GSO Staff — Self-Evaluation Tracker (Prototype)

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Unresolved self-evaluations

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Submit a self-evaluation

Unresolved self-evaluations

Client	Date given	Reason	Given by
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Clients

Client ID	Name	DOB	Status	Level	Leadership	Bed	Last intake
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Identity

Demographics

Bed assignment

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GSO Program

Level (Alpha → Bravo → Charlie → Delta), probation status, and current leadership role.

Level Leadership role

On probation until Probation reason

No changes

Client login

Client signs in with their Client ID + 6-digit PIN to submit their own forms. Reset issues a new PIN immediately and invalidates the old one; the new PIN displays once.

Check-in/out (last 3 weeks)

Per-event sign-out / sign-in history. Auto-deletes 3 weeks after each event; cleared on exit.

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Contact & Emergency

Emergency contacts

Health (sensitive/medical)

Intake history

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Exit history

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Status updates

Log when a client gains a document (SSN card, birth certificate, diploma, etc.) or hits a life milestone (job, housing, bank account, sobriety). Each update is permanent history; the latest state also mirrors to the client record so it shows up in reports.

What changed Date

Notes (optional — e.g. carrier name, employer, milestone detail)

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ODH 206 authorizations

Pre-fills patient identifiers from the client record. Opens the filled form in a new tab — print from the browser (Ctrl+P or the print button in the PDF viewer), have the client sign by hand, then deliver to the disclosing party.

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Printable forms

One-click PDF auto-fill from the client record. Each opens in a new tab so staff can print or save from the browser's PDF viewer.

PHI records (received under ODH 206)

Scans of medical, mental-health, or substance-abuse records GSO received on paper from a provider under a signed ODH 206 authorization. Keep the paper original in the locked cabinet — uploading here puts a copy in the access-controlled system instead of a physical-only file. Staff-only; not shown in the client app. Every open is logged. To upload, the client needs at least one ODH 206 authorization on file (record one above first).

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Consents

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Scanned documents

Upload front + (optional) back copies of the client's identity, education, insurance, and library cards. Replaces the paper-folder workflow so a client can recover copies after losing personal documents.

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Daily Roster

Date

One doc per day at dailyGuestRoster/{YYYY-MM-DD}. Today defaults to all active clients; new intakes after a save will appear unchecked next time the roster is loaded.

— present — breakfast — lunch — dinner — shower

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Client	Present	Breakfast	Lunch	Dinner	Shower	Signed in by 8pm	Notes
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No changes

Sign In/Out

— currently out

Per-event activity log at checkInOuts/{eventId}. Clients submit themselves once the client app ships; staff can backfill below when a client forgets. Logs auto-delete 3 weeks after they're written, and clear on exit.

Currently signed out

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Quick log (staff backfill)

Pick a client and record a sign-out or sign-in on their behalf. Use this when a client forgot to log it themselves.

Recent activity (last 24 hours)

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Inbox — pending client submissions

Pending All recent

Clients submit weekly schedules from their app; staff approve to copy them into the canonical Schedules tab, or reject with a note for the client to revise.

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Beds

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Click an empty bed to assign a client; click an occupied bed to reassign or unassign. Bed assignments mirror to the client record and clear automatically when a client is exited.

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Schedules

Week of

Weekly schedules per client at clientWeeklySchedule/{clientId}-{weekStart}; thrift-store master at thriftStoreSchedule/{weekStart}. Conflicts (a thrift shift overlapping a client's other commitment, or two events on top of each other) are flagged below in real time.

Client weekly schedule

Search and pick a client; their week opens for editing.

Day	Start	End	Type	Title	Location	Notes

No changes

Thrift store schedule

All shifts for the selected week. Each row references one client.

Day	Start	End	Client	Role

No changes

Conflicts

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Consolidated view

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Reports

Week of

Weekly Report

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New Intake

Sections 1–4. Saves clients/{id}, clients/{id}/sensitive/identity, and a new intakes/{intakeId} snapshot — all in one Firestore transaction. Sections 5–8 (health, history, substances, intake artifacts) ship in upcoming slices.

Re-entry (optional)

If this client is returning to GSO, search for them here. The form will pre-fill from their existing record, and the save will append a new intake to the same client ID. Leave blank for a brand-new client.

1. Identity

Photo

or upload from device

Name

First name Middle name Last name Preferred / alias

Birth & status

Date of birth Place of birth (only used for birth-cert replacement) Marital status

Identifiers

SSN Driver's license state Driver's license number State ID state State ID number

Birth certificate on file Social Security card on file DL / State ID on file

2. Demographics

Race / Ethnicity (select all that apply)

American Indian or Alaska Native Asian Black or African American Native Hawaiian or Other Pacific Islander White Other

Other

Hispanic / Latino Veteran

3. Contact & Emergency

Contact

Phone Email

Emergency contact 1

Name Relationship Phone

4. Education

HS / GED graduate College or trade school

5. Health

Stored in sensitive/medical — staff-readable, hidden by default in client views, reveals are audit-logged. Drives provider coordination and SSDI paperwork.

Special needs / accommodations

Insurance

Has health insurance

Healthcare history

Where previously treated Year of diagnosis Primary physician Counselor / therapist Pharmacy

7. Substances & Legal

Substance use history

First used Last used Last drug used

Legal issues

8. Intake Artifacts

Drug screen, medications, consents, and ODH 206 entry. Webcam photo and signature pad come in the next slice.

Drug screen — 15 panel

Substance	Negative	Positive	Faint

Did guest admit to other drugs (beyond Tylenol)? Does guest agree with results? Observer name (test was not altered)

Medications

Search the seeded catalog (~136 entries). Click to add; fill in dosage and frequency.

Photo & video consent

ODH 206 — Standard Authorization to Disclose Health Information

ODH 206 signed at intake

Exit interview

Guest acknowledges they will receive an exit interview when leaving GSO

9. Signatures

Sign once for the entire intake event. The same signatures are referenced by the drug screen, photo/video consent, and ODH 206 (all signed at intake). Use mouse, trackpad, or touchscreen.

Guest signature

Staff signature

Audit log

Every state-changing action and every reveal of sensitive data (SSN, medical, scanned/PHI documents) writes an entry here. Admin-only. Showing the most recent entries — use the filters to narrow down. (Entries older than the load limit aren't shown here; the full record lives in Firestore and Cloud Audit Logs.)

When	User	Action	Entity	Entity ID	Details
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Submit a self-evaluation

Unresolved self-evaluations

Clients

Daily Roster

Sign In/Out

Currently signed out

Quick log (staff backfill)

Recent activity (last 24 hours)

Inbox — pending client submissions

Beds

Schedules

Reports

Weekly Report

New Intake

Client created

Record an Exit

Exit recorded

Audit log

Hi

Log a meal

Today

My weekly schedule

Report a change

My recent submissions

My documents