Caregiver Hiring & Credentialing Portal

Hire caregivers and keep every credential current — pipeline, background checks, and expiry tracking in one portal.

Hire caregivers faster and never let a credential lapse — recruiters move applicants through interviews, offers, and background checks on one board, applicants upload documents and check status themselves, and compliance gets automated expiry reminders before a license expires, not after.

Built for home-care agencies where hiring speed wins caregivers — and a lapsed credential can take one off the schedule.

Your recruiters can

• Move applicants through a visual pipeline — positions, interviews, offers, background checks
• See exactly which stage every candidate is stuck at
• Let status notifications tell applicants what's next — no chasing

Your compliance officer can

• Track every license and credential in one register with expiry dates
• Get automated expiry-reminder ladders before a credential lapses — not after
• Flag the right required documents per position, so the compliance board checks what actually matters

Your applicants and caregivers can

• Upload documents and check their own status from a self-service portal — instead of emailing HR

You can

• See the whole funnel — requisitions, pipeline, and credential health — on one dashboard
• Trace every action in a full audit trail

Row-level security scopes Admin, HR/Recruiter, Compliance Officer, and Caregiver to exactly their own records.

What's included

• 5 user roles: Applicant, HR / Recruiter, Compliance Officer, System Admin, Caregiver
• 10 data tables: Positions, Applicants, Documents, Credentials, Background Checks, Interview Notes, Offers
• 23 workflows: Credential-expiry ladder, offer send-and-sign, FCRA adverse action, caregiver login provisioning
• 14 email templates: Application, interview, offer, credential-expiry and FCRA notices
• 6 AI agents: Credential Parser, Compliance Watchtower, Screening Drafter, Recruiting, Credentialing and Application Assistants
• Sample data: Demo users for every role + seeded applicants and credentials — optional at install
• Security: Row-level security on every table

Data tables (10)

• Agencies — The home-care agency itself — the tenant record every position, applicant, document and audit entry hangs off, so each agency only ever sees its own hiring and credentialing data.
• Positions — Every open requisition your agency is hiring for, with pay, hiring manager and the pipeline of applicants attached to it.
• Position Credential Requirements — The credential types a given position demands, linking each requirement to its position and agency so screening can build the right checklist and the compliance board checks what actually matters.
• Applicants — The heart of the pipeline — one record per candidate carrying their stage, recruiter, documents, interviews, checks and offer from application to hire.
• Documents — Everything an applicant uploads, queued for compliance verification and filed against the person who sent it.
• Credentials — The license and certification register that keeps every caregiver schedulable — verified, dated and watched for expiry.
• Background Checks — Where background and exclusion screenings are requested, tracked and reviewed, with FCRA adverse-action steps built in for results that need them.
• Interview Notes — Structured interview feedback and scores so recruiters and hiring managers decide on candidates with the same information.
• Offers — Offer letters sent to applicants for review and signature, with expiry dates so unanswered offers do not linger.
• Audit Log — Append-only trail of who did what and when across the portal — uploads, logins, PHI reveals and status changes — tied to the agency and user, kept for compliance review and never edited by hand.

User roles (5)

• Applicant — Candidates apply from a public form and use an email-and-PIN link to upload documents, check their status and sign their offer — no account needed.
• HR / Recruiter — Runs requisitions and the applicant pipeline, logs interviews and sends offers, with sensitive personal data masked.
• Compliance Officer — Verifies credentials and documents, reviews background-check results, runs adverse-action steps and watches expiries.
• System Admin — The agency owner — manages users, positions, credential requirements, branding and reminder settings for their own agency.
• Caregiver — Hired staff sign in to see which credentials are coming up for renewal and upload replacements before they lapse.

Workflows (23)

• W1 Position created - tenant denorm — Tags every new position with the agency of the recruiter who created it, so it only ever appears on that agency's own boards and dashboards.
• W2 Position Credential Requirement denorm — Carries the agency down from the parent position onto each new credential requirement, keeping the requirement list scoped to the right tenant.
• W3 Applicant created - intake — Confirms receipt to every new applicant with their status-portal PIN and alerts the hiring manager the moment an application lands.
• W4 Recruiter reassignment resync — Keeps the right recruiter on every document, credential, check, note and offer when an applicant is reassigned, and lets the new recruiter know.
• W5 Document created - denorm + compliance queue — Files every uploaded document under the applicant's agency, recruiter and hiring manager, routes it to the agency's compliance officers for verification, and logs the upload in the audit trail.
• W6 Credential created - denorm — Stamps each new credential with the applicant's agency, recruiter and hiring manager so it lands on the right register, and records its creation in the audit trail.
• W7 Background Check created - denorm + exclusion preset — Scopes each new background check to the applicant's agency and recruiter, dates the request, sets exclusion checks to recur monthly, and logs the request for audit.
• W8 Interview Note created - denorm — Attaches every interview note to the applicant's agency and assigned recruiter so feedback stays with the right candidate, and records it in the audit trail.
• W9 Screening - generate the credential checklist — Builds the credential checklist for the applicant's position the moment they pass screening and asks them for the missing documents.
• W9b Offer created - denorm — Links each new offer to the applicant's agency, recruiter and hiring manager so it shows on the right pipeline, and logs the offer's creation for audit.
• W10 Interview stage - placeholder note + invite — Sends the interview invitation and opens a note for the interviewer as soon as a candidate reaches the interview stage.
• W11 Offer sent — Tells the applicant their offer is ready to review and sign, and records when it went out.
• W12 Offer signed — When an offer comes back signed, files it, moves the applicant into credentialing and lets the recruiter know.
• W13 Applicant approved - provision the caregiver login — Turns an approved applicant into a hired caregiver with their own portal login and a welcome email.
• W14 Daily credential expiry ladder — Runs every day to warn caregivers and compliance about credentials and documents expiring within 90 days, and marks lapsed ones Expired.
• W15 Daily offer expiry — Closes out offers nobody signed by their deadline so the pipeline never shows stale offers as open.
• W16 Background check result returned — Flags a returned background-check result to the agency's compliance officers for review, without ever exposing the result itself in the log.
• W17 Daily compliance clocks — A daily sweep that surfaces overdue exclusion re-screens, FCRA waiting periods that have run their course and missed I-9 deadlines.
• W18 PHI reveal - audit the unmask — Whenever someone unmasks an applicant's protected information, writes an audit entry recording who revealed it and when, so PHI access is always traceable.
• W19 FCRA pre-adverse action — Sends the FCRA pre-adverse action notice with the Summary of Rights and starts the required waiting period before any final decision.

Email templates (14)

• T1 Application received
• T2 New application on your requisition
• T3 Documents needed
• T4 Interview invitation
• T5 Your offer is ready
• T6 Offer signed
• T7 Welcome aboard
• T8 Credential expiring
• T9 Offer expired unsigned
• T10 Background check result returned
• T11 Exclusion re-screen due
• T12 I-9 deadline warning
• T13 FCRA pre-adverse action notice
• T14 FCRA final adverse action notice

AI agents (6)

• Credential Intake Parser — Reads an uploaded license or certificate and drafts the credential record for a compliance officer to verify — it never marks anything verified itself.
• Applicant Screening & Follow-up Drafter — Summarises where each applicant stands and drafts follow-up messages for recruiters to send, recommending next steps but never advancing a stage.
• Compliance Watchtower — A daily prioritised digest of what needs compliance attention — expiring credentials, overdue re-screens and pending results — naming records without changing them.
• Recruiting Assistant — Answers recruiters' questions about the pipeline, requisitions and interviews at a glance.
• Credentialing & Compliance Assistant — Gives compliance officers an instant view of the verification queue, upcoming expiries and background checks.
• Application Assistant — Lets applicants ask where their application stands and what happens next, every step of the way.

Categories: HR & Recruiting, Healthcare, Compliance