Onboard caregivers faster and keep every file complete
GettingDocs is caregiver onboarding software that gets every new aide’s file complete before her first client visit. Amy asks each caregiver for what is still missing over WhatsApp or email, on the phone she already carries, checks every photo and PDF that comes back, and files it on her record in your ATS. Shifts get filled on time, and your employee files are ready when the state surveyor asks for them.
Thanks, Amy · Brightside Home Care
Your new client starts tomorrow. Your caregiver is ready, but her TB test and CPR card are missing.
A family calls on Monday: their mother comes home from the hospital on Wednesday and needs an aide every morning. You have a CNA nearby who wants the hours. Before her first visit, her file needs a CNA certification, CPR card, TB test, background check authorization and your onboarding forms. Here is the same week, twice.
- Monday
Offer accepted. Between scheduling calls, the coordinator emails her nine missing items.
- Monday night
She sends her CNA certificate. The rest is in a drawer at home.
- Tuesday
Her CPR card arrives as a photo of the back. Nobody notices.
- Tuesday night
The TB result is in her clinic’s patient portal. She forgets to download it after her shift.
- Wednesday morning
The file is still incomplete, and the first visit is hours away.
The first visit goes to overtime or to a competitor, and a caregiver who wanted the hours waits another week.
- Monday
She shows as hired in your ATS. Amy messages her on WhatsApp with the nine items still missing.
- Monday night
Her CNA certificate arrives from her phone and is filed on her record as it lands.
- Tuesday morning
The CPR card photo shows only the back, so Amy asks for the front. It arrives ten minutes later.
- Tuesday
Amy reminds her about the TB result. She downloads the PDF on her break and replies.
- Tuesday evening
The file in your ATS is complete. The coordinator confirms Wednesday’s visit with the family.
She meets her client on Wednesday morning. Your coordinator spent the week scheduling, not chasing.
Three steps, and nobody chases anybody
When an aide is hired or matched to a client, Amy messages her on WhatsApp or by email from your own domain, listing only what her employee file still needs. She replies from her phone with a photo or a PDF. No portal, no login and nothing to install.
Each file is filed the moment it arrives, then Amy checks it is the right document and readable. A cropped CPR card or the wrong certificate goes back with a clear reason, and she reminds daily at the time you choose until the file is complete.
Documents are attached to the caregiver’s record in Zoho Recruit, Recruit CRM or Crelate, and to Google Drive if you want a copy. Coordinators see who is ready to staff before building the schedule, and files are in order for your next state survey.
- CNA certification
- CPR and first aid card
- TB test result
- Background check authorization
- HIPAA acknowledgment
No portal, no login. Only what is still missing is ever asked for.
The home care staffing onboarding checklist Amy collects
Requirements vary by state and by client, but most caregiver files are built from the same four groups. Choose a placement type to see a typical home care employee file, and Amy asks each caregiver for exactly those documents.
Certifications for CNA onboarding5 of 5 documents
- CNA (certified nursing assistant) certification
- HHA (home health aide) certificate
- CPR and first aid card
- State caregiver training certificate (where the state requires it)
- Dementia care training (memory care clients)
Health records for home health aide compliance4 of 4 documents
- TB test (skin test or blood test)
- Hepatitis B vaccination or declination
- Physical exam
- Flu vaccine (annual, or a declination where accepted)
Background screening and driving records9 of 9 documents
- Background check authorization
- Fingerprint clearance (where the state requires it)
- State abuse registry check results
- OIG exclusion check results
- References
- Driver’s license (caregivers who transport clients)
- Proof of auto insurance
- Vehicle registration
- MVR (motor vehicle record) (or the signed release for it)
Onboarding paperwork and EVV setup6 of 6 documents
- Form I-9 and identity documents
- Form W-4
- Direct deposit form
- HIPAA acknowledgment
- Orientation sign-off
- EVV (electronic visit verification) app setup confirmation (a screenshot works)
Form I-9, W-4, background check authorization and driver’s license come built in. CNA and HHA certificates, TB tests and the rest are set up once as your own document types, named the way your state and your clients name them, and Amy learns the names caregivers give their files.
Senior care staffing software for every kind of placement
Private duty, home health and facility shifts each need a different file. Chase rules in your ATS decide who is chased and for what, so each placement type gets its own list.
Private duty home care
Personal care in the client’s own home, where a start often depends on one aide being ready by a set morning.
Home health
Aides working alongside nurses and therapists under a plan of care, with CNA or HHA credentials, health records and EVV setup on file.
Live-in care
Caregivers who stay with one client for days at a time, often with dementia care training and a car for appointments.
Companion and homemaker care
Errands, meals and company for seniors living independently, with driving records for caregivers who take clients out.
Assisted living and memory care shifts
Aides covering open shifts in senior living communities, each with its own orientation and health rules.
Documents land in the ATS you already use
Home care staffing questions
How can a home care agency onboard caregivers faster?
Most of the wait is the documents, not the hiring decision. Ask for everything missing in one WhatsApp message, check each file as it arrives and follow up daily until the file is complete. GettingDocs does this from the moment a caregiver is hired.
What goes on a home care employee file checklist?
Usually a CNA or HHA certificate, a CPR and first aid card, a TB test, hepatitis B and flu records, a physical, background screening, references, Form I-9, W-4, direct deposit and a HIPAA acknowledgment. Caregivers who drive clients add a license, auto insurance, registration and an MVR.
What are the caregiver compliance requirements by state?
They vary. Each state sets its own rules on training, fingerprinting, registry checks and health screening, and clients and payers add their own. Agencies set up the list once for each state or client, and Amy asks every caregiver for exactly that list. Deciding what the list should contain stays with your compliance team.
Does GettingDocs verify CNA certifications or run background checks?
No. GettingDocs collects the certificate, the signed background check authorization and any results you need on file, and checks that each is the right document and readable. Looking up a CNA on the state registry, running background and exclusion checks and making the hiring decision stay with your team, which now starts from a complete file.
How do we handle tracking CNA certification expiration?
Chase rules read your ATS. If a caregiver field or status in Zoho Recruit, Recruit CRM or Crelate shows a certification or CPR card is due for renewal, a rule asks that caregiver for the new one and files it on her record when it arrives.
Is there mobile onboarding for home care agencies without an app?
Yes. Caregivers reply on WhatsApp or by email with a photo or PDF from their own phone. No portal, no login and nothing to download, which suits aides moving between client visits all day.
Get caregivers ready before the first client visit
See Amy collect a caregiver’s onboarding file over WhatsApp on a 15 minute call.
