Chapter 14: Example Agency — Archive PDFs & Visit Registration
Chapter Overview
After care orders are imported (Chapter 12), your agency admin uploads PDFs in the Betasky dashboard — on each care order, when you have time.
Betasky does not bulk-upload thousands of nursing notes, OASIS assessments, or POCs during migration week. The care order shells exist first; you attach documents after.
14.1 Who uploads, and when
| Who | When |
|---|---|
| Agency admin (or designated staff) | After care order import — phased over days or weeks |
| Betasky | Imports care order rows from CSV only — not every PDF |
Upload anytime after setup is complete. Go-live does not require every historical PDF to be attached on day one.
14.2 What to upload (from Axxess prints)
Print from Patient Chart → Schedule Activity (printer icon) or Quick Links. Match files to the cert period on the care order:
- OASIS assessments (SOC, Recert, ROC, Discharge, etc.)
- Plan of Care, Physician Orders
- Visit notes (SN, HHA, LVN, therapy)
- Discharge / Transfer Summary
- Medication Profile (reference)
14.3 What Betasky does when you upload
On each care order in Care Order Details:
- Stores the PDF on that episode
- Reads the document — type, date, signer when the layout allows
- Registers an archive visit when the PDF is a visit or OASIS type — a completed visit on the timeline linked to the document
Archive visits are for history lookup, not live editing. Staff document new care on go-live episodes going forward.
If extraction fails (bad scan, unusual layout), the PDF is still saved — you can open it manually.
14.4 Suggested upload order
- Go-live / active patients — current and recent episodes
- Recently discharged patients
- Remaining retention window (e.g. 3 years) over time
Many agencies go live with Tier A complete (patients, meds, care order shells) while PDF upload continues in the background.
14.5 What you verify
- Open a care order → uploaded PDF opens
- Visit and OASIS PDFs show archive visits on the timeline where extraction worked
- Go-live patient’s current episode is separate from old archive-only rows