Everything it does, end to end
Leymax Records is not a digital filing cabinet: it is your nurse registry’s complete documentation cycle — from worker onboarding to the AHCA survey — watched by a compliance engine built on Florida’s rule.
The compliance engine
The heart of the system: it knows which paper is missing, which expires and who must produce it.
A matrix of 114 obligations
For every patient, worker and your clinic itself: what’s missing, what expires, who produces the evidence and what closes it — each row with its legal citation. The 8 obligations that are pure law cannot be switched off by anyone.
Requirements by role
An HHA is never asked for a nurse’s paper, nor the other way around. Each role has its real folder: 4 folders and 53 obligations per role, with the physical folder’s page numbers noted.
The nightly watchdog
55 invariants patrol your real database every night: improper waivers, contracts without terms, papers without dates, failed exams counted as passed.
Verification against the source
RN/LPN/CNA licenses against the DOH, Level 2 background against AHCA’s Clearinghouse, NPI against NPPES, HHA training. Against the official source, not the photocopy.
The paper
Forms traced from the real folder and exact government forms.
25 traced forms
Measured line by line against the physical paper, always letter-size. A single template serves to view, fill on screen, print blank or filled, sign and export.
Exact official forms
AHCA 3110-7004, 3100-0008, 3110-1017 (CEMP), Proof of Financial Ability, W-9 — mirrored exactly, never redesigned. A government document is respected.
Your own forms
Upload them blank and the system learns to recognize them before the first folder arrives. You can also create custom requirements with watched expirations, bell notices and automatic renewal.
Intelligent folder intake
Upload the entire scanned folder — 30 to 100 pages — and the system takes it apart with OCR, detects identity, splits per document and files it. Anything it can’t place with certainty, it asks you. It never invents an expiration.
The people
The worker portal and field admissions.
Worker portal
Email + one-time code, 30-day trusted device, multi-agency. The step-by-step application from the phone, the consent packet in one pass, credentials with the camera.
Admissions at the patient’s home
Assessment, care plan, medication schedule, disaster plan and service agreement from the RN’s phone or tablet, with the patient signing on the device. The 60-day progress notes request themselves.
Phone document scanner
Automatic sheet detection, auto-capture when the document is framed and steady, perspective correction. The result: a letter-size PDF that looks like it came from an office scanner.
Signatures with authority
External signing by link + code, patient co-sign in one act, one-tap adopted signature, office countersign on the exact line. Versioned E-SIGN consent and a sealed evidence annex.
Delivery and the house
What leaves the system, and what protects your agency.
The survey in one PDF
Cover, index with pages, sheets intact in folder order — no marks over a signed paper. Scenario binders: opening, survey, CEMP, deficiency/RFI, renewal.
Automatic renewals
CPR, licenses, exams, the 60-day cycle review: the draft creates itself with the data copied in, and evidence is requested from the worker by email with a deep link. No spam: one request per credential every 21 days.
Retention, legal hold and HIPAA
An automatic 6-year retention floor, legal hold by subject, document or clinic, an append-only PHI access log, BAA included at activation.
Clinic governance
Your agency’s own file: complaints with a full lifecycle, the emergency plan (CEMP) with a 28+ element audit, annual review, the AHCA 3100-0008 declaration and a deficiency/RFI workflow.