Whenever you interact with the employee that has requested an ADA Accommodation, it is best to add a note in their ADA Accommodation request in the ADA Assist. Each notation should be added in the ‘Employer Notes and Documents’ section.
To navigate to the Employer Notes and Documents for an employee's record, start at the Dashboard and select the Employee's record from either the (1) Employee Record or (2) Pending Decision Tabs. Where the employee's record is will depend on if a decision has been made on their request. Pending Decisions will have the records for employees that need decisions and Employee Records will have Employees' files that have had a decision communicated.
Once you open the Employee's record, you will scroll down to the heart of the ADA Assist Review section and select 'Employer Notes and Documents':
Once you open the Employer Notes and Documents, you can (1) Add a new note on an action you have taken or review you have made on the accommodation request. You can use (2) templates that you create to have helper text on frequent notes that may be added to requests. (3) The Note will be added to the History tab at the top. This is a running chronological list of all actions/reviews taken in the employee's ADA Assist request.
Documents and emails can be added in the 'Documents' tab at the top of this screen. Select 'Documents' to the right of the Notes tab and you can add any files/ emails or documents that should be saved as part of the review of the ADA Accommodation Request.
By adding detailed notes and documents in the Employer notes and Documents tab, it will allow you and your HR Admin team to maintain a chronological record of the steps that have been taken in the review of the Employee’s accommodation request.
Solid documentation can help Employers if, and when, there is possible litigation from the employee. This best practice is encouraged to help establish a positive workflow when using the ADA Assist.
Remember, all items added to the Employer Notes and Documents Tab is not visible to the Employee. Only Admins and SuperAdmins who have been given access to this employee's record can see the items in this documentation folder.
As always, reach out if you have any questions to adaassistsupport@unum.com .