Executive Director
Good day, Ashuti. Here is the whole clinic at a glance.
CareLink Connect brings every part of the clinic into one place: the front desk, the providers, the volunteers, the board, the money, and the reporting. This is what needs you today, pulled from across the clinic in real time.
The platform at a glance
Live now, already helping the clinic
Money
Grants and Funding
Every funding opportunity in one pipeline, with where it stands and what comes next. The grant writer pulls live clinic data here without waiting on anyone.
Board of Directors
The plan at a glance.
CareLink's two-year strategic plan, FY2025 to FY2027, in three goals. Here is where each goal stands and what has already been delivered.
The strategic plan, mapped
Governance
Board and Governance
A live window for the board: what is being worked on, when it is expected, the meeting record, and the request gate that routes everything through the Chairperson first.
The board roster
Current members and officers.
Board directory and contacts
Everyone in one place, for the board to reference.
Message a group
Write once to a whole group. It posts here in the platform, and also emails anyone who chose email.
What is being worked on
Progress the board can see any time, tied to the strategic plan.
Meeting record
Minutes and reports, filed and searchable.
The request gate
Nothing reaches the Director's queue until the Chairperson approves it.
Anyone submits a need
Emelia reviews and approves
Approved work only
Front desk and check-in
The Check-in Flow
One connected loop so no patient slips through, and every volunteer only has to do their own simple part. It adapts to who is working that day.
How a patient moves through the front desk
Built to run with or without a greeter present.
Patient self-checks-in at the kiosk by last name, or a greeter taps them in
Curtis sees them and taps Left or Right to send them to the right computer
The volunteer finishes the intake form at that computer
Intake pushes the pink sheet to Curtis to print and hand off
When no greeter is in
Which is most days.
Walk-ins
Handled gently, with capacity built in.
One platform, every role
Role portals
Everyone has one login, and each person sees only their own sections. This is a preview of what each role's dashboard looks like when they sign in. Tap any role to step into it. Anyone can hold more than one role and simply toggles between their views with the switcher up top.
Role portal
Role
Their dashboard at a glance
People
Volunteer Portal
Our volunteers are the clinic. Pick who you are, clock your shift, and see your own impact in one place. This replaces Track It Forward, and every hour logged here feeds straight into grant reporting.
Most hours this period
Platform
Resource Links
Every outside tool the clinic uses, one tap away. Staff never have to leave the platform to find a resource, and each opens in a new window.
Managed without code
An admin panel lets you add, edit, or remove links any time. No developer needed.
The right links for the right people
Role-based visibility. Sensitive tools like the PDMP are hidden from volunteers and shown only to providers.
Platform
Documents and Repository
Every document in one organized place. Uploads are checked, then auto-named, auto-dated, and filed to the right folder, so nothing is lost and nothing wrong slips in.
How a document gets in
One upload key, with a review and approval before anything is filed.
Tap the upload key and add the file
A reviewer checks it matches the request
Approved, or sent back with a note
Auto-named, auto-dated, routed to its folder
Where things live
Document register
A live index of every operational document, where it lives, who owns it, and when it is next due for review. The file itself sits in the records Drive. This is the searchable map to it.
Documents we still need to collect
Track what is outstanding, check off anything that is not needed, and an officer approves before it leaves the queue or is archived.
Clinic
Compliance, Renewals, and Safety
Everything that must stay current, with a clear green, amber, or red status so nothing ever lapses.
Renewal queue
Green is good, amber means it is coming up, red means act now.
Flu shots and volunteer health
Tracked per volunteer, with an exemption form for those who decline.
Documents waiting for review
Uploads that need a yes before they file into the repository.
Money
Finance, Receipts, and Payments
One simple ledger for every dollar in and out. The front desk can log a payment, the treasurer can see what is ready to deposit, and the CPA can pull a clean report. No personal phones, no scattered notebooks.
Money log
Every entry in one place. Filter, mark deposited, print a receipt.
Log an entry
Takes a few seconds. It updates the totals right away.
Ready to deposit
Cash, checks, and card money in that have not been marked deposited yet.
Receipt maker
Tap Receipt on any donation or payment, or build one here. Copy or print for the donor or patient.
Reports for the board and the CPA
Turns the log into a clean written summary you can copy or hear read aloud.
People
Training and How-To
Learn any clinic process two ways: a step-by-step guide with pictures, or a short video. You pick what works for you, and both live in the same place.
Two ways to learn
Every process offers a guide and a video, side by side.
Clear pictures and short text, one step at a time
Watch someone do it, start to finish
Clinic processes
Required training
Tracked per person, with reminders before anything expires.
The whole plan
Full Build Roadmap
Every phase of CareLink Connect, from the foundation to the final reporting layer, so you and the board can see the entire journey and exactly where each piece stands today.
Governance
Succession and Continuity
When the work lives under CareLink role accounts and documented procedures, the organization keeps going through every leadership change. Here is who can step into each key role, and what makes each handoff clean.
Key roles and successors
Who holds it now, who can step in, and how ready we are.
What makes a handoff clean
Each item means the next person inherits the work, not a blank slate.
Platform
How CareLink Connect Is Built
A clear map of the whole system. Tap any piece to see what it is, how it connects, and why it is there, so you can answer a board question on the spot, whether it is about privacy, hosting, or who owns what.
The map
People sign in at one address, and everything sensitive sits behind the login. Tap any box to see how that piece works.
Every piece, and why
Platform
Message Center
Everything that comes in, gathered in one place and sorted by what it is and whose job it is. No more checking info, then staff, then the voicemails. Pick an item, hand it to the right person, and watch it close.
Platform
Patient Follow-Up
One worklist for every patient waiting to hear from us: callbacks, lab recalls, appointment reminders, no-show follow-ups, and refills. Pick a person, make the call, and clear them off the list. Nothing here is a medical record; the chart stays in Athena.
Operational only. We keep a first name, a number, and what the person needs in plain words so anyone can make the call. Diagnoses, results, and clinical notes live in Athena. Tap Open in Athena to work the chart.
Clinic
Labs and Records Setup
The full path to discrete, trendable labs in Athena: open the lab accounts, switch on the interfaces, and lock in charitable pricing so uninsured patients can still get the tests they need. Check off each step as you go. Nothing here is a patient record.
Setup tracks
Ready-to-send athena cases
Open each as a case in the athenahealth Client Support Center. Copy the text and paste it in.
Key contacts
Operational setup only. No patient health information lives here. Confirm the $0 interface fee in writing and the discrete-results capability with each lab and with athenahealth before go-live.
Operations
Inventory and Assets
Everything the clinic owns in one register, with its value, warranty, and where it lives, plus one queue for every supply and equipment request so nothing gets bought twice and nothing falls through. Asset values feed grant budgets and insurance. No patient information lives here.
Asset register
Requests and approvals
Request a supply or piece of equipment
Operational only. Anyone on the team can submit a request; the Director or Volunteer Coordinator approves, marks it ordered, then received. Every action can be undone. Supply requests from Curtis's Station and the Orders tool feed this same queue.
People
HR and Personnel
Every provider, nurse, front office team member, and volunteer in one place, with each license, BLS card, HIPAA training, background check, and confidentiality agreement tracked so nothing lapses while someone is seeing patients. Renewals are flagged before they expire, and a new person can be onboarded against one standard checklist. This holds personnel records only; nothing clinical or about patients lives here.
Credentials and clearances
Add a person to track
New volunteer and staff onboarding
Starter roster with sample names and dates so you can see how it works. Add your real people above, then mark each clearance on file or renewed as you collect it. Operational only; signed agreements and license copies are filed in the Repository, and protected health information stays in AthenaOne.
Platform
Reporting and Intelligence
The layer that turns everything in the platform into answers. Live numbers for the board, ready to send impact figures for grant reports, and a one tap summary you can copy or hear read aloud. No protected health information lives here. Patient and visit counts are reported from AthenaOne.
Volunteer impact
The hours behind the clinic, and what they are worth in grant terms.
Funding pipeline
Every grant in motion, with the chance of award.
Compliance health
Green is current, amber is due soon, red needs action now.
Build progress
How far CareLink Connect has come across all phases.
Report generator
Pick a report and it writes itself from the live numbers above. Copy it into an email or a grant form, or have it read aloud.
Front desk
Patient Ambassador
A warm, simple station for whoever is greeting at the door. Welcome people in as they arrive and walk them along, and handle the three things that come up most at the desk: send a booking link, take a refill request for the nurse, and leave a message for a callback. Big buttons, almost no typing, nothing clinical.
Operational only. We keep a first name and a last initial so the team knows who is in the lobby. Medical details stay in AthenaOne. This is a clearly labeled starter board you can clear and use live.
Front desk and check-in
Self Check-in Kiosk
This is the patient-facing screen for the iPad at the front door. A patient checks themselves in under a minute, and their arrival lights up the Patient Ambassador board and Curtis's Station in real time. We keep only a first name and a last initial here. Everything clinical stays in AthenaOne.
Operational only. The kiosk writes arrivals to the same board the Patient Ambassador and Curtis use, so the front desk sees who walked in even when no greeter is at the door. This is a clearly labeled starter you can run live.
Clinic
Clinic Day Tools
Everything the front desk and clinical team need to open, run, and close a clinic day in one place. Set the clinic open, watch who is in the building in real time, keep every room and the medication refrigerator on track, and work through the opening and closing checklists so nothing is missed. No patient health information lives here; the chart stays in AthenaOne.
Rooms and stations
Tap a room to move it through Ready, In use, and Needs cleaning so the team always knows where to send the next patient.
Opening and closing checklists
Medication refrigerator log
The medication refrigerator must stay between 36 and 46 degrees Fahrenheit. Log it at opening and at closing. Any reading outside the safe range is flagged so it can be acted on right away.
Operational only. Room statuses, both checklists, and the temperature log reset for each new clinic day and live on this device. Patient flow is read from the same arrivals board the Patient Ambassador and the kiosk write to. Protected health information stays in AthenaOne.
Governance
Meeting Minutes and Action Items
Every board meeting captured, and every action item tracked to completion. The archive keeps a record of each meeting and where its minutes stand. The action tracker is one shared list of who owes what, by when, so nothing falls through the cracks between meetings. None of this is a medical record.
Meetings
Action items
Operational governance only. We track the meeting record, action owners, and due dates so the board stays on top of its commitments. Draft and approved minutes live in the document repository under Board and Governance, and recorded audio stays in Otter. No patient health information is ever stored here.
Platform
Platform and Security
The secure, organization-owned foundation CareLink Connect runs on. This is where access, hardening, connected systems, and the domains live. No patient health information is ever stored in the platform. Every clinical record stays in AthenaOne.
Security and privacy checklist
Team accounts and access
Connected systems
Domains and hosting
Operational and security settings only. Access levels decide what each role can see, but the platform never holds a chart, a diagnosis, or any patient health information. Documents live in Google Workspace under a signed HIPAA Business Associate Agreement, sign-in and roles run on Supabase, and the actual passwords live in the shared organizational vault, not here. Tap a checklist item to mark it done, cycle an access level or status on a person, or tap a system status to update it.
Section
Section
What this includes
Straight from the blueprint.