Working prototype for design review — sites, staff and requests shown are illustrative, not real personnel or patient data.
Viewing as — GabADoc Ops session
Schedule options
Display
Tools
Sun
Mon
Tue
Wed
Thu
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Sat
Shift count
0
Needs your attention
0
Staff
Name
Color code
Role
Contact
Target / month
Contract / year
Contract
Float / locum providers from outside networks — offered open shifts the core roster can't fill. They don't count toward core-roster fairness stats.
Name
Network
Role
Contact
Eligible sites
Shift types
Status
Requests
Approved time off is automatically respected by Auto-populate month.
Staff
Dates
Reason
Status
Approving a swap automatically updates the schedule and notifies both providers by SMS and email.
Requested by
Swap with
Shift
Date
Status
Extra Shifts
Claiming an extra shift is instant — no approval needed. Backing out of one you've claimed does need admin approval.
Date
Site
Shift
Requirements
Status
Settings
Appearance
Choose how GabADoc looks on this device.
Your account
Change the password for your own login.
When a new extra shift opens up at your site, you'll always see it in the app (a count on the Extra Shifts tab) — turn these on if you also want it by email or text.
Get buzzed on your phone or computer for messages, faxes, and contract activity in GabADoc — even with the app closed, the way a real app works. This is per device: turn it on here on every phone and computer you use, including this one.
On iPhone, notifications only work once GabADoc is added to your Home Screen: tap the Share button in Safari, then "Add to Home Screen" — then come back here and turn this on.
Calendar sync
A private link to your published shifts that Outlook, Google Calendar, or Apple Calendar can subscribe to — your calendar app checks it periodically and stays current on its own, with nothing to re-export by hand.
Loading your calendar link…
Google Calendar: Settings → Add calendar → From URL, paste the link. Outlook: Add calendar → Subscribe from web, paste the link. Apple Calendar: File → New Calendar Subscription, paste the link.
Anyone with this link can see your shifts, so treat it like a password — use "Get a new link" if it's ever shared by mistake. Calendar apps typically refresh every few hours, not instantly.
View Only password
One shared password for read-only schedule access — for a lobby screen or anyone who needs to see the schedule without a personal login. This replaces giving someone their own "View only" account.
You have view-only access to this page — ask an admin to change the View Only password.
Share the link together with the password — anyone who has both can open a read-only Schedule and On-Call Board, nothing else. The link on its own isn't a secret (the password is what actually gates access), so it's fine to bookmark it on a lobby screen or send it over text.
Export information
Download a snapshot of your data as CSV or JSON.
Fax provider
Connect your own SRFax account so faxes sent and received through the Fax tab are real, not just logged here. Each organization brings its own account -- GabADoc never sees or bills for your fax plan.
The number registered to your SRFax account -- shown to recipients as the "from" fax number.
Optional -- lets the usage meter show the percent of your SRFax plan used this month, not just raw counts.
Optional -- the day of the month SRFax resets your usage counter (check your SRFax account page). Leave blank and the usage meter counts from the 1st of the calendar month instead, which may not match SRFax's own number.
While no account is connected, Send a fax on the Fax tab still records the fax here but doesn't actually transmit it -- the same as before this was built. Once connected, every contact you fax to needs a fax number on file (Contacts tab) for a real send to go through.
Company profile
Your letterhead — appears at the top of contracts and other documents GabADoc generates, and doubles as your organization's saved contact record.
Create a login for each person who needs access and set what they can do. GabADoc handles the welcome email and password resets.
Password reset lookup
Simulates the "Forgot password?" link a user would use on the sign-in screen.
Roles
Define roles once here — Staff picks from this list instead of free typing.
Schedules
Run more than one named schedule from this account — e.g. "AIM" with sites SMH/DH/LWR, and "AIM Menatte" with sites MMH/Exalt — each scoped to its own sites, with its own set of staff. Adding a site lets you create a new schedule for it right there, or pick an existing one.
Services
The named shifts each site offers — e.g. "SMH Physician 6a-6p." Every service is attached to a site.
Schedule Blocks
If your organization tracks the schedule in recurring blocks (e.g. every 4 weeks, matching a payroll period) rather than the calendar month, set that block here — everyone will see the same "Block view" option in Schedule alongside Calendar/Table/Day.
Audit Log
Who changed what, when — kept for Joint Commission / CMS conditions-of-participation review, separate from the Communication Log.
When
User
Action
Dashboard
Sites
Today’s Agenda
Recent Activity
Next Up
Needs attention
Contracts
Staff
Title
Status
Expires
Site
Rate
Coverage minimums
Term
Status
Reusable presets for the New Contract form — save the boilerplate once (title, position, compensation, standard terms), then start a new contract from a template instead of re-typing it every time.
Name
Title
Position
Compensation
Shifts/mo
Contacts
Referring physicians, clinics, and other outside contacts — kept here for discharge follow-up and care-coordination continuity. Organize into folders and search by name, specialty, phone, fax, or notes.
Folders
Name
Folder
Specialty
Phone
Fax
Agreement
On-Call Board
Who's covering right now, at every site — no login needed. Safe to bookmark or display at a front desk / nursing station.
Messages
🔒 Encrypted, HIPAA-compliant messaging — simulated for this prototype.
Select a conversation to view messages.
Documents
Define the kinds of documents worth tracking (certifications, licenses, insurance — anything with an expiration), then track a specific one against a staff member. Sorted soonest-expiring first; anything expired or due soon is called out below.
Document types
Staff
Document
Expires
Status
Reminders (days before)
Notify
Reports & Analytics
Nights and weekends worked per provider — helps confirm shifts are distributed fairly over time. Sustainability is a composite early-warning score (nights/weekends mix, fatigue-flag density, recent time off) — not a compliance measure, just a retention signal worth a conversation.
Provider
Nights (month)
Weekends (month)
Total (month)
Nights (YTD)
Weekends (YTD)
Total (YTD)
Sustainability
Real coverage numbers from the schedule — assigned shifts vs. each site's daily target, for the date range below.
Site
Target shifts
Filled
Fill rate
Week-over-week coverage — is fill rate improving or slipping? Defaults to the last several weeks; narrow the range below for a different window.
Week
Target shifts
Filled
Fill rate
Every shift in the window ahead that's still short-staffed against its target — regular shifts only (on-call/backup slots aren't counted as gaps here).
Date
Site
Service
Target
Filled
Gap
How many providers are on each site's schedule right now.
Site schedule
Providers
A snapshot of tracked documents expiring soon — the same underlying data as the Expirations tab's live view, windowed for a report.
Provider
Expires
Time-off and swap requests by status, across the organization.
Time off
Swaps
Projected labor cost from the schedule itself — each provider's scheduled shifts/hours times their own signed contract rate. Nothing here touches actual pay processing, tax, or benefits; that's still Gusto's job. Defaults to the current month.
By provider
Provider
Shifts
Hours
Rate
Projected cost
By site
Site
Projected cost
What each hospital agreement pays for coverage there, minus what AIM's own provider contracts project that coverage to cost. Defaults to the current month.
Site
Revenue
Cost
Margin
Hours and shifts actually worked per provider, with a configurable weekly overtime-risk threshold. On-call/backup slots aren't counted as worked hours (they're ~24h availability windows, not a shift) — they're tracked separately. Defaults to the current month.
Provider
Total hours
Total shifts
On-call shifts
Peak week hours
Overtime risk
How each provider's shifts break down between nights, weekends, and on-call — the same night/weekend rules used on the Fairness & Equity tab. Defaults to the current month.
Provider
Total shifts
Nights
Nights %
Weekends
Weekends %
On-call
Two fatigue signals, both schedule-derived: providers on the schedule more than a set number of calendar days in a row, and back-to-back shifts with less rest between them than the set minimum. On-call/backup slots are excluded from both — same reasoning as Workload & Overtime. This is a workload signal for a conversation, not a compliance determination. Defaults to the current month.
Provider
Longest streak (days)
Flagged streaks
Short-rest instances
Status
How long time-off and swap requests actually take to go from submitted to decided, trended month over month by submission date. Only decided requests are counted — pending ones haven't finished yet. Defaults to the trailing 90 days, since a trend needs more than one month of history.
By month
Month
Decided requests
Avg turnaround
Median turnaround
How long a contract actually takes to go from sent to fully executed (every signer signed), trended month over month by when it was sent. A contract sent more than once (reopened for a revision before anyone signed) counts from its most recent send. Only fully executed contracts are counted — still-pending ones are surfaced separately. Defaults to the trailing 90 days.
By month
Month
Executed contracts
Avg turnaround
Median turnaround
The Expirations list as a single compliance number: what share of staff with at least one tracked document have every one of them current right now. GabADoc doesn't track which document types are required per staff, so this can't claim "100% compliant with requirements" — it's scoped to what's actually tracked. Staff with nothing tracked yet are called out separately below, not folded into the percentage.
By provider
Provider
Tracked docs
Current
Expiring soon
Expired
Status
Fax
Send and receive faxes linked to a contact — no fax machine required. This covers the core send/receive workflow with status tracking; full SRFax-parity features (cover pages, scheduled sending, e-signature, a compliance audit trail) are a larger follow-on build.
Junk fax numbers
Any fax received from one of these numbers goes straight to Junk instead of Received.
Direction
Contact
Document
Pages
Status
Date
Billing
Invoices
Date
Description
Amount
Status
Other plans
Help & Support
Questions about the system go straight to GabADoc. Answers come back here.
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Your tickets
Ticket
Subject
Status
Last update
FAQs & resources
GabADoc · Typical support reply time: same day · Instructional videos coming soon.