The Action Plans section in Access Provider Gateway gives you a structured way to address issues, drive improvement, and ensure compliance for your care providers. You can create, track, and manage plans to remedy concerns found during assessments, inspections, or ongoing monitoring.
⚠️ Important: You'll need Manager or Administrator permissions to create and manage action plans.
What the Action Plans section includes
The Action Plans section gives you a range of tools to manage provider improvement effectively.
Feature | What it does |
Create action plans | Build step-by-step plans for providers to follow. |
Task assignment | Allocate actions to specific individuals or provider teams. |
Deadlines and priorities | Set timeframes for completion and mark urgent actions. |
Progress tracking | Monitor updates, mark actions as complete, and see remaining tasks. |
Evidence submission | Attach documents or notes to prove actions taken. |
Automated reminders | Notify responsible parties of upcoming or overdue actions. |
Reporting and audit trail | Export action plans and view completion history for compliance and quality improvement. |
How to create and manage an action plan
Open Action Plans
Click Provider Gateway, then click Action Plans.
📌 Note: You can also access action plans directly from a completed assessment by clicking Create action plan in the assessment summary.
Start a new action plan
Click Create action plan.
Link the plan to a provider, assessment, inspection, or compliance issue.
Enter a clear title and description for the plan.
Define actions
Click Add task to create a new action.
Enter a clear description of what needs to be done, for example "Update medication policy" or "Repair fire alarm".
Select the individual or team responsible for completing the action.
🤓 Tip: Keep task descriptions specific and actionable so responsible parties know exactly what is required.
Set deadlines and priorities
Enter a target completion date for each task.
Select a priority level from the dropdown: High, Medium, or Low.
⚠️ Important: Always set deadlines for high priority actions to ensure they are tracked and resolved promptly.
Attach evidence
Click Add evidence on any task to upload supporting documents, photos, or notes.
Click Save to confirm the attachment.
📌 Note: Attaching evidence is optional but recommended as it strengthens your audit trail and supports compliance reviews.
Save and launch the plan
Review all tasks, deadlines, and responsibilities to ensure everything is accurate.
Click Save to store the plan as a draft, or click Launch to make it active.
⚠️ Important: Once you click Launch, responsible parties will be notified and the plan becomes active. Make sure all details are correct before launching.
Track progress
Click Action Plans to return to the dashboard and view all active plans.
Review the status of each task: Not started, In progress, or Completed.
Click a task to view updates or add comments.
📌 Note: Responsible parties can update their own tasks as progress is made. You'll receive automated reminders for upcoming or overdue actions.
Complete and review the plan
Once all tasks are complete, click Mark as completed to close the plan.
Click Audit trail to review the full history of the plan for compliance records.
Click Export if you need to submit the plan to a regulatory body.
Good and poor practice
Good practice
Link action plans directly to assessments or inspections so there is a clear record of why the plan was created.
Set realistic deadlines and assign clear ownership for every task to avoid confusion.
Attach evidence to completed tasks to maintain a strong audit trail.
Review active plans regularly to identify overdue actions before they become compliance risks.
Poor practice
Creating action plans without linking them to a specific issue or assessment, which makes it difficult to track the reason for the plan.
Leaving tasks without deadlines or assigned owners, which reduces accountability and increases the risk of actions being missed.
Marking a plan as completed without reviewing the audit trail, which can leave gaps in your compliance records.
Summary
The Action Plans section in Access Provider Gateway gives you everything you need to create, track, and manage provider improvement plans in one place. Setting clear tasks, assigning ownership, attaching evidence, and reviewing the audit trail will help you maintain compliance, manage risk, and drive continuous improvement across your provider network.