Audit every active client’s contact, business, facility, ownership, and documentation information in ScalePilot monthly, by the fifth business day.
# Review Records
Confirm primary and backup contact names, titles, emails, phones, and preferred methods. Confirm business name, website, main address/phone, facility names/addresses/phones, and associated locations. Verify each active client has a correct Google Drive link for Fathom transcripts in notes.
# Update and Assign
Correct incomplete information, add contacts/facilities/locations, and mark former contacts inactive only after confirmation. Do not delete uncertain information; flag it. Verify owner and follower assignments and document changes.
# Document and Follow Up
Record audit date, verification source, issue, assignee, due date, and completion status. Assign unresolved questions to Javen; report major ownership, facility, or primary-contact changes to Angie. Complete routine corrections within three business days and client-confirmation items within one business day. Escalate significant or unexplained changes.
# Completion Standard
Every active record must have a verification date and all missing/questionable information must be corrected or assigned. Confirm active tasks have owners, due dates, and recent comments; overdue/blocked tasks have an explanation and next action; completed tasks are closed and linked; and important communications and approvals are documented.