Clinic day

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.

0%Compliance
0
Messages waiting
0
Callbacks to make
0
Grants in the pipeline
0
Compliance items due

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.

In the pipeline
$285,000
across 5 active requests
Awarded this year
$62,500
2 grants funded
Compassion fund
$7,400
available to disperse
Tied to the role: the Operations and Executive Director salary is built into the funding strategy here, so the role can be sustained through grants rather than the operating budget.

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.

0%Plan complete

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.

Whole boardOfficersEvents committeeVolunteers
Each person picks how they hear from us in their own settings: in the platform, by email, or both. The sender just chooses the group and writes one message.

What is being worked on

Progress the board can see any time, tied to the strategic plan.

SP1Organizational Development. Building the team, operations, and systems.
SP2Service Expansion. More access, hours, case management, and referrals.
SP3Marketing and Outreach. Growing community awareness and support.

Meeting record

Minutes and reports, filed and searchable.

The request gate

Nothing reaches the Director's queue until the Chairperson approves it.

1
Request

Anyone submits a need

2
Chairperson

Emelia reviews and approves

3
Director queue

Approved work only

Every request keeps a full audit trail, so the board always knows what was asked, by whom, and what was decided.

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.

1
Arrive

Patient self-checks-in at the kiosk by last name, or a greeter taps them in

2
Curtis directs

Curtis sees them and taps Left or Right to send them to the right computer

3
Check in and intake

The volunteer finishes the intake form at that computer

4
Print

Intake pushes the pink sheet to Curtis to print and hand off

When no greeter is in

Which is most days.

The kiosk carries the whole thing. Patients sign themselves in, and the arrival still lights up Curtis and the front desk in real time. The greeter step is simply skipped.

Walk-ins

Handled gently, with capacity built in.

If a walk-in slot is open that day, the patient is slotted in and intake begins. If the day is full, the kiosk says we are at capacity today and sends them straight to the online scheduling link. Either way, Curtis still gets the Left or Right direction so he can point the way.

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

This is what this role sees at login. They do not see any other role's sections.

Their dashboard at a glance

People

Volunteers

Our volunteers are the clinic. This is the live roster and hours, replacing Track It Forward, and these hours feed straight into grant reporting.

52
Active volunteers
2,065.5
Volunteer hours logged
$69,174
Estimated in-kind value
23
Clinical volunteers

Most hours this period

These are volunteer figures only, and they are a floor, not the full story. The three paid staff (the Director, Stacey Pullen, NP, and Dr. Andrea Allyn) are tracked separately and not in this in-kind total. The hours shown are only what is logged in the app while at the clinic. Remote and telehealth hours, and anyone who does not always log in, are not captured here, so the true contribution is higher. Staff hours, including telehealth, are better reflected in timesheets and billing. Hours are cumulative since CareLink began using Track It Forward; the exact start date is still being confirmed. Archived volunteers: 18. In-kind value is at the national rate of $33.49 per hour, and clinical hours are worth far more.

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.

1
Upload

Tap the upload key and add the file

2
Review

A reviewer checks it matches the request

3
Approve

Approved, or sent back with a note

4
Filed

Auto-named, auto-dated, routed to its folder

Where things live

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.

Mark an item Not needed and it waits for an officer to approve removing it. Approved items leave the queue or move to Archive, where they can be made live again as we grow.
Where documents are stored: in the records@carelinkga.org Google Drive, under the signed Google HIPAA agreement, so even sensitive files are protected. The platform organizes, labels, and routes them. Patient clinical records stay in Athena, and no patient health information is held by the platform itself.

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.

Flu shot status shows in the renewal queue each season. A volunteer who declines submits a quick exemption form, and it files itself to their record.

Documents waiting for review

Uploads that need a yes before they file into the repository.

Money

Finance, Receipts, and Payments

From a single receipt to the full books, in one place. Built so the front desk can take a payment and the CPA can pull a report, without anyone touching a personal phone.

Receipts

Created here, sent or printed, and logged to the books automatically.

Donation receipts

Tax ready
  • Created and emailed to the donor
  • Logged to the donor record and the books
  • Year-end giving summaries on demand

Patient payment receipts

Front desk
  • Printed for the patient at check-out
  • Tied to the payment and the day deposit

Take a payment

Card payments in the platform, replacing the phone app.

1
Enter the amount

Or pick the patient

2
Tap or swipe

On the clinic iPad card reader

3
Receipt

Printed or emailed, logged to the books

Replaces the personal-phone iProcess. Card processing moves onto the clinic devices with an iPad card reader, PCI-safe, and the platform never stores card numbers. Setting up the reader on the clinic devices is the queued step.

The full financial picture

Patient payments and receipts

Front desk
  • Take card payments
  • Print patient receipts
  • Tie to the daily deposit

Donations and compassion fund

Director and CPA
  • Record donations
  • Auto donor receipts
  • Compassion fund balance and history

Profit and loss and budget

Director and CPA
  • P and L by period
  • Budget versus actual

Accounts receivable and payable

CPA
  • What is owed to us
  • What we owe
  • Aging

Bank and cash

Director and CPA
  • Deposits
  • Cash on hand
  • Reconciliation

Grant financials, tax, and CPA

Grant writer and CPA
  • Grant sub-ledgers
  • Tax documents
  • Reports to PDF or Excel

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.

A
Step-by-step guide

Clear pictures and short text, one step at a time

B
Short video

Watch someone do it, start to finish

Clinic processes

Required training

Tracked per person, with reminders before anything expires.

HIPAA training, confidentiality, and safety completions are tracked here and show in the Compliance renewal queue. Each completion files to the volunteer or staff record automatically.

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.

How CareLink Connect fits together WHO LOGS IN Board, Staff, Providers, Volunteers, Curtis carelinkhub.org the platform address Public page resources + donation no login needed Login wall password protected CareLink Connect the app, hosted on Netlify Bitwarden the password vault Supabase logins, data, the rules no patient health info Google Drive the documents under the HIPAA agreement Athena patient records PHI stays here CareLink owns it, behind the login Patient records and the open public page

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.

Section

Section

What this includes

Straight from the blueprint.

    Status