Home Inventory

Part of the Anaya Care Handbook — the source of truth for how the product must behave. When the product needs to change, change this document first, then make the system match it.

What this covers

This page governs the home inventory: a versioned, signable record of the items of significance in a client's home, used for accountability between the agency and the representative. It documents valuables (jewelry, electronics, artwork, collectibles, cash), medical equipment and assistive devices (wheelchairs, walkers, beds, oxygen, hearing aids, glasses, prosthetics), household items relevant to care, keys and access (spare keys, alarm codes, safe combinations), and the physical location of important documents. The agency drafts it, agency leadership approves it, and the representative signs it. It sits alongside the client's everyday-life support documented in Meals, Engagement Activities, and Essential Needs.

Home Inventory is distinct from Essential Needs: Home Inventory documents lasting items of significance for accountability, while Essential Needs tracks consumable supplies that get used up and re-bought.

Key terms

• Home inventory — a versioned, signable record of the items of significance in a client's home, used for accountability between the agency and the representative.
• Item of significance — a valuable, a piece of medical equipment or assistive device, a household item relevant to care, a key or access code, or the physical location of an important document — not a consumable supply (those belong to Essential Needs).
• Inventory version — one numbered edition of a client's home inventory; revising a signed inventory starts a new, higher version connected to the one it replaced.
• Signing — the representative's formal acceptance of an approved inventory, capturing the signer's name and relationship to the client, with an optional witness.
• Discrepancy flag — a care provider's report that an item no longer matches the record; the care provider can raise a flag but cannot edit the entry, and the care manager is notified immediately.

How it works

The home inventory is a formal, versioned document: a list of the client's items of significance (with condition, location, value range, and photos) that the agency drafts, the agency leadership approves, and the representative signs. Care providers review and acknowledge the inventory before their first shift, can flag discrepancies they notice but cannot edit entries, and every edit is logged with a timestamp and the user's identity. The inventory can be exported as a PDF, and the Company Admin and Care manager have a full audit trail. Once signed it is frozen; changing anything means starting a new version.

Rules

1. INV-1 — Home inventories are versioned per client: each new version gets the next number and stays connected to the version it replaced.
2. INV-2 — An inventory can only be submitted for approval if it contains at least one item.
3. INV-3 — Only Draft and Pending approval inventories can be edited. Approved and Signed inventories are frozen; the only way to change a signed inventory is to revise it into a brand-new draft version with the items copied over.
4. INV-4 — A client can have at most one Draft inventory at a time.
5. INV-5 — Only Draft inventories can be deleted.
6. INV-6 — Signing requires an Approved inventory and must capture the signer's name and relationship to the client; a witness is optional. Signing home inventories is inherent to the Representative role and cannot be removed by permission configuration (ACCESS-35).
7. INV-7 — Home inventories are visible only to logged-in users whose role permits it, and never cross agency boundaries.

Note: This page's rules were retired from the old Daily Living page: DAILY-19 – DAILY-24 → INV-1 – INV-6. IDs are never reused.

Who can do what

Decisions needed

• Where do representatives sign the home inventory? Representatives hold the signing right but use the mobile app, which has no signing step today. Options: build signing into the mobile app; send a secure web link; have the care provider present the signature screen in person on their device.
• Should item photos be in-app camera only? The requirement is for inventory photos to be captured with the in-app camera, with no camera-roll uploads, so each photo provably comes from the home. Options: restrict to live camera capture only; allow camera roll but tag the source; allow camera roll for office staff but lock care providers to live capture.
• How does a care provider acknowledge the inventory before their first shift? Each care provider must acknowledge the inventory before their first shift, logged with a timestamp. Decide where the acknowledgement lives (a step in the mobile shift start, a one-time gate per client) and whether the first shift is blocked until it is recorded.
• How are flagged discrepancies handled? Care providers can flag a discrepancy but not edit entries, and the care manager must be notified immediately. Decide the flag's shape (per-item note, photo, severity) and whether a flag pauses or annotates the affected item until the care manager resolves it (INV-3).
• Can representatives add their own items, and how far do Tier 2 family editing rights reach? The reference grants a representative (responsible party) View plus Create for their own items, and Tier 2 family Create/Edit/View. Decide whether these self-added items enter the same approval-and-signing flow as agency-drafted items (INV-1, INV-3, INV-6) and how they are distinguished from agency entries.