signed:

— not yet signed —

⬜ Unsigned

2. Staff Submitting Ledger

Staff member responsible for this ledger

Printed Name:

Date Signed:

— not yet signed —

⬜ Unsigned

⬜ Program Director ⬜ Staff

💰 Client Funds Records

All member intake forms and monthly ledgers — Admin view

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Active Intakes

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Ledgers This Month

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Total Funds Managed

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Over $200 Balance

❌ Cancellation Log

Document every missed or cancelled service visit — same day it occurs

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This Month

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Member Cancellations

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Employer Cancellations

👥

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Staff Call-Outs

From Date

To Date

Type

Date	Member	Service	Type	Cancelled By	Notice	Coverage	Supervisor
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❌ Cancellation Records

All staff cancellation logs — Admin view

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Total This Month

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Member Cancellations

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Employer Cancellations

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Staff Call-Outs

From

To

Filter Staff

Type

📚 Job Wiki

SOPs, job descriptions, how-to guides and resources for staff

🔍

🎯 Goals & Data Tracking

View client goals, targets, and progress — full management in ABA Portal

Open ABA Portal ↗

Member

Phase

🎯

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Active Goals

📊

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In Baseline

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In Treatment

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Mastered

🏋️ BST Plans

Build plans, log session data, and generate caregiver guides

📋 Active Plans

⚡ Build Plan

📝 Log Session

👨‍👩‍👧 Caregiver Guide

📁 My History

Filter

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Active Plans

✅

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Sessions Logged

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Avg % Indep

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Child / Adult

💼 EST — Employment Skills Training

Job intake, readiness assessment, job matching, and skills analysis

📋 Job Intake

📊 Readiness Assessment

🎙️ AI Note Taker

💡 Job Ideas

🧭 Skills Analysis

📁 Client Tracker

👤 Client / Member Information

Member Name *

Date of Birth

Intake Date

Guardian / Responsible Person

Guardian Phone

Guardian Email

Preferred Language

Best Contact Method

Current Employment Status

School / Program (if applicable)

📎 Referral & Service Information

Referral Source

Referral Date

Requested Service

Priority

Funding Source

Primary Employment Goal

Desired Hours/Week

Desired Start Date

Primary Employment Concern

Known Restrictions

Immediate Safety / Health Considerations

💼 Employment Interests & History

Preferred Job Types

Preferred Work Setting

Availability

Skills / Strengths

Work Experience

Volunteer Experience

Job Tasks Enjoyed

Tasks Disliked / Avoided

Workplace Preferences

Education / Training

Certifications

Technology Skills

Employer Contacts Already Made

Interview Experience

Resume Available?

General Notes

✅ Consent & Emergency Contact

Consent to Contact Employers?

Consent to Share Employment Info?

Photo / Media Consent?

Emergency Contact Name

Emergency Contact Phone

Relationship

💪 Strengths, Barriers & Supports

Strengths Observed / Reported

Motivators / Reinforcers

Preferred Communication Style

Barriers to Employment

Behavioral / Social Considerations

Sensory / Medical Considerations

Transportation Plan

Needed Accommodations

Assistive Technology Needed

Natural Supports

Family / Guardian Role

Community Resources

Additional Support Needs

📊 Readiness Ratings (1=Not Ready → 5=Ready)

Attendance / Punctuality

Communication

Task Completion

Following Instructions

Problem Solving

Workplace Behavior

Stamina / Endurance

Travel / Transportation

Interview Readiness

Resume / Application Readiness

Independent Job Search

📄 Generated Note

Fill in the session details and click "Generate Note" to create a professional employment support note.

💬 AI Chat Assistant

Ask the AI anything about this session, employment supports, or how to phrase observations.

📋 EST Plans

Employment goals, service plans, and progress tracking for each member

Member Plans

Select a member or click Refresh to load plans.

🎓 Enroll Client in Training Track

Member *

Client Email (for portal login) *

Certification Track *

Enrollment creates a Supabase account for the client (if needed) and gives them access to the Client Portal at letmecare-client.netlify.app

Current Enrollments

Click Refresh to load enrollments.

📄 Resume Builder

Create professional resumes for members — print, download, or save to their file

Member Information

Member Name *

Phone

Email

City, State

Objective

Career Objective

Skills

Key Skills (one per line)

Work Experience

Education

School / Program

Year

Degree / Certificate

References

Preview

📄

Fill in the form and click Preview Resume

📁 Staff Records

Full employee charts — HR & Admin only · 8-year DDD retention

Search

Status

Role

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Active Staff

🏅

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Credentials Expiring

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Reviews Due

✅

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Fully Compliant

—

👤 Personal Information

💼 Employment

🚨 Emergency Contact

📋 Compliance Checklist

🗂️ Staff Files

Employee records, credentials, and documents — HR & Admin access only

Select Staff Member

Filter by Category

🗂️

Select a staff member above to view their files.

🏢 HR Dashboard

Human Resources — LetMeCare, LLC Services

👥

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Total Staff

🏅

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Expiring Credentials

🎓

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Training Incomplete

🗓️

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PTO Pending

👥

Employee DirectoryView all staff profiles

💵

Payroll & Time EditsReview and flag corrections

🗓️

PTO RequestsApprove or decline requests

📅

AttendanceTrack absences and tardiness

🎓

Training ComplianceCourse completion status

🏅

CredentialsTrack expirations

🆕

OnboardingNew hire checklists

🗂️

Staff FilesEmployee documents

🔎

InvestigationsCases and follow-ups

📢

AnnouncementsPost agency updates

📆

SchedulingShift oversight

📈

HR ReportsExport and analyze data

⚠️ Credential Alerts

🗓️ Recent PTO Requests

👥 Employee Directory

All staff profiles and contact information

💵 Payroll & Time Edits

View EVV shift records — flag corrections for admin review

Pay Period From

Pay Period To

Staff Member

🔧 Pending Correction Requests0 pending

No pending corrections.

🗓️ PTO Requests

All time off requests — approve or decline

📅 Attendance

Track absences, tardiness, and call-outs

From

To

Staff

Type

🎓 Training Compliance

Course completion status across all staff

🏅 Credential Tracking

All staff credentials, certifications, and expiration alerts

❌

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Expired

⚠️

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Expiring in 30 Days

✅

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Current

🆕 Onboarding

Track new hire checklists — LMC-610 & LMC-620

🔎 Investigations

HR complaints, disciplinary cases, and corrective action plans

📢 Announcements

Agency-wide announcements — visible to all staff on their dashboard

📆 Scheduling Oversight

Active shifts, open shifts, and staff coverage — LMC-700

🟢

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Active Shifts Now

📋

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Shifts Today

⏱️

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Hours This Week

⚠️

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Open Shifts >8hr

From

To

📈 HR Reports

Export and analyze workforce data — LMC-600

📊

Training Compliance ReportFull course completion by staff

🏅

Credential Expiration ReportAll credentials sorted by expiry date

📅

Attendance SummaryAbsences and tardiness by staff

💵

Payroll Corrections LogAll submitted time correction requests

❌

Cancellation AnalysisCancellations by type, member, and staff

🔎

Investigation SummaryOpen and closed cases log

👑 Super Admin Control Panel

Owner-level access — letmecaredta@gmail.com + admin@letmecareservices.com only

👥

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Total Users

🔑

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Roles Assigned

📋

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Audit Events

🛡️

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Active Sessions

👥 All Users

LetMeCare Staff Portal

Welcome Back 👋

Session Expiring

Welcome! 👋

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—

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🎓 Training Courses

📈 My Training Progress

📋 Submit a Form

📁 My Submissions

📄 Documents & Resources

🌟 Staff Recognition Wall

Maria S.

Jaylen T.

Destiny M.

Marcus R.

👤 Member Tracker

🎯 Goal Tracking

⚙️ Admin Dashboard

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Staff Management

Reports & Data

Platform Settings

All Members

Trainer Materials

Client Funds

Recognition Wall

Announcement

👥 Staff Management

📊 Reports & Data

Training Compliance

Forms Submission Report

Incident Summary

🔧 Settings

🗓️ Time Off Requests

🔔 My Notifications

📚 Trainer Materials & Courses

🗓️ Time Off Requests

🔔 My Notifications

📚 Trainer Materials

🕐 Clock In / Out

Clock In Details

📊 My Shift History

⏱️ All Staff Shifts

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💰 Client Funds

MEMBER CLIENT FUNDS INTAKE FORM

MEMBER FUNDS MONTHLY LEDGER

💰 Client Funds Records

—

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❌ Cancellation Log

—

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❌ Cancellation Records

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📚 Job Wiki

📝 Add New Article

🎯 Goals & Data Tracking

—

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🏋️ BST Plans

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