Doula Lab
VDTA Sandbox Demo Guide
Open Sandbox
Training Sandbox

PHW Student Records
Demo Walkthrough

A step-by-step presenter guide for demonstrating the VDTA IDPH compliance dashboard to students, staff, and stakeholders.

~10 min demo Students · Staff · Founders

Quick-Reference Links

Sandbox Play Yard/community/vdta/sandbox
Full Admin Dashboard/community/vdta/student-records
Community Login/community/login
This Guide/community/vdta/demo-guide

Part 1 — Before the Demo

Do this once before your audience arrives. Takes about 30 seconds.

1

Open the Sandbox Play Yard

Navigate to doulalab.org/community/vdta/sandbox in your browser.

You'll see a blue SANDBOX MODE banner at the top — that confirms you're in the safe demo environment.

2

Switch to Founder / Admin View

Click the Founder / Admin View card in the persona picker (bottom-right card with the group icon).

The card border will highlight to show it's selected.

3

Seed the Sandbox

Click the purple Seed Sandbox button.

Wait for the green confirmation message: "Sandbox seeded! Demo accounts and IDPH records are ready."

This creates 3 demo student accounts and populates all 5 IDPH compliance tables with realistic Illinois data.

If you've demoed before: Click Reset & Re-seed instead to wipe old data and start fresh. Confirm the prompt.
4

Verify the data loaded

Switch to Demo Student 1 in the persona picker.

You should see records in the Competency Logs tab. If the tab shows "No records yet," click Seed Sandbox again.

Part 2 — The Demo Script

Walk your audience through this in order. Each section is ~2 minutes.

AOrient the audience (1 min)

Say: "What you're looking at is Doula Lab's IDPH compliance dashboard — the system we use to track every student's progress through the PHW program in a way that satisfies Illinois state audit requirements."

Point out: The blue SANDBOX banner. "Everything here is simulated — this is our training environment. The real portal looks identical but holds actual student data."

Explain the persona picker: "We have three demo students pre-loaded. I'll show you what each student sees, then we'll look at what the admin sees."

BStudent view — walk through all 5 tabs (5 min)

Select Demo Student 1. Walk through each tab in order:

Competency Logs — Show the 8 IDPH core domain scores. Point out the letter grades and verified dates. Explain that these map directly to the state's required competency framework.
Maternal Mandates — Show the implicit bias (1hr) and cultural competency (1hr) courses — both Illinois-mandated. Explain that the system tracks completion, provider, and expiration so auditors can verify compliance instantly.
Field Hours — Show the OJT sessions. Point out the preceptor sign-off column and the approved/pending status. Explain the approval pipeline: student logs → preceptor signs → admin approves.
Faculty Credentials — Show the instructor vault. Explain that IDPH requires Doula Lab to maintain verified credentials for every instructor — degrees, licenses, background checks — for re-approval audits.
Consents — Show the signed vs. unsigned states. Point out the HIPAA acknowledgment and liability waiver. Explain that unsigned items surface as action items for the admin.
Talking point: "Every one of these records maps to a specific IDPH requirement. When a state auditor asks for documentation, we can export the entire student record as a single JSON file — no hunting through paper files."

CCompare students (1 min)

Switch between Demo Student 1, 2, and 3.

Point out: Each student has a different number of records — Student 1 has the most, Student 3 the fewest. This mirrors a real cohort where students are at different stages.

Point out: The credential card at the top shows each student's login info. "In the real portal, students log in with their own account and see only their own records."

DFounder / Admin view (2 min)

Switch to Founder / Admin View.

Say: "As an admin, I see all students' records combined — not just one student's slice."

Point out: The Faculty Credentials tab shows the same data regardless of persona — because faculty credentials belong to the program, not to individual students.

Mention the full dashboard: "The real admin dashboard at /community/vdta/student-records adds the ability to add, edit, and delete records — and export a Medicaid audit file."

Talking point: "The Medicaid Audit Export button generates a denormalized JSON file that state auditors can open directly — no reformatting, no manual data entry on our end."

Part 3 — Optional: Live Login Demo

Show a student logging into the real portal. Skip if time is short.

Use these credentials to log in as a demo student at doulalab.org/community/login:

Demo Student 1

Email[email protected]
PasswordTrainingStudent1!

Demo Student 2

Email[email protected]
PasswordTrainingStudent2!

Demo Student 3

Email[email protected]
PasswordTrainingStudent3!
Note: These accounts exist in the live database. After logging in, navigate to /community/vdta/student-records to see the full admin dashboard.

Part 4 — Anticipated Questions

Common questions and suggested answers.

"Is this HIPAA compliant?"

The sandbox contains no real PHI — it's entirely simulated. The production system is in demo mode until our HIPAA BAA checklist is complete (12 prerequisites tracked at /community/hipaa-compliance). We're actively working through that gate.

"Can students edit their own records?"

No. Students can view their records but only admins can add, edit, or delete entries. This preserves the integrity of the compliance record.

"What happens at a state audit?"

An admin clicks the Medicaid Audit Export button on the full dashboard. It downloads a single JSON file with all student records denormalized — exactly the format state auditors request.

"How do students get into the system?"

Students apply through the public PHW application form at /training/phw-apply. Once approved, an admin creates their account and they receive an invite. Their records start populating as they complete program milestones.

"Can we import existing records from a spreadsheet?"

Yes — the admin dashboard supports bulk import via the Jotform integration. We can also import directly from a CSV. Talk to Ronda about the specific format.

"What if a student disputes a record?"

Admins can edit or delete any record. The system logs who made changes and when. We're building a formal dispute workflow — it's on the roadmap.

Pre-Demo Checklist

Doula Lab · PHW Program · VDTA Training Sandbox

Questions? Contact [email protected]

Open Sandbox · Full Admin Dashboard