Track caregiver and staff license expirations and chase renewals automatically
The agent collects licenses, certifications and background checks, chases renewals before they expire, and keeps anyone lapsed off the schedule.
- Reach it by
- Text
- Phone
- Web
- Who can use it
- Your staff send documents; coordinators and the owner manage the rules
- Works in
- Your staff roster · Google Drive or SharePoint · Gmail or Outlook · Text messaging · Your background check results, by email or from Checkr with your account's API key
The problem
Every caregiver and contractor carries a stack of dates: a CNA or nursing license, a CPR card, a TB test, a background check, a driver's license. They come in as phone photos, email attachments and paper copies, and someone types the dates into a spreadsheet when they get a minute.
Nobody looks at the spreadsheet until a client or a state surveyor asks. By then someone has worked three weeks on an expired CPR card, and you're the one explaining it.
Chasing renewals is a part-time job. Your coordinator texts the same five people every month, and the ones who don't answer keep getting booked.
What your agent does
- Staff send their documentsPhotos by text, email attachments or an upload link
- Your agent reads each oneName, license number, issuing state, expiration date
- Filed to each person's folder
- Unclear ones sent to a coordinatorBlurry photo, wrong name, missing back side
- Renewal reminders by text60, 30 and 7 days before each date
- Lapsed people held from new shiftsYour agent won't offer them shifts until a current copy is approved
- Weekly report to the officeWho's current, who's expiring, who's on hold
What you get
- Every license, card and check on file with its expiration date
- Renewals chased weeks ahead, not the day after
- No one with a lapsed credential booked on a new shift
- A current report ready when a client or surveyor asks
Who approves what
Reminders go out on their own once you approve the wording. The hold on a lapsed person is a rule you set. A coordinator approves every new document before the hold comes off, and background check results go only to the people you name.
Common questions
- Will it pull someone off a shift they're already booked on?
- Not by itself. If someone on next week's schedule will lapse before the shift, it tells the scheduler with the date and a list of people who could cover. A person decides.
- Does it run the background checks?
- No. You keep the screening company you use now. The agent reads the results when they arrive by email, or from Checkr if you use it, files them and tracks the dates. Screening portals don't allow automated tools, so it doesn't log into them.
- What if someone sends a blurry photo or the wrong card?
- It texts them back and asks for a clear copy. If it still can't read the date, it sends the document to your coordinator instead of guessing.
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Open shifts filled by text
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