Credentialing for healthcare staffing, done before day one
GettingDocs is healthcare staffing credentialing software that collects every item in a clinician’s credentialing packet for you. Amy asks each nurse or provider for what they still owe over WhatsApp or email, checks what comes back, and files it on their record in your ATS, so the compliance file is complete before the start date instead of the Friday after.
Thanks, Amy · Harbor Health Staffing
Your nurse is ready for Monday. The TB result is in an inbox nobody checked.
A med-surg RN accepts a 13-week travel assignment on Wednesday. The facility wants a complete compliance file by Friday: state license, BLS and ACLS cards, a TB test from the last 12 months, proof of hepatitis B and MMR immunity, a respirator fit test and its own orientation forms. Here is the same week, twice.
- Wednesday
Offer accepted. A recruiter emails the nurse a list of 14 documents as an attachment.
- Wednesday night
She replies with her license and BLS card. The rest can wait until her day off.
- Thursday
Her QuantiFERON result goes to a recruiter who is out of the office. Nobody else sees it.
- Thursday night
Immunization records arrive as a photo taken at an angle, half in shadow. It gets saved anyway.
- Friday afternoon
The facility’s credentialing team rejects the file: TB result missing, immunizations unreadable.
The start moves to the following Monday. A week of lost bill hours, a frustrated nurse and a facility that remembers.
- Wednesday
The placement shows in your ATS. Amy picks it up and messages the nurse on WhatsApp with the 14 items she still owes.
- Wednesday night
License and BLS card arrive. Each is filed on her record the moment it lands.
- Thursday morning
Amy reminds her about the rest. The QuantiFERON result comes straight back to Amy, not to anyone’s inbox.
- Thursday
The immunization photo is unreadable, so Amy tells her why and asks again. A clear PDF arrives an hour later.
- Friday morning
Every item is in and filed in the ATS. The compliance file goes to the facility before lunch.
She starts Monday as planned. Nobody on your team sent a single reminder.
Three steps, and nobody chases anybody
When a nurse, allied professional or locum provider is placed, Amy messages them on WhatsApp or by email from your own domain. The message lists only what their packet is still missing. No portal, no login and no app to download.
Every file is filed the moment it arrives, then Amy opens it. A blurry immunization record or the wrong certificate is sent back with a clear reason, and she keeps chasing daily at the time you choose until everything is in.
Documents are attached to the candidate’s record in Zoho Recruit, Recruit CRM or Crelate, and to Google Drive if you want a copy there. Your team sees who is complete and who is stuck, without opening a single email.
- RN state license
- BLS card
- TB test result
- Immunization records
- Form I-9 documents
No portal, no login. Only what is still missing is ever asked for.
The travel nurse compliance checklist Amy collects
Every facility adds its own requirements, but most healthcare staffing compliance files are built from the same four groups. Choose a placement type to see a typical packet, and Amy asks each clinician for exactly those documents.
Licenses and certifications10 of 10 documents
- RN, LPN or LVN state license
- Nurse Licensure Compact (multistate) license
- BLS (Basic Life Support) card
- ACLS (Advanced Cardiovascular Life Support) card
- PALS (Pediatric Advanced Life Support) card (pediatric units)
- NRP (Neonatal Resuscitation Program) card (NICU and L&D)
- Specialty certifications (CCRN, CEN and others)
- Allied registry card (ARRT, NBRC and others)
- DEA registration
- Board certification
Health records and immunizations6 of 6 documents
- TB test (PPD skin test or QuantiFERON blood test)
- Chest X-ray (after a positive TB test)
- Immunization records (MMR, varicella, hepatitis B, Tdap)
- Annual flu vaccine or declination
- Respirator fit test
- Physical exam
Screening4 of 4 documents
- Background check authorization
- Drug screen results
- OIG and SAM exclusion check results
- Professional references
Onboarding paperwork8 of 8 documents
- Form I-9 and identity documents
- Form W-4
- Direct deposit form
- Skills checklists
- Competency exam results
- Facility-specific orientation forms
- Hospital privileging application
- HIPAA acknowledgment
Form I-9, W-4, background check authorization and photo ID come built in. Clinical credentials are set up once as your own document types, named the way your facilities name them, and Amy learns the names clinicians give their files.
Clinician compliance tracking for every kind of placement
The documents change with the assignment. Chase rules in your ATS decide who is chased and for what, so each placement type gets its own list.
Travel assignments
Thirteen-week contracts with a hard start date and a facility checklist on top of your own. Amy starts chasing as soon as the placement shows in your ATS.
Per diem and local
A pool of clinicians working shifts across several facilities. Keep their files current so they can be booked the day a shift opens.
Locum tenens
Physicians and advanced practice providers with DEA registrations, board certifications and hospital privileging paperwork to gather.
Allied health
Radiology, lab, therapy and respiratory professionals, each with their own registry cards and certifications.
Permanent placement
Direct hire nurses and clinicians who need a full onboarding packet before their first day with the client.
Documents land in the ATS you already use
Healthcare staffing questions
How can a staffing agency speed up nurse credentialing?
Most delays are not the credentialing review itself but waiting for the clinician to send things. Asking for every missing item in one message, on the channel they actually read, and following up daily until the file is complete removes most of that wait. GettingDocs does this automatically from the moment a nurse is placed.
What goes on a travel nurse compliance checklist?
Usually a state or multistate nursing license, BLS and ACLS cards (plus PALS or NRP for pediatric and neonatal units), a TB test, immunization records for MMR, varicella, hepatitis B and Tdap, a flu vaccine, a respirator fit test, a physical, background and drug screening, and the Form I-9, W-4 and facility orientation forms. Each facility adds its own items on top.
Does GettingDocs verify nursing licenses with the state board?
No. GettingDocs collects the license and checks that it is the right document and readable. Primary source verification, for example through Nursys or the state board, stays with your credentialing team, who now start with a complete file instead of a half-finished one.
How do we chase renewals for expiring nursing licenses and BLS cards?
Chase rules read your ATS. If a candidate field or status in Zoho Recruit, Recruit CRM or Crelate shows a credential is due for renewal, a rule can ask that clinician for the new card and file it on their record when it arrives.
Can GettingDocs automate immunization record collection?
Yes. Immunization records are chased like any other document. Clinicians can send a photo of their card or a PDF from their provider, and Amy asks again if the file is unreadable or is not what was requested.
Which applicant tracking systems does it work with?
Zoho Recruit, Recruit CRM and Crelate today, with Greenhouse coming soon. Documents are attached to the candidate’s record in your ATS, so your team keeps working where it already does.
Get clinicians compliant before the start date
See Amy collect a credentialing packet from one of your own nurses on a 15 minute call.
