Although planned downtime is rare, there may be occasions when Aaniie schedules maintenance that temporarily makes the system unavailable. These maintenance windows are typically scheduled during periods of low activity and are kept as short as possible.
During a downtime window:
Office staff will not have access to the database.
Caregivers may not have access to live system information.
Agencies should prepare critical information in advance.
Offline Mode may be available through the Aaniie Mobile App.
Proper preparation helps ensure uninterrupted client care and business operations during a planned outage.
When notified of planned downtime:
Review all scheduled shifts occurring during the downtime window.
Prepare backup communication methods.
Export or print critical client and staffing information.
Ensure caregivers have all information needed before downtime begins.
Review emergency procedures with staff.
Office personnel should prepare and have access to the following information before downtime begins.
For all shifts scheduled during the downtime period, gather:
Date
Shift Time
Caregiver Name
Caregiver Phone Number
Client Name
Client Phone Number
Client Address
Scheduled Tasks
Scheduled Lunch Information (if applicable)
Most of this information can be found within:
Shift Details
Client Profile
Scheduled Tasks
Ensure access to:
Care Plans
Service Instructions
Client-Specific Care Requirements
Client Profile → Client Managers → Care Plan
Maintain access to each client's:
Start of Care Date
This information may be needed for compliance reviews or audits.
Client Profile → Client Managers → Client Profile
If applicable, prepare copies of:
CMS-485 Forms
Diagnoses (ICD-10 Codes)
Medication Information
Start of Care Information
Client Profile → Client Managers → CMS-485
Review and document:
All open shifts
Unfilled shifts
Staffing gaps
Scheduling Dashboard
Download or print:
Last 14 Days of Shift Notes
This provides historical care information and client updates.
Menu → Accounting → Reports → Shift Notes
Export or review:
Last 48 Hours of Messages
This helps preserve important communications during downtime.
Menu → Communication → Message Center
Maintain access to:
Current billing period invoices
Recently generated invoices
Menu → Accounting → Payer Invoicing
For clients scheduled during downtime, prepare:
Priority Information
Contact Information
Special Instructions
Client Profile → Priority Info
Generate a current:
Clients Report
Menu → Accounting → Reports → Clients
Prepare allergy information for clients receiving services during downtime.
Client Profile → Client Managers → Allergies
Prepare medication-related task information.
Client Profile → Client Managers → Medication Tasks
Prepare client emergency information.
Client Profile → Client Managers → Emergency Profile
Generate and save a current:
Staff Report
Menu → Accounting → Reports → Staff
Establish alternative communication methods for office staff.
Examples include:
Phone calls
Text messaging
Team communication platforms
Staff should not rely solely on Aaniie communications during downtime.
Caregivers working during the downtime window should receive all information necessary to complete their scheduled shifts.
Provide caregivers with:
Date
Time
Client Name
Client Phone Number
Client Address
Scheduled Tasks
Scheduled Lunch Information (if applicable)
Provide access to:
Care Instructions
Client Care Plans
Service Expectations
Provide when required for:
Compliance purposes
Audits
Documentation reviews
When applicable, provide access to:
Medications
Diagnoses
Start of Care Information
Caregivers should have access to:
Key client details
Special instructions
Important care information
Provide current allergy information before downtime begins.
Ensure caregivers know all medication-related responsibilities for scheduled visits.
Caregivers should have access to:
Emergency contacts
Emergency instructions
Critical client information
If available, caregivers may continue using Offline Mode through the Aaniie Mobile App.
Continue documenting care
Maintain visit records
Synchronize information after service is restored
Caregivers should familiarize themselves with Offline Mode before downtime occurs.
✅ Review all scheduled shifts
✅ Export shift information
✅ Save care plans
✅ Download recent shift notes
✅ Review message center activity
✅ Generate staff report
✅ Generate client report
✅ Review open shifts
✅ Establish alternate communication methods
✅ Review assigned shifts
✅ Verify client addresses
✅ Verify client phone numbers
✅ Review care plans
✅ Review scheduled tasks
✅ Review medication tasks
✅ Review allergy information
✅ Review emergency profiles
Begin preparation immediately after downtime notifications are received.
Print or save critical information locally.
Verify caregivers have all necessary client information.
Establish backup communication procedures.
Review open shifts before downtime begins.
Familiarize staff with Offline Mode procedures.
Confirm access to emergency information.
| Information Needed | Location |
|---|---|
| Shift Information | Shift Details |
| Open Shifts | Scheduling Dashboard |
| Care Plans | Client Managers → Care Plan |
| Start of Care Date | Client Managers → Client Profile |
| CMS-485 | Client Managers → CMS-485 |
| Shift Notes | Accounting → Reports → Shift Notes |
| Messages | Communication → Message Center |
| Invoices | Accounting → Payer Invoicing |
| Client Priority Info | Priority Info |
| Client Allergies | Client Managers → Allergies |
| Medication Tasks | Client Managers → Medication Tasks |
| Emergency Profiles | Client Managers → Emergency Profile |
| Clients Report | Accounting → Reports → Clients |
| Staff Report | Accounting → Reports → Staff |
Proper preparation before a planned Aaniie downtime window helps ensure uninterrupted client care, accurate documentation, and continued communication between office staff and caregivers. By gathering critical shift, client, staffing, billing, and emergency information in advance, agencies can continue operating effectively until system access is restored.
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