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This guide takes a new hire from offer through to their first assignable visit. Getting the order right matters: an attendant assigned before their screening is complete creates a compliance exposure and, for many payers, unbillable visits.

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Before you start

You need the Human Resources, Clinical Manager, Location Admin, or Organization Admin role.

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The path

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Step 1 — Create the roster record

1

Add the employee

Position, department, and hire date. See Employees.
2

Record their address

This feeds the employee map, which helps match them to nearby members. See Maps.

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Step 2 — Run background screening

1

Record each check separately

Texas home care requires several distinct screenings, and they renew on different cycles. One combined entry loses that.
2

Set Type, Provider, Result, and Expires

Expires is what drives renewal warnings.
3

Check for exclusion list matches

The Dashboard OIG Flags tile surfaces these.
Do not assign work to anyone with an unresolved exclusion list match. Services delivered by an excluded provider are not payable and the matter is reportable. Investigate and document the outcome before proceeding.
See Credentials and checks.

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Step 3 — Verify references

1

Record each reference

With the facility and Verified By — who at your agency performed the check.
2

Note rehire eligibility

Where the reference provides it.

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Step 4 — Record credentials

1

Enter each licence or certification

With its number and, critically, its Expires date.
2

Confirm expiry dates are populated

A credential with no expiry never warns you.
A blank Expires date is the most common credentialing failure. The credential looks fine in the list and silently never appears in any expiry warning.

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Step 5 — Complete health screening

1

Record the TB symptom survey

Before any member contact.
2

Record TB clearance

Test type, date, result, and Next Screen.
3

Offer hepatitis B vaccination

Record the outcome as consent or declination. Both are valid; both must be recorded.
See Health records.

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Step 6 — Run orientation

1

Create the orientation record

From the hire date.
2

Verify identity

Set ID Status.
3

Issue and confirm materials

Set Sent, then Acknowledged when the employee confirms receipt.
4

Complete the checklist

Set Checked.
5

Include fraud prevention training

This is a programme requirement. See Fraud prevention.
Sent is not Acknowledged. Issuing orientation materials does not evidence that the employee received and accepted them, and the acknowledgement is what surveyors look for.

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Step 7 — Assess competency

1

Run the initial competency assessment

Record category, level, score, and date.
2

Set the reassessment date

Reassess keeps them in the cycle. A one-off assessment at hire does not demonstrate ongoing competence.
See Training and competency.

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Step 8 — Collect payroll paperwork

1

Collect the signed W-4

An unsigned W-4 is not a valid withholding instruction.
2

Record direct deposit details

Then set Sent to Payroll.
3

Issue a wage notice

Track it through to Acknowledged. See Payroll setup.

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Step 9 — Assign

1

Confirm Active on the roster

Scheduling checks this.
2

Create the work assignment

Member-to-employee, with dates. See Care Plans.
3

Build the schedule

See Scheduling.

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Credentialing checklist

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Keeping them assignable

Credentialing does not end at hire. Four separate cycles run afterwards:
These renew on different schedules, so one combined reminder does not work. Add a recurring rule per cycle in Task Manager, and check the Dashboard Expiring in 7 Days tile each morning.

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What goes wrong most often

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Next

Scheduling

Assign the credentialed attendant.

Survey preparation

What surveyors ask about personnel files.