BEFORE WE BEGIN

Tell us about your project.

This 35-question intake helps VZN2VTR Studios prepare your website and portal scope, timeline, and proposal. Complete it at your pace or together during your intake meeting.

Please use business details and fictional examples. This form is not for resident records.

01Business name required

02Your name required

03Business email required

04Position or title

05Phone

There are 35 questions, including contact details. Business name, your name, and email are required; other questions can be left blank or marked To discuss. Submission uses FormSubmit to email your business requirements to VZN2VTR Studios. Your answers are not published on this page.

SECTION 01 / 06

Business and goals

Answer what you know. You can leave an answer blank or write “To discuss”.

06What type of group home do you operate, which state is it in, and who do you serve?

07How many locations and residents do you have now, and what growth do you expect over the next three years?

08Are there any current concerns, challenges, or limitations we should be aware of as we plan and develop your project?

09What tools do you use today, and will existing records need to be imported? Describe the format and approximate volume without sharing records.

10Who will make project decisions, provide content, and approve the completed website and portal?

SECTION 02 / 06

Public website

Answer what you know. You can leave an answer blank or write “To discuss”.

11Which public pages and functions do you need—for example services, about, locations, referrals, careers, or contact?

12Do you already own a domain and have a logo, brand colors, photos, and written content? Who will provide missing items?

13What should visitors be able to submit or request, and who should receive those messages? Include referral or inquiry workflows.

14Are there websites you like? Describe the look, accessibility needs, languages, and devices the website should support.

15Do you need search-engine visibility, analytics, social media links, or connections to other business tools?

SECTION 03 / 06

Provider access and resident profiles

Answer what you know. You can leave an answer blank or write “To discuss”.

16Who needs portal access—owners, administrators, staff, outside providers, residents, or guardians—and how many users do you expect?

17What should each type of user be allowed to view, add, edit, approve, export, or delete? Should providers see only assigned residents or locations?

18Who will invite users, verify providers, assign residents, and remove access when someone leaves?

19What information and documents should a resident profile contain? List field types only, without sharing personal information.

20How should resident intake, admission, transfers, discharge, and archived profiles work?

SECTION 04 / 06

Notes, care, and daily workflows

Answer what you know. You can leave an answer blank or write “To discuss”.

21What should case notes include, and do you need templates, timestamps, author tracking, signatures, supervisor approval, or correction history?

22Do you need care plans, goals, assessments, incident reports, medication tracking, or other specialized records? Describe each required workflow.

23Do you need file uploads, electronic signatures, forms, document expiration reminders, or document version history? Which file types are expected?

24Do you need appointments, tasks, staff scheduling, reminders, or secure messages? Who should receive which notifications?

25Which reports, searches, filters, printable documents, exports, billing features, or integrations are needed?

SECTION 05 / 06

Security, records, and capacity

Answer what you know. You can leave an answer blank or write “To discuss”.

26What privacy, licensing, contractual, or recordkeeping requirements has your organization identified, including HIPAA if applicable? Who will confirm these requirements?

27What sign-in safeguards do you require, such as multi-factor authentication, session timeouts, account recovery, or access restrictions?

28What user activity must be logged, who may review those logs, and how should access reviews or security incidents be handled?

29How long must records be retained, and what are your requirements for backups, recovery time, deletion, and exporting all data?

30Approximately how many profiles, notes, and uploaded files will be stored, how large are the files, and how many people may use the portal at once?

SECTION 06 / 06

Budget, launch, and ongoing support

Answer what you know. You can leave an answer blank or write “To discuss”.

31What budget is available for the build and for ongoing hosting, storage, software subscriptions, and maintenance?

32What launch date do you need, and which features could wait until a later phase or pilot?

33Who should own and pay for the domain, hosting, software accounts, and source code after handoff?

34Do you want a separate VZN2VTR Studios maintenance and support agreement? Describe needed support hours, response times, updates, and training.

35What tasks must pass testing before acceptance, who will sign off, and what other requirements or questions should VZN2VTR Studios consider?

FINAL DETAILS

Review your answers.

Check your answers before sending them to VZN2VTR Studios. You can use the section menu to make changes.

Download an HTML copy of your answers. Open the downloaded file to print or save it as a PDF. Downloading does not submit the form. When you send your answers, a downloadable text copy is also attached to the email sent to VZN2VTR Studios.

Review your completed answers

You may be asked to complete a spam-prevention check on the next screen. Keep this tab available until submission is confirmed.