AIHARP User Manual

1. Getting started

AIHARP helps a healthcare facility prepare for accreditation: collect evidence per standard, run self-assessments, fix gaps with CAPs, and track readiness.

First steps for a new organization

1. Sign up at accredready.com and accept the Terms and Privacy Policy.
2. Choose your accreditation program(s) and plan.
3. Complete setup: your facility is created with the organization.
4. Create a Survey Cycle (the dashboard banner prompts you if none exists). This fills your Evidence Locker with the program's standards.
5. Invite your team and give each person a role.
6. Start uploading evidence, and create an assessment when you are ready to score.

The dashboard shows your readiness snapshot, pipeline counts (assessments, evidence, CAPs), chapter compliance, and "Next Recommended Actions". You only see actions your role can perform.

Sidebar at a glance (you only see items your role allows)

Section	Items
Organization / Facility	Dashboard, Facilities, Programs, Users, Accreditation Cycles, Invitations
Accreditation	Standards, Self Assessment, Evidence Locker, Surveyor Evidence, Tracers, CAP Management, Reports
AI Assistant	AI Co-Pilot (Arif)
Analytics	Compliance Dashboard
Account	Subscription, Upgrade Plan
Profile	My Profile

The facility switcher at the top right changes which facility you are working in.

2. Roles

Each user has one role; the role decides which pages and buttons they see. These are the default permissions.

Role	Typical person	Can do
Admin / Facility Admin	Organization owner, IT or quality lead	Everything in the organization: facilities, users, cycles, assessments, evidence approval, CAPs, policies, reports, subscription
Quality Manager / Quality Director / Accreditation Director	Quality department lead	Create and approve assessments, assign scorers, approve evidence, manage CAPs and policies, reports and dashboards. Cannot create cycles or manage users
Accreditation Coordinator	Person who scores across several chapters	Same as Assessor, and may work on more than one active assessment
Assessor	Staff member scoring assigned standards	Score assigned items, upload evidence to assigned standards, create CAPs, run tracers, use Arif
Department Head	Head of a department	Score, upload evidence, create and edit CAPs, department dashboard
Read-only Executive	CEO / board member	View standards, assessments, reports and the Compliance Dashboard. Cannot change anything

Assessors in the Evidence Locker see and upload only the standards assigned to them on the official Full assessment for that program. Chapter assignments on other assessment types do not give Locker access.

3. Setting up your organization

An admin does this once; after that, most work happens in the Evidence Locker and assessments.

Facilities (Organization / Facility → Facilities)

• Add or edit a facility: name, type (e.g. hospital, dental center). The facility type decides which programs fit.
• Multiple facilities depend on your plan.

Programs (Organization / Facility → Programs)

• Shows the accreditation programs your organization is enrolled in (e.g. CBAHI Hospital, Dental).
• Adding a program may require payment through checkout.
• Some programs need your standards document validated before full standard text unlocks.

Survey Cycles (Organization / Facility → Accreditation Cycles)

1. Click Create, pick the facility and program, and enter the expected survey (visit) date.
2. Save. The Evidence Locker immediately lists every standard and activity of that program.
3. Creating a cycle does not create an assessment. You create assessments yourself when you are ready.

Inviting your team (Organization / Facility → Invitations)

1. Enter the person's email and choose their role.
2. They receive an email, accept the Terms, and set a password.
3. Change a role later from Users.

4. Evidence Locker

The Evidence Locker is the source of truth for your evidence. It works from the survey cycle alone; no assessment is needed.

Finding standards

• Filter by facility, framework, chapter, status, activity type (e.g. Observation), or search by code, title or activity.
• The top cards show activities needing upload, pending review, missing evidence, and approval coverage.
• Each row shows the standard code, the survey verification method (e.g. Document Review, Observation), and its status: Needs Upload, Pending, Approved or Not Required.

Uploading evidence

1. Open the standard's row and click the upload icon.
2. Attach the file(s). The item moves to Pending review.
3. Use Actions for AI checks and suggested evidence (these use AI Credits).

Reviewing evidence (roles with approve permission)

• Approve: the activity counts as complete.
• Reopen: sends an approved item back for new evidence.
• Does not require evidence: tick it for activities checked in other ways (e.g. observed on site). The status becomes Not Required.

Delegating work: select rows with the checkboxes and use the bulk bar to delegate them to a team member.

Assessment history per activity: when an assessment has scored an activity, a small table shows the assessment (e.g. "Full #1 · Sep 29"), score, comment and assessor. If a CAP was raised, it appears as its own row (e.g. "CAP-2026-0001 · Full #1 · Sep 29"); click it to open the CAP. Unscored activities show no history.

Request evidence and Create CAP buttons appear only when an assessment exists.

5. Assessments (Self Assessment)

An assessment is a scored check of your facility against the standards. You create it yourself from Accreditation → Self Assessment → Create.

Type	What it covers
Full	All standards and activities in the framework. The latest open Full is the "official" one for the program
ESR	Essential Safety Requirements only (Hospital frameworks only)
Specialty	Selected specialties (Hospital frameworks only)
Focused	Selected standards
Chapter	Selected chapters

If you pick ESR or Specialty for a non-hospital framework, a red message appears under the type cards and the assessment cannot be created.

Creating an assessment

1. Choose the type, the survey cycle and (where asked) the chapters, specialties or standards.
2. Save. The standards load as scoring items and you are recorded as the creator.

Assigning scorers (Assign Scorers on the assessment)

• Assign by specialty, chapter or single standard to a team member.
• The person gets an email and the work appears in their My Assignments.
• If no assessment exists yet, the page says "No assessment yet".

Scoring: open the assessment, go to a standard, enter a score and a comment for each activity. Scores then show in the Evidence Locker history.

Superseded assessments: when a newer Full replaces an older one, the old one is hidden from the list. Tick "Show superseded (N)" to see it again.

6. My Assignments (for assessors)

My Assignments lists only the work assigned to you, one row per assignment. Open it from the dashboard button "View My Assignments".

Column	Meaning
Assessment	e.g. "Full #1 · Sep 29" (type, number, date created)
Scope	What you were given: Chapter LD, Specialty NR, or Standard LD.1.1
Progress	Activities you have scored / total activities in your scope
CAPs	Codes of CAPs raised in your scope; click one to open it
Open (→)	Opens the assessment so you can score

If nothing is assigned, the page says "No assignments yet".

7. CAP Management

A CAP (Corrective Action Plan) records a gap and the actions to close it. Each CAP gets a code such as CAP-2026-0001.

1. Create: from a scored activity in an assessment or the Evidence Locker (Create CAP), or from CAP Management. Link it to the standard and activity.
2. Assign and track: set an owner, due date and actions. Overdue CAPs are flagged on the dashboard.
3. Close and verify: when the actions are done, a user with validate permission verifies and closes it.

CAPs appear in the Evidence Locker history of the related activity and in My Assignments for the assessor's scope.

8. Other tools

Tool	Where	What it does
Standards	Accreditation → Standards	Browse your program's standards, consultant guidance and official text (official text unlocks after your standards document is validated)
Surveyor Evidence	Accreditation → Surveyor Evidence	Evidence view prepared for the surveyor visit
Tracers	Accreditation → Tracers	Plan and run tracer walk-throughs; findings can become CAPs
Governing Documents	Dashboard quick link	Write, edit and approve policies; AI can draft policies from standards
AI Co-Pilot (Arif)	AI Assistant	Ask questions about your standards and program; answers come from your subscribed programs
Reports	Accreditation → Reports	Readiness and compliance reports, with export
Compliance Dashboard	Analytics	Executive summary of readiness by chapter

Every AI action (Arif, compliance checks, policy drafts, evidence suggestions, CAP AI, tracer generation) uses your AI Credits.

9. Plans and billing

Admins manage billing from Account → Subscription and Upgrade Plan.

• Plans: Starter (single facility) and Professional (more facilities and storage). Current prices and limits are shown on the Pricing page.
• AI Credits: the one pool for all AI actions. Starter gets a one-time grant; Professional gets a monthly amount. The usage page shows credits left and a breakdown by AI action.
• Top-ups: buy extra AI Credits when you run low; a warning banner appears as you approach the limit.
• Payments go through Stripe checkout. If a payment needs attention, a red banner on the dashboard links to fix it.
• Evidence Locker, Tracers and CAP Management are included features; storage (GB) and number of facilities depend on the plan.

10. FAQ and troubleshooting

• My Evidence Locker is empty. Create a survey cycle for your facility and program first.
• I can't see a page or button. Your role doesn't include it. Ask your admin to change your role.
• As an assessor I can't upload to a standard. You can only upload to standards assigned to you on the official Full assessment.
• I can't create an ESR or Specialty assessment. These are for Hospital frameworks only; the red message under the type cards explains this.
• An old assessment disappeared. It was superseded by a newer Full. Tick "Show superseded" on the assessment list.
• AI actions stopped working. Your AI Credits ran out. An admin can top up or upgrade.
• Still stuck? Use Talk to Us on the website or email support@accredready.com.