While our intelligent AI is capable of processing shift data, it can still encounter issues when presented with extraneous or conflicting information. To ensure accuracy, it is important to avoid including the following elements in your PDF files:
What to avoid for better readability:
Overview pages
These typically display only the total hours worked per week without clock-in and clock-out times. Including this information can lead to conflicting data, especially for job codes like RN, CNA, and others that require specific hours per resident.
See the example below. *Click to enlarge
Miles traveled and reimbursement
This data is unnecessary for our purposes and can cause the AI to misinterpret the information, often resulting in extra hours being added.
Vacation time
Since vacation time cannot be used for PBJ data, it should be excluded whenever possible.
Handwritten Files
While our AI can efficiently process most standard fonts, handwritten text presents a challenge due to its variability. All data should be printed with typed text and should not contain any handwritten elements.
See the example below. *Click to enlarge
How to avoid getting rejected PDF's:
Exclude these things when uploading PDF's to avoid getting a rejected
Exclude these things when uploading PDF's to avoid getting a rejected
The following reasons can cause rejected PDF's:
Empty OCR Read
Both OCR engines tried to read the PDF but found nothing.
Possible reasons: unreadable text, poor quality scan, or other unknown issues.
Page Limit Exceeded
The file has more than three pages.
Common issue: submission includes unnecessary supporting documents, like time punch photos.
Solution: Remove extra pages before emailing the PDF.
No Shift Data
OCR successfully extracted some text, but the AI returned an empty result.
Possible cause: No valid shift data found in the content.
Size Limit Exceeded
File size is too large.
Current discussion: Votive suggests 1–2 MB as the limit.
Unrecognized Sender
Currently fails without notification.
Solution: Email support@getvotive.com if your email address is unrecognized.
No Facility Information
The invoice lacks an associated facility.
Likely cause: Users with access to multiple facilities may submit PDFs that AI struggles to associate with the correct one. To fix this, make sure you are on the correct facility in the facility dropdown before attempting to upload a PDF.
Unsupported File Type
If a sender includes both a ZIP file and a PDF, the system processes the PDF but ignores the ZIP silently.
To ensure accurate data processing by our AI, avoid including overview pages, mileage reimbursement, vacation time, and handwritten text in your PDFs. These elements can lead to conflicting or erroneous data interpretations. Clear, typed, and relevant information will enhance the AI's performance and accuracy.