PDF & Document Pipeline

Overview

Document handling is one of the core workflows. NHC requires employees and clients to complete, sign, and store numerous compliance documents.

Flow

1. Admin assigns a Form to a User (creates a JobForm record)
2. User opens the form in portals
   a. FILLABLE: SPA renders fields → user fills → submits JSON payload
   b. UPLOAD: user uploads a scanned/external PDF
3. django-api receives submission
   a. FILLABLE: WeasyPrint renders HTML template + data → PDF → upload to S3
   b. UPLOAD: file stored directly to S3
4. If signature required: pyHanko applies a digital signature to the PDF
5. ComplianceDocument record updated with S3 key + status
6. Admin can review, approve, or request resubmission

Storage

All files live on AWS S3. The S3 key pattern is:

organizations/{org_id}/users/{user_id}/{document_type}/{filename}

Presigned URLs are generated on-demand by the API for secure, time-limited access.

Key Libraries

Library	Purpose
WeasyPrint	HTML → PDF rendering
pyHanko	Digital signatures (PAdES standard)
PyPDF2	PDF merging / manipulation
django-storages + boto3	S3 file backend

Adding a New Form Template

1. Create an HTML template in novahomecareapi/templates/forms/.
2. Register a Form instance via Django admin (set form_type=FILLABLE, link the template).
3. Define the field schema (JSON) on the Form.
4. Assign to users via the portals UI or directly via API.

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Document Categories

Client Documents

Documents are split by admission type:

Admission Type	Documents	Notes
HCC (Home Care Client)	7 admission docs	All have validation rules
HHP (Home Health Patient)	10 admission docs	2 are admin-only manual uploads
Both	6 docs added in v5.0.0
Compliance (v5.1.0)	5 new types	Dual-signature: client then Case Manager — see Compliance Documents

Additional slots: Other Documents (3), Miscellaneous (1), Client Admissions Files (single upload, up to 500 MB).

Employee Documents

Category	Applies to	Notes
Application Documents	All applicants (HC + HH)	8 docs
Home Care Onboarding	HC employees	23 docs
HH Onboarding — Role-specific	Each HH role	Job Description, Job Acceptance Statement, Provisional Hiring Agreement — one set per role (RN/LPN/CNA/HHA/PT/OT/SLP/MSW)
HH Onboarding — Policy docs	All HH roles	6 shared policy documents
v5.0.0 additions	Both HC + HH	13 new employee docs
Competency Checklist	RN, LPN, CNA, HHA	Role-specific; PT/OT/SLP/MSW are N/A
Annual Competency Checklist	CNA, HHA	Simplified 25-item renewal
Drug Test	CNA, HHA only
E-Verify	All
Termination / Exit	All	2 docs
Proof of Vehicle Insurance	All
Miscellaneous	All

See Employee Documents & Onboarding for the full role matrix, template variables, and policy details.

Template Variables (Key Notes)

• Job Acceptance Statement: {employee_name}, {employee_position}, {service_start_date}, {organization_name}, {salary}, {hourly_rate}, {effective_date}, {service_start_day}
• Provisional Hiring Agreement: {employee_name}, {employee_positon} (typo in source template — "positon" not "position"), {service_start_date}

When building PDF merge logic, match variable names exactly as they appear in the templates.