Glossary

Part of the Anaya Care Handbook. Every product term, defined once. When a word is used two different ways in a discussion, the definition here wins. Each section links to the page that owns the term in depth.

Core terms

Business — a care agency on the platform; each business is its own sealed world whose data is invisible to every other business.
Client — a person receiving care from the agency; sometimes called a resident. A client is a record, not a user account.
Care Provider — a caregiver who delivers care in the field; works from the mobile app.
Representative — the family-facing portal login tied to one Care Circle member (formerly called "Family"); one is provisioned automatically for each member with an email, and it works from the mobile app.
SuperAdmin — a platform operator who works for Anaya Care itself, belongs to no business, and can view any business when needed.
Owner — the person who created and owns a business; always holds every permission within it.
Admin — a senior staff member of a business with broad day-to-day management permissions.
Custom role — a role a business defines itself (e.g. "Care Manager"), with a hand-picked set of permissions.
Medical Professional — a clinician (doctor, nurse, etc.) associated with the business.
Permission — a single allowed action, such as "view clients" or "manage schedules".
Rule ID — the stable identifier on every rule in this handbook (e.g. ), used to reference rules in tickets and changes.

Identity, access & the business

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Permission scope — how far a permission reaches: Own (only things tied to me), Assigned (things I'm assigned to), or All (everything in the business).
Invitation — how a business brings a new person onto the platform: a time-limited link sent by email or text.
Verification — the steps a new account completes (email, phone, government ID, admin review) before it becomes fully active.
Employment status — a worker's standing with the business: Pending, Active, Suspended, Terminated, or Resigned.
Tier 1 / Tier 2 family — the two levels of family access around a single client: a Tier 1 family is the primary representative (with full access and ARMI Marketplace hiring), while a Tier 2 family is an additional invited relative with a narrower, view-focused experience who cannot hire. Distinct from the four subscriber tiers described in Identity & Access; the reused "Tier" labels are a known naming overlap recorded there as an open decision.

ARMI Marketplace

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ARMI Marketplace — the vetted marketplace and map/list view of independent care providers with their location, rating, skills, and availability.
ARMI — the values the marketplace screens for: Above and Beyond, Respect, Mission, Integrity.
Independent care provider — a care provider account not attached to any agency, visible in the marketplace as available talent.
Background check — the vetting step an independent care provider clears before being listed in the ARMI Marketplace.

Elder Services Marketplace

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Elder Services Marketplace — the vetted directory of service providers (non-care vendors and specialists) families and agencies can find and engage.

Anaya Walk

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Anaya Walk — a movement and activity feature that encourages and records walking for clients and care providers.

Communication

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Conversation — a chat thread between people in the same business; either private or group.
Private conversation — a one-to-one chat between exactly two people; each pair has at most one.
Group conversation — a named chat with any number of members, owned by its creator.
Call — an audio or video call between the two members of a private conversation.
Call history — the record of every finished call: who called, the outcome, and the duration.
Notification — a message from the platform telling a person something happened that concerns them.
Channel — a way a notification reaches someone: in-app feed, push, email, or text message (SMS).
Notification preferences — each user's personal switches controlling push, email, and SMS delivery.
Unread badge — the counter showing how many unread notifications a person has.
Announcement — a business-wide bulletin with a priority, an optional schedule, and an optional response deadline.
Acknowledgment (announcement) — a member's one-time confirmation that they have read an announcement.
Deadline reminder — an automatic nudge sent before an announcement's deadline to members who have not yet acknowledged it.

Client Requests

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Client request (often just request) — a trackable service ticket about one client, raised by either a representative or agency staff, with a subject, description, type, priority, and status. Not to be confused with a platform feature request or an account-deletion request.
Direction — which way a request flows: representative-to-agency or agency-to-representative; set automatically by who creates it.
Request type — the category of a request: Schedule Adjustment, Care Plan Change, Caregiver Change, Service Request, Billing Inquiry, General Inquiry, Complaint, or Other.
Priority (request) — how urgent a request is: Low, Normal, High, or Urgent; defaults to Normal.
Comment thread — the flat, chronological conversation attached to a request.
System comment — an automatic note added to a request's thread whenever its status changes, recording who changed it and any notes given.

AI features

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AI generation — a request where the AI drafts content (a care plan, tasks, meals, or activities) for a specific client, using that client's profile as context.
Generation mode — the quality/speed setting for a generation: Fast, Standard, or Thorough; Thorough adds an automated quality review with refinement passes.
Focus areas — optional topics the requester selects to steer what a generation emphasizes.
Additional instructions — free-text guidance the requester can add to a generation request.
Business AI defaults — per-business preferred AI settings that pre-fill every generation request for that business.
Client profile summary — retired; replaced by Client memory. Formerly a one-shot AI-written blurb regenerated from scratch.
Shift summary audience — the intended reader of a shift summary (for example family vs. staff); the summary's content is tailored and filtered per audience.
Refine — asking, in plain words, for a change to a draft the AI has already finished, on the document's own screen. Each request revises the draft as it currently stands, including any hand-edits, and leaves untouched whatever the request did not reach. Not to be confused with the refinement passes inside Thorough mode, which are an automated quality review during a first generation and involve no person.
Refinement thread — the running record of refine requests on one document: what was asked, what changed, and who asked. Failed and cancelled requests stay in it, so a request that changed nothing is never mistaken for one that was applied.
Generation dock — the tray listing AI generation runs in progress, the questions they are waiting on, and the ones that have finished; it is the one place every run is visible, wherever you are in the product.
Generation run — one execution of an AI generation request, with its own progress, its own clarifying questions, and its own outcome.

AI chat assistant

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AI chat assistant — a general-purpose conversational helper available to any signed-in user; it does not see client records or business data.
Safety gate — a check that intercepts crisis or emergency messages in the AI chat and responds with crisis-line and emergency guidance instead of letting the AI answer.

Knowledge base

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Knowledge base — a business's private library of uploaded documents that the AI can draw on when generating training content.
Document processing — the step that makes an uploaded document searchable by meaning; a document is only usable once processing succeeds.

Client memory

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Client memory — a single, evolving plain-language narrative about one client, maintained by the AI and revised in place over time; it replaces the retired client profile summary and grounds other AI generation for the client.
Memory update — one background AI run that revises a client's memory from the current memory plus new information (a signal), producing the next retained version.
Signal — new information that can prompt a memory update: a shift note or daily observation, a change-of-condition report, an incident, or a newly published care plan.

Agency memory

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Agency memory — the set of standing rules a business writes for the AI to follow; unlike knowledge base documents, which the AI searches, agency rules are given to it word-for-word on every matching request.
Rule (agency memory) — one titled instruction with a short body, a category, and the AI surfaces it applies to.
Applies to — the AI surfaces an agency rule governs; a rule can apply everywhere or to specific ones.
Prompt budget — the limit on how much agency memory can be given to the AI at once; rules past it are dropped in reverse order of precedence.

Trainings

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Training — a course made of sections, each of which can hold notes, slides or a video, and a quiz.
Section (training) — one part of a training, taken in order: its notes, its media if any, and its quiz if any.
Assessment (training) — a quiz inside a training section, scored by the system; may be required to pass. The product calls it a quiz.
Brief (training) — what the author tells Anaya before she drafts a training: who it is for, what learners must be able to do afterwards, the tone, how long it should be, and which knowledge-base documents to draw on.
Outline (training) — Anaya's first answer to a brief: a title, a description and the list of sections with a one-line summary each, confirmed or adjusted by the author before any section is written.
Coverage note — Anaya's flag on a training section or learning objective that the selected documents did not cover, so the author knows what to check or write by hand.
Media (training) — what a section holds besides its notes: slides, optionally narrated into a video, an uploaded video, or a YouTube video; each is made after the notes and has its own state.
Estimated duration — how long a training takes, worked out from its notes, media and quizzes and shown wherever the training is listed; the author can replace it.
Working copy — the editable draft of a training that is already published; learners keep seeing the published version until the working copy is published in its place.
Training catalog — a library of platform-built trainings that agencies can copy into their own account.
Avail — copying a catalog training into an agency as its own independent, ready-to-use version.
Training assignment — a training given to a specific learner, optionally with a due date.
Required training — a training an agency marks as required for a role, so everyone in that role is assigned it, including people who join later.
Attempt reset — a manager giving a learner who has used every attempt on a quiz a fresh set.
Certificate — the proof of completion issued when a learner finishes a training, publicly verifiable by its number.
Verification page — the public page, reached from a certificate's number or QR code, that confirms the certificate is genuine.
Platform library — the platform team's own knowledge base, owned by no agency and never visible to one, that catalog and platform trainings are drafted from.
Validity period (certificate) — how long a training's certificate stays current, set on the training by its author; a certificate with none never expires.
Renewal training — a shorter training an author can name for renewing an expiring or lapsed certificate instead of retaking the whole course.

Care Feed

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Post — a message on an agency's private Care Feed, optionally with photos, videos, hashtags, and mentions.
Comment / reply — a response to a post; a reply is a response to a comment (one level deep only).
Bookmark — a personal "save for later" mark on a post, visible only to the person who saved it.
Birthday celebration post — an automatic feed post the system creates on a member's birthday.

Blog

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Blog article — a public, platform-wide article on the marketing site; not tied to any agency.

Skills, ratings & feature requests

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Skill — an entry in the single platform-wide catalog of caregiving skills, referenced by profiles and job postings.
Rating — a 0–5 star review of a care provider, which feeds the average shown on their profile.
Verified rating — a rating that authorized staff have confirmed as genuine.
Feature request — a product idea an agency submits to the platform team for triage.

Daily motivations

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Daily motivation — a short motivational quote, one per agency per calendar day, shown to caregivers on their home screen.
Quote batch — a themed set of AI-generated quotes that fills future days on the agency's quote calendar.

Platform operations

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Private file — a stored file that can only be opened through a temporary, expiring link; used for anything sensitive.
Public file — a stored file anyone with the link can view, such as a profile picture.
Expiring link — a temporary, single-purpose web link issued each time someone is allowed to open a private file.
Care Lock — the secure document library attached to a client, care provider, or staff member, organized into folder categories.
Folder category — a fixed set of Care Lock folders per owner (e.g. medical records, advance directives, insurance, personal photos for a client).
Advance directive indicator — a flag on the client record, kept in step with the vault, that tells the platform whether the client has an advance directive on file.
Initials avatar — an automatically generated profile image (initials on a role-colored background) used when no photo has been uploaded.
Activity log — the platform-wide record of who did what, when, and in which agency.
PHI audit entry — a special activity-log entry recorded whenever someone views a client's protected health information.
Statistics dashboard — live charts of shifts, care proposals, and clients for an agency or the whole platform.
System health dashboard — the super-admin view of whether infrastructure, partner services, background work, and real-time messaging are operating normally.
Minimum version / latest version — the oldest app version still allowed to run and the newest available, set per phone platform.
Force update — blocking an out-of-date mobile app from being used until it is updated.

Initial assessments

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Initial assessment — the intake record for a prospective client: identity, Care Circle, requested service (with the agency's service add-ons and a weekly schedule), a rate computation, an AI narrative, and its own assessment on the agency's intake template. It is a shared client intake — the same shape used by the care proposal and the client — so once completed it converts into a care proposal with nothing re-entered.
Guided narrative — the optional, AI-guided intake conversation on an initial assessment (Anaya's "Assessment Mode"): it walks a care manager through the client's care setting and the intake template's sections, writes a warm narrative, and has Anaya suggest answers for the intake's assessment, grounded in the interview transcript, for staff to review. See Assessment Mode.

Care proposals

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Care proposal — the agency's complete, priced offer of care sent to a family for acceptance.
Reviewer — an agency staff member assigned to check the proposal section by section before it can be approved.
Flag — a reviewer's objection on one section of the proposal; every flag must be resolved before approval.
Review round — one full cycle of review; resolved flags from an earlier round never block a later round.
Version snapshot — a frozen copy of the proposal taken at each milestone, so reviewers can see exactly what changed since they last looked.
Signed copy — the PDF of the proposal carrying the representative's electronic signature, stored permanently once accepted.
In Service — the final status of a successful proposal, reached when care actually begins for the client.
Cover letter — the AI-generated opening of a care proposal's care plan, written to the proposal's recipients.
Cover-letter tone — the voice of the cover letter, derived automatically from who the proposal is addressed to: self-directed (the client decides), collaborative (client and a supporter together), or surrogate-led (someone decides on the client's behalf). Replaces the former hand-picked "Care Decision Model" control; it is a behind-the-scenes derived value, not a picker.
Proposal addressee — the people a care proposal's cover letter is written to (the client, one or more Care Circle members, or both); the choice also sets the cover-letter tone.

Base rates

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Base rate — the single standard price list: hourly rate, overtime rate and live-in rate.
City rate — an override of the base rate for one state + city pair.
State rate — an override of the base rate for one whole state (or the District of Columbia), used when the client has no city rate. A rate lookup resolves city rate, then state rate, then base rate.
Service add-on — a service an agency offers on top of care, defined by that agency: a name, a description, an optional extra price per hour, and its place in the list. Chosen on the intake and the proposal, each of which keeps a copy; its extra price is added to every hourly rate. It replaces the five fixed value-added services (Montessori Care, Caring Touch, Healing Ally, Always Fresh and Care Bliss) and Care Mentor, which are retired with template-driven intake. See Assessment Builder.

Clients

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Care Circle — everyone involved in a client's care other than the client (family, existing caregivers, friends); captured once at intake and shared identically by the initial assessment, the care proposal, and the client record. The client is never a Care Circle member.
Care Circle member — one person in a client's Care Circle, with a relationship, contact details, and one or more roles.
Care Circle role — a hat a Care Circle member wears, chosen from a fixed multi-select grouped as Authority (Signs paperwork, Handles finances, Medical decisions, Legal authority), Everyday involvement (Day-to-day contact, Hands-on support, Lives with client, Provides rides), Coordination (Emergency contact, Coordinates care, Receives updates), and Limited involvement (Rarely involved).
Responsible party — the one Care Circle member (or the client themselves) designated as the client's decision-maker of record; recorded as a pointer that is resolved, never invented (an unset or stale pointer resolves to no one, never the first contact by default). Authorizes the care plan, is the default recipient of the emailed care proposal, and is the data and Anaya Wallet gatekeeper.
Client profile — the client's personal details: name, date of birth, address, language, pets, health baselines, narrative, and care preferences.
Client status — where the client is in their lifecycle: Draft, Active, On Hold, or Closed.
Care team — the agency's own staff assigned to that one client: the client's accountable care managers plus the care providers assigned to them. Membership is always a per-client assignment, never a job title — an admin who holds no assignment on this client is not on their care team. This is the audience for a client's staff notifications (appointment reminders and appointment lifecycle alerts). The Care Circle is deliberately excluded: family and representatives are notified as an explicitly chosen audience, never by being folded into the care team.
Care team assignment — the link between one client and one care provider, with its own status and a priority order.
Care manager assignment — the link between one client and one accountable care manager, with its own status; eligibility is by permission (manage care reviews), not by role name.
External care providers — outside organizations (home-health agencies, pharmacies) stored as contact information only; not the care team.
Medical record — the client's medical history: allergies, diagnoses and conditions, hospitalizations, surgeries, and medical equipment.
Service information — the type of care the client receives (In-Home Care, Hospice Care, Respite Care, or Placement) and its start/end dates.
Client reference ID — a short identifier shown for and searchable on each client.
Client onboarding meeting — a live Zoom or Google Meet walkthrough where agency staff show a client or Care Circle member how that agency uses Anaya Care for the person in their care. It is an invitation to meet, not portal access, and is distinct from the marketing-site Book a Demo (Anaya selling to an agency), the representative app invite, the guided family-onboarding flow, and telehealth.

Client calendar

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Calendar item — one entry on the client calendar: a meal assignment, an engagement-activity assignment, or a doctor's appointment.
Event-type filter — a toggle that shows or hides one kind of calendar item without changing any underlying data.

My Calendar

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My Calendar — a person's own calendar: the events they take part in, plus their agency's announcements. Every member of an agency has one, on the phone and, for the roles that use it, on the web dashboard.
Involvement — why an event is on someone's My Calendar: assigned to them, they are the doctor, they set it up, they are invited, it concerns the person they represent, the client is on their care team, they manage the client's care, or the agency posted it for everyone.
All-day item — a My Calendar event that falls on a day rather than in a time slot: a training's due date, an announcement's deadline, or the day an announcement was posted.

Care assessments

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Care assessments — the six evaluations kept on every client's record; at most one of each per client. They are Anaya : templates in the Anaya library, added to an agency locked, placed on every client, and filled like any agency assessment. Which of Anaya's plans read them, and at which status, is set per plan (ABLD-19).
Library instrument — one of the six care assessments as a locked template in the Anaya library, carrying its owner's licence and credit line; one copy per agency (ABLD-34).
Simplified Routine Task Inventory — the quick, structured picture of a client's daily functioning: for each activity of daily living and instrumental activity it records , , and separately, plus Equipment and Home Safety status and a confirmed-dementia question. Anaya's own instrument, and a ready choice for an agency's intake or proposal template. (Informally, Simplified RTI.)
Capacity — in the Simplified Routine Task Inventory, what the client can do for a task on their own: Independent, Supervision / Cueing, Minimal Assistance, Moderate Assistance, Dependent, or Not Established.
Support now — in the Simplified Routine Task Inventory, who currently performs a task for the client: Self, Family, Paid Caregiver, or Unmet (needed but no one does it).
Risk — in the Simplified Routine Task Inventory, a flag meaning the client can do a task but doing so is unsafe.
Routine Task Inventory — the comprehensive version: for each ability, the assessor checks detailed behavioral criteria and identifies the highest independence level the client genuinely demonstrates.
RTI-E — Routine Task Inventory (Expanded): the name the generation pages use for the comprehensive above. It is the same instrument, used unchanged with its author's permission; an agency may substitute a configured equivalent. A direct input to task instruction step generation.
Montessori Profile — the person-centered, narrative assessment of who the client is: history, preferences, routines, communication, and engagement patterns; carries no scores.
Allen Cognitive Level (ACL) — a standardized 6-level scale of cognitive functioning, from Level 1 (automatic reflex actions, total care) to Level 6 (planned, independent actions); the assessor selects exactly one of 24 modes, used with the Allen Cognitive Network's permission.
ACL mode — a fine-grained step within an Allen level (e.g. 4.4 "Complete a Goal"), each with a precise behavioral description and typical assistance level.
Home Safety assessment — a room-by-room inspection of the client's home across twelve areas, each checkpoint in place, needing attention, not applicable or not evaluated, ending in a written recommendations summary. Adapted from the Rebuilding Together "Safe at Home" checklist with permission.
Meal Assessment — the complete picture of how the client eats: swallowing safety, nutrition and hydration, feeding abilities, and dietary needs and preferences. Its named safety questions are the only answers Anaya's food-safety checks read (ABLD-15).
ADL (Activities of Daily Living) — the basic self-care activities of everyday life: bathing, dressing, eating, toileting, mobility, continence, communication, medication management.
IADL (Instrumental Activities of Daily Living) — the practical life skills that keep a household running: meals, housekeeping, finances, transportation, shopping, appointments.
MNA-SF — the Mini Nutritional Assessment (Short Form): six scored screening questions that the fixed Meal Assessment form used. Not part of any Anaya template from template-driven intake (decided 2026-10-01); stored answers are archived, never shown.
IDDSI level — the numbered international scale for food texture and drink thickness the fixed Meal Assessment form used. The Meal Assessment instrument names textures in plain words instead (thin to extremely thickened drinks; liquidised to regular foods), mapped one-to-one from the old numbers.
Assessment status — where an assessment stands: Not Started, Draft, or Completed. Completed is a deliberate sign-off, not a save.
Revision — one save of an assessment, kept with its answers, its status, who made it, when and why (); the fixed forms called these versions. One assessment, many revisions. Care plans record the revisions that grounded them ().
Assessment generation — retired with . A client-level stamp that used to be cut across all six care assessments at once when reassessment suggestions were applied.

Assessment Builder

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Assessment Builder — the tool for an agency to build its own assessments from templates, use Anaya's library — the six care assessments included, as locked library instruments — and fill them on the client record, the initial assessment and the care proposal.
Assessment template — an agency's own assessment form: sections, questions, answers, show-when rules and optional points. A template belongs to one business.
Edition — a published, unchangeable snapshot of an assessment template ("Published · edition 3"). Templates have editions; an assessment has revisions.
Agency assessment — one filled-in copy of an assessment template — a client's, or the one an initial assessment or a care proposal carries — pinned for life to the edition it was started on; Not Started, Draft or Completed.
Anaya starter — a template Anaya writes for every agency (Caring Touch, Always Fresh, Care Bliss, Supervisory Visit, Record an outside result, and the General Care Assessment); using one copies it into the agency, to use or change.
Intake template — the published template an agency chose for its initial assessments (ABLD-35).
Proposal template — the published template an agency chose for its care proposals; it may be the intake template (ABLD-35).
Agency setup — the one-time step in which someone who may publish templates chooses the intake and proposal templates and lists the service add-ons, or says there are none. Until it is done, the agency's staff wait at the (ACCESS-40).
Setup gate — the hold on an agency's owners, admins, custom-role staff and care providers actively assigned to it until agency setup is done: the web sends them to agency setup, or to a page saying it is being finished, and the mobile app shows a hold screen. Representatives and medical professionals are never held (ACCESS-40).
Outside result — a template type that records a score someone else measured — the check's name, score, date and who gave it — without Anaya storing the check's questions.
Anaya may fill this — a question's AI setting: Suggest, Quote only (Anaya shows what was said but the care manager chooses) or Never.
Support state — how an answer Anaya suggests from a conversation is backed: Said directly, Inferred · please check, Conflicts, or Not discussed. Always words, never a percentage.
Requirement pack — (planned) one state's, payer's or franchise's assessment rules described as data, so the builder can show whether a template covers them.

Assessment Mode

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Assessment Mode — the guided-narrative intake conversation on an initial assessment (user-facing name ): the assistant walks a care manager through the client's care setting and the intake template's sections, then writes a narrative, and Anaya suggests answers for the intake's assessment for staff to review. Optional — an initial assessment can also be filled in by hand.

Change of conditions

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Change of conditions — a written note a care provider records during a shift when they notice a change in the client's condition; moves through submit → review → acknowledge.
Review (change of conditions) — a care manager's examination of a submitted note, with review notes, a decision (approved or needs attention), and a significance determination.
Significant change of condition — a change a reviewer marks as large enough to re-evaluate the whole care arrangement. A significant change triggers a reassessment (); the criteria for "significant" are agency-configurable, the consequence is not.
Acknowledgment (change of conditions) — the final staff confirmation that a reviewed note has been seen and handled.
Handover alert — the automatic evaluation, on every submitted note, of whether the next care provider on the client needs a briefing before their shift.
Reassessment loop — the follow-through after a significant change of conditions: review the note → run a reassessment → the agent suggests assessment changes question by question () → the care manager applies the accepted ones, each written as a revision of its assessment () → regenerate the care plan and the Care Task List.

Reassessment

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Reassessment — a scheduled or event-triggered review cycle that revisits a client's assessments and care plan to keep care current. Event triggers include a significant change of condition, a hospitalization, a discharge, a serious incident, a representative request, or a repeatedly-flagged instruction step. The agent proposes per-field assessment changes for the care manager to apply — it never edits an assessment itself ().
Care review — the care manager's act of deciding one open reassessment, and the name of the agency-wide queue where open ones wait. A reassessment is the record; a care review is the work done on it. Agency-wide, lists only what is still awaiting a decision; a client's own page keeps the full history including completed reviews.
Apply selected — the care manager's acceptance of the ticked assessment suggestions while a review is AwaitingReview (); writes the values as revisions, recomputes materiality. Separate from recording the outcome.
Materiality threshold — the agency-configured size of score change that flags task instruction steps for regeneration (). Default: a change that crosses an independence-level or cognitive-level boundary.

Transition of Care

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Transition of Care — the structured handoff when a client moves between care settings or providers, capturing what the receiving side needs to know. Includes the hospitalization round-trip: a client moves to OnHold during a hospital stay and returns through a discharge-triggered care-plan review before care resumes ().
Discharge note — the written summary recorded when a client's care ends or transitions, documenting status, instructions, and follow-up.

Care lifecycle

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Care lifecycle — the continuous loop a managed client moves through: assess → plan → deliver → observe → re-evaluate → re-plan.
Care Operations workflow — the strict client setup sequence: Schedule → Shift Generation → Care Plan → Care Team → Shift Assignment → Meal Plan → Meal Assignments → Activities → Activity Assignments → Care Task List.
Workflow state — a Care Operations step's state: Locked, Ready, In progress, Complete, or Stale.
Trigger contract — a defined rule by which an event on one module causes an action on another, owned as a numbered rule by the module that emits the event.
Plan-currency — the property that the live care plan and Care Task List reflect the client's current condition; broken by a triggering event, restored by a recorded care-plan review.
Stale Care Task List — a published Care Task List built from a care plan version older than the client's current one.
Care-plan review — the single downstream action that a change of condition, a discharge, and a reassessment all converge on ().

Care plans & tasks

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Care plan — the narrative plan describing how the client should be cared for: daily-living approaches, goals, safety adaptations, memory care, health readings, and escalation protocol. Versioned; the newest version is always the current plan. Each generated version records the assessment responses, templates and revisions that grounded it (). In this handbook, "care plan" always means this narrative document — never the operational list below.
Care Task List — the operational list of recurring tasks attached to one client schedule, which care providers perform during shifts. Moves through Draft → Published → Archived. (Formerly the "task plan"; renamed to end the confusion with "care plan." The in-code entity is CareProviderTasks.)
Task template — a platform-wide form definition for one kind of task (e.g. "Vital Signs"): the fields to fill in, which answers are required, and which values trigger warnings.
Scheduled task — a task that occurs at set times and is completed once per occurrence per shift.
Tracking task — a task that can be recorded any number of times during a shift, each entry numbered.
Task submission — a care provider's record of performing one task on one shift, including form answers, files, location, and any warnings.
Threshold warning — an automatic flag when a submitted health value falls outside the safe range for that client. Warns, never blocks.
Concern — a comment on a submission flagged for agency follow-up; it moves Open → Acknowledged → Resolved.
Excused occurrence — a single task occurrence waived because it collides with a doctor appointment.
Recurring time-anchored task — a scheduled task tied to a specific time of day that recurs on each matching shift, completed once per occurrence.
Time Performed — the actual time a care provider recorded carrying out a task, captured on the submission.
Methodology Configuration — the per-client settings that shape how care is delivered and how plans and tasks are generated (e.g. the care approach and emphasis applied).
Routine times — the client's wake, sleep, and meal times, set directly on the client schedule page; the operational source that drives schedule defaults and task times. Each is a — an earliest and a latest time — not a single instant. The care plan may propose them, but does not own them. Also called routine anchors where they position schedules and task times.
Routine window — the earliest and latest time a routine moment is expected to happen ("breakfast between 8:00 and 8:30 AM"). Expresses tolerance, not duration: it says when the moment may fall, not how long the activity takes. Both ends are always set together.
Daily Routine section — the care-plan section that proposes the client's routine time anchors; on publish it seeds any routine window the care manager has not set (fill-if-empty).

AI-Generated Task Instruction Steps

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AI-Generated Task Instruction Steps — an AI-drafted, ordered list of how-to steps attached to a task, written for the care provider and always reviewable before use.

Scheduling & shifts

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Schedule — a recurring or one-time time slot for a client's care (start time, duration, repeat pattern), defined in the client's timezone.
Schedule revision — the version that changes whenever a schedule's operational definition changes.
Shift-generation batch — one retained, 45-day expansion of selected schedule revisions into concrete unassigned shifts.
Not available — a shift whose assigned care provider cannot work it; it returns to the open pool and the care team is told it needs coverage.
Care readiness quiz — a short, AI-generated, client-specific quiz a care provider takes on mobile before a shift, scored against a passing mark; a client can require a passed quiz before clock-in. The PRD calls this the "daily login quiz".
Daily Login Quiz — the PRD's name for the Care Readiness Quiz; the same pre-shift gate, no separate feature.
Shift — one concrete occurrence of a schedule on a specific day, worked by at most one care provider.
Timesheet — the clock-in/clock-out record for a worked shift, including the locations where the care provider clocked in and out.
Geofence — the allowed distance from the client's address within which a care provider may clock in.
Handover — a note for the incoming care provider, written by the outgoing care provider or generated automatically from a change-of-condition or incident report.
Reflection — a short end-of-shift questionnaire the care provider completes after clocking out.
Shift summary — an AI-written care report covering a date range for one client, tailored to an audience (e.g. family vs. medical).
No-show — a shift whose assigned care provider never clocked in within the agency's grace window.
Daily-hour limit — the cap on how many hours a care provider may work per day.

Job postings & applications

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Job posting — an agency's advertised care job for one client: title, description, required skills, location, pay range, urgency, and the weekly schedule the role needs.
Shift pattern — the weekly schedule a posting needs, written as weekday plus clock times in one timezone — the same vocabulary a care provider declares availability in. Entered by staff on every posting; required.
Application — a care provider's response to a published posting, optionally with a cover message.
Declared availability — a provider's timezone-aware weekly available windows and their effective dates.
Availability override — a date-specific available or unavailable interval that takes precedence over the weekly pattern.
Featured feed — the highlighted marketplace list: published postings that are flagged as featured or marked urgent.
Job alerts opt-out — a care provider's setting that removes them from the marketplace entirely: no listings, no alerts, no applying.
Reviewer notes — free-text notes a reviewer attaches to an application; the applicant can see them.
Availability indicator — the signal showing how much of a posting's weekly schedule an applicant's declared availability covers, and which days it does not.
Separation of duties — triaging applications and making the final accept/reject decision are two different permissions.

Medications

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Medication list — the set of medications kept on a client's record: prescriptions, over-the-counter drugs, topicals, and supplements.
Med pass — a named group of a client's medications that are given together and therefore share one schedule.
Medication schedule — the recurring times a medication is due, set in the client's timezone.
Medication reminder task — the task a care provider sees during a shift when a scheduled dose falls inside that shift.
Medication checklist — the per-medication form inside a medication reminder task where the care provider marks each medication Taken, Skipped, or Unavailable.
Medication log — the permanent record of one medication's outcome for one dose: who recorded it, when, with what status, reason, and notes.
Stock — the remaining number of doses on hand for a medication.
Refill reminder — an optional per-medication alert: when stock falls to or below a chosen threshold, the agency's management team and the client's representatives are notified.
Medication guide — plain-language drug information (warnings, usage, side effects) automatically pulled from public drug databases and shown to care providers and families.
Discontinue — marking a medication inactive so it stops generating tasks but stays visible in the client's history.

Health readings

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Health readings — numbers written down during care visits at the family's or representative's request: weight, blood pressure, heart rate, oxygen saturation, blood sugar, body temperature, and respiratory rate. Anaya Care records them; it does not monitor or interpret them.
Out-of-range reading — a recorded reading outside the platform's healthy range, flagged with a severity of low, high, or critical.
Period health report — an AI-assisted summary of a client's health over a chosen date range, optionally compared against a previous period; drafted, edited by agency staff, then finalized.
DNR / advance-directive acknowledgment — a care provider's confirmation that they have reviewed a client's DNR order or advance directive.
Stale acknowledgment — an acknowledgment made before the newest directive document was uploaded; the care provider must acknowledge again.
Doctor's appointment — a scheduled visit between a client and a medical professional, with travel time, reminders, and an outcome the care provider submits from the visit for a care manager to review and approve.
Visit-history summary — an AI-written overview of a client's completed appointments, downloadable as a PDF or an editable Word document.

Healing Ally

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Healing Ally — the name of the client's wound tracker module. It names the module only: the things inside it are wounds and wound checks, and no screen calls the product "wound care".
Wound — one wound on one client: its body region, when it was first noticed, where it came from, whether it is Open or Healed, and its check schedule.
Body map — the front and back outline of a person, drawn for Anaya, on which each of a client's wounds is a pin in its body region.
Wound origin — whether a wound was present at the start of care, appeared during care, or the person adding it is not sure. A wound that appeared during care prompts an incident report.
Wound check — one dated look at a wound: a photo (from the in-app camera on the phone, or uploaded on the web) and any notes, with who logged it, when, and the shift when there was one. Formerly a wound assessment.
Progress — a wound's checks in order, with the photos side by side, so anyone can see how it has changed. It never says whether a wound is better or worse; that judgment belongs to the client's healthcare providers.
Check schedule — how often a wound should be checked: every visit, every N days, or weekly (the default). A check the schedule asks for is due; one not logged in time is overdue.

Incident reports

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Incident report — a written account of something that went wrong involving a client, filed by a care provider.
Incident type — the category a report must declare: fall, medication error, injury, behavioral incident, skin integrity issue, choking, or medical emergency.
Edit window — the short period after filing during which the reporter may still correct their report.
Review — a manager's examination of a submitted report, with optional notes.
Resolution — the final closing of a report, with notes on the outcome.
Share with family — a one-time, one-way action that makes a report known to the client's family representatives.
Handover note — an automatically suggested briefing for the next care provider on shift, which can be generated from a serious incident.

Emergency alerts

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Emergency alert (SOS) — a panic action available during an active shift that dials 911 and records an alert with the care provider's location.
Acknowledgment (alert) — a manager confirming they have seen and are responding to an emergency alert.

Meals

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Meal bank — the agency's library of meals (recipes with ingredients, steps, and nutrition) that can be offered to clients.
Meal link — the connection between one meal and one client, carrying that client's own approval decision for the meal.
Shift attachment — placing one approved meal or activity onto one specific meal-preparation or engagement task within one scheduled shift.
Bulk scheduling — automatically spreading a client's approved meals or activities across the matching tasks in their upcoming shifts.

Engagement activities

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Care Prints — the print-and-activity product whose engine Anaya vendors. Worksheets in a client's activity bank are Care Prints pages (care-prints.com), not Anaya Care stationery.
Engagement activity — a Care Prints worksheet created for exactly one client, with its own content and a printable sheet.
Printable handout — the exported Care Prints sheet (SVG/PDF). Its footer is the Care Prints row: puzzle heart, Care Prints, CARE YOU CAN PRINT, care-prints.com, and 1.888.896.8275.

Essential needs

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Essential need — a single item the client's household requires — a medical supply or a grocery — carrying an on-hand count and an optional par level.
On-hand count — how many purchase units of an item the household currently has. An item is Out of stock at zero, Low below its par level, and In stock otherwise.
Par level — the on-hand count a household wants to keep for an item. Optional; an item without one is never flagged Low.
Stock ledger — the append-only record of every change to an item's on-hand count: the movement, the resulting balance, the reason, and who made it.
Stock adjustment — a correction to an on-hand count made by hand — consumption, spoilage, waste, a donation, or a miscount.
Standing library — a client's essential-needs list, which persists: an item's count rises and falls as the household buys and uses it, rather than being re-entered each time.
Retailer lookup — a live search of a retail feed when someone adds an item; nothing is stored as a catalog, only a snapshot of the chosen product.
Product snapshot — what the retailer said about a product when it was attached (name, photo, size, shelf price, the store that quoted it, and when). Never rewritten.
Reference store — the shop a client's prices are quoted from, resolved from that client's own address.
Essential-needs request — a bundle of items a care provider submits to the agency for funding, each line carrying its own quantity to buy. It behaves as a purchase order: receiving a line is what raises the item's on-hand count.
Received quantity — how many units of a request line have actually been bought and brought home. A line may be received in part.
Fund request — an approved essential-needs request forwarded to the client's responsible party, who approves or declines the itemized, priced list before any shopping happens.

Home inventory

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Home inventory — the client's list of photographed items of significance, used for accountability between the agency and the family. Each item is its own record — mainly a photograph, with a name, category, and condition as labels on it. The representative agrees each item as shown.
Inventory photograph — the original camera (or office-uploaded) image stored on an item. It is the primary record of the item and is never replaced by an AI-modified image.
Agreed snapshot — the frozen full copy of an item at the moment a representative agreed it (all labels plus the photo file ids then in force). Later edits do not rewrite that copy.

Routine & Habit Tracking

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Routine & Habit Tracking — the record of a client's regular routines and habits over time, so care providers can support consistency and spot changes.
Life's Milestones — meaningful life events and personal history kept on a client's profile to inform person-centered care and engagement.

Telehealth

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Telehealth — remote video or phone visits between a client and a medical professional, arranged and recorded through the platform.

Care Coordination

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Care Coordination — the shared workspace for keeping a client's care team and outside providers aligned on plans, updates, and next steps.

Report Generation

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Report Generation — building shareable client reports from reusable content blocks, each aimed at a chosen audience.
Report audience — the intended reader of a report (e.g. family, staff, or a medical professional); audience controls what content is shown.
Content block — a reusable building piece of a report, such as a summary, a chart, or a status banner.
Health Snapshot — a report template giving a concise picture of a client's current health and wellbeing (the PRD calls this the "Clinical Snapshot").
Welfare Status Banner — a prominent banner on a report flagging the client's overall welfare status at a glance.
Wellbeing Summary — a narrative content block summarizing how the client is doing day to day.
Professional Statement — a content block carrying a medical professional's written note or attestation within a report.
Comparative Period Report — a report that sets a chosen period against an earlier one to show change over time.

Offline mode

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Offline mode — the care-provider-only state the mobile app enters on losing connectivity, in which core documentation continues locally and is encrypted on the device until it can sync.
Sync — the automatic upload of data captured offline once connectivity returns, designed so no data is lost.
Connectivity-dependent feature — a function blocked while offline because it needs a live connection (messaging, the Care Feed, Care Lock, Anaya Wallet, and push notifications).

Anaya Wallet

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Anaya Wallet — a per-client prepaid balance, held by the agency and recorded by the platform, that approved fund requests draw against.
Wallet balance — what a client's wallet is worth right now: everything paid in, less everything drawn out. It can go below zero.
Top-up — a payment that adds money to a client's wallet. It settles straight to the agency, never to Anaya.
Receivable — a negative wallet balance: money the agency has already spent on a client's behalf that the family has not paid for yet. Shown plainly to the agency and the family rather than hidden.
Fund-on-approval — funding one request rather than a period: a top-up sized to a single approved fund request. A way of using the wallet, not a separate model.
Revolving fund — the older name for the wallet balance itself: money topped up in advance that purchase requests draw against. No longer a deferred future concept — it is what the Wallet is.
Payment method — the responsible party's credit or debit card, used to pay a top-up, including one presented through Apple Pay or Google Pay. What a top-up actually settled on is recorded against its ledger entry, so a family reading their history sees the card they paid with rather than the word "payment". Bank transfer (ACH) is a later addition.
Connected account — the agency's own account at the fintech partner, with its own balance and its own bank details. Every top-up settles there, which is how the platform avoids ever holding client money.
Application fee — the platform fee: Anaya's percentage of each top-up, taken by the fintech partner at the moment the payment settles. Set platform-wide, and fixed on each transaction when it is raised so a later change never reaches back.
Payout account — the agency's own verified bank account that funds settle out to. Client funds never route to a care provider's personal account.
Settlement — money arriving in the agency's account.
Reconciliation — comparing a closed request's receipted actual spend against the amount drawn from the wallet, restoring an underspend to the balance and drawing an overspend from it.
Ledger — the append-only record of every movement in and out of a wallet, each entry carrying the balance it produced and reconcilable line by line against the fintech partner's own record.
Responsible party — defined under Clients. In the Wallet, the responsible party approves fund requests, pays the top-ups behind them, and can always see the balance and the full transaction history.
Fintech partner — the external payments provider that moves the money, holds it in flight, and carries the money-transmitter licensing; the platform never holds or disburses funds itself.

Finance

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Adjustment — a line in the earliest open pay period carrying a change to a period that has already closed — a corrected or added timesheet, a back-dated rate, a line item: what the changed thing is worth now, minus what was frozen for it. Worked out by the system, never typed.
Bill rate — the hourly rate a client is billed for every hour worked for them, whoever works it. One per client, set in Finance; never taken from the care proposal or from Base Rates.
Flag review — a person's record, optionally with a note, that they have looked at a Finance flag — something in a pay period that needs a second look before it closes. It holds only while the facts it looked at are unchanged.
Incomplete record — a timesheet that does not say which client it was for or which time zone it belongs to, so it cannot be dated on the client's calendar or priced. Reviewing it leaves it out of the pay period.
Line item — a pay entry that is not clocked hours: a bonus, a reimbursement, a deduction, or a wallet refund. Paid, never billed to a client.
Pay period — a run of calendar days whose hours are paid and billed together: a week, two weeks, half a month, or a month. Open until it is closed, which freezes every line in it for good.
Per-client pay rate — what one care provider is paid for working for one particular client. Where none is in effect, the care provider's default pay rate applies.
Rate version — one hourly rate, in whole cents, taking effect from a calendar date. A rate is never edited: a change is a new version, so a past pay period keeps the rate it was priced with.
Wallet refund — a line item repaying a care provider for an essential-needs purchase they paid for with their own money, created automatically when the request completes. It needs a receipt photo before it can be approved.

EVV compliance reporting

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EVV (Electronic Visit Verification) — the requirement to electronically verify home-care visits by capturing six federally required data points; the platform already captures them, and the future work is state reporting.
EVV aggregator — a state-designated system that providers must report visit data to; integration is per-state and applies to Medicaid-funded subscribers.
EVV data points — the six federally required facts captured for each visit: the type of service, who received it, who provided it, where it happened, and the visit's start and end times.

Security & compliance

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Non-functional requirement — a platform-wide obligation (security, privacy, performance, scalability, disaster recovery, accessibility) every module must meet, rather than a feature a user operates.
MFA (multi-factor authentication) — a second proof of identity required at sign-in beyond a password.
RTO / RPO — Recovery Time Objective (the maximum acceptable time to restore service after an outage) and Recovery Point Objective (the maximum acceptable amount of data loss).
SOC 2 Type II — an independent report attesting that security controls operate effectively over a period of time.
WCAG 2.1 AA — the web accessibility standard every user-facing interface must satisfy.

Data ownership & retention

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Data owner — the client and their responsible party, who own and gatekeep the client's data.
Data processor — the subscribing company, which handles client data to deliver care but does not own it.
Data custodian — Anaya, which stores and safeguards the data but does not own it.
Retention period — how long client data is kept: the duration of the care relationship plus at least 7 years, or longer where state law requires.

Integrations & API

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Integration register — the catalogue of third-party services the platform connects to, each marked Current, Planned, or Future.
Webhook — an outbound real-time notification the platform sends to an external system when an event occurs.
HL7 FHIR — a healthcare data-exchange standard used for interoperable export where applicable.

Performance evaluation

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Performance evaluation — a care provider's performance-review record, maintained by care managers, designed to also incorporate care readiness quiz scores.

Gamification

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Gamification — a configurable, per-agency scheme of rewards and recognition for care providers; its mechanics are not yet decided.
Caregiver Level Badge — a recognition badge that reflects a care provider's level of experience, training, and standing on the platform.

Glossary

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