Healthcare staffing
Credential tracking software for healthcare staffing agencies
The packet is set by your clients, not by a regulation, and every client wants a different version of it. What Credolex does today is hold that packet as dates, send the reminders before a start date is at risk, and keep the document each date came from. What it does not do yet is on this page too.
What an agency has to prove, and to whom
Almost none of it is written for you. A hospital under the Joint Commission and a nursing home under CMS both have to satisfy themselves that contracted staff meet the same standard as their own employees, and they discharge that by demanding your packet before the traveller’s first shift. So the rule binding you is second-hand, and it arrives as a checklist from a vendor management system rather than as a regulation you can look up. If your agency holds Joint Commission Health Care Staffing Services certification, some of it becomes yours directly: the two professional references and the primary source verified licence are the clearest examples.
The packet is therefore set by whoever you place through — Aya, AMN, Medical Solutions, Fusion — and then each client facility adds to it. Two clients in the same city will ask for two different subsets, in two formats, on two clocks. Below is what the packet contains across the market: roughly twenty rows, three kinds of clock, and only about a third of it traceable to a statute.
The placement packet
| Item | Basis | How often |
|---|---|---|
| RN or LPN licence, compact or single state | Law, plus the Joint Commission HCSS standard if you hold it | State renewal, and re-verified at each placement |
| BLS, and ACLS for ICU, ED, telemetry and PACU | Practice | Every two years |
| PALS for paediatrics and ED, NRP for L&D and NICU, TNCC often for ED | Practice | Every two years |
| Tuberculosis, two-step TST or IGRA, chest film if positive | Practice | Within the last twelve months; a film is usually accepted for five years |
| MMR and varicella titers, Hep B series or titer or declination, Tdap | Practice; the Hep B offer is OSHA law | Titers once, Tdap every ten years |
| Influenza, and COVID where the client still requires it | Practice | Every year |
| Physical, or a fitness for duty statement | Practice | Every year |
| Drug screen, ten panel and twelve for some systems | Practice | Per assignment, or every year |
| Background: county seven year, national, sex offender | Practice | At placement |
| OIG exclusion list and SAM | OIG guidance; SAM is law for federal contracts | Every month |
| State fingerprinting where it attaches to the licence or registry | Law in California, Illinois, New York and Florida | Once per credential |
| Skills checklist by specialty | Practice | Every year |
| Competency exams: med math, core, specialty | Practice | Every year, or per placement |
| Two professional references | The Joint Commission HCSS standard | Once, often refreshed yearly |
| Education verification | Practice | Once |
| Driver’s licence, Social Security card, I-9, W-4 | The I-9 is law | Once; the I-9 is re-verified when a document expires |
| HIPAA, OSHA bloodborne pathogens, and harassment in New York, Illinois and California | Law, item by item | Every year |
| N95 fit test | Law wherever respirators are required | Every year |
| Client-specific modules | Whatever that facility demands | Per client, per placement |
The cost of getting this wrong is not a plan of correction. It is a start date cancelled the night before, a nurse who does not bill that week, and a client who calls the next agency first. The exception is the exclusion list, where the cost is the same as it is for any provider billing Medicare or Medicaid: a repayment demand with penalties on top, which is why that one row is monthly and not annual.
What Credolex holds today
Being straight about this: there is no staffing agency setting in Credolex yet. Ten facility types exist and an agency is not one of them. What an agency gets today is the eight requirements that bind every healthcare employer regardless of setting, loaded automatically, plus every other row of your packet added as your own requirement with its own name, clock and cited basis. If you place mostly into skilled nursing, choosing that setting also gives you the federal 483 rows, which beats starting empty.
| Requirement | Says who | How often |
|---|---|---|
| Federal exclusion list screening | OIG Special Advisory Bulletin | Every month |
| Basic life support certification | F678 · 42 CFR 483.24(a)(3) | Every two years |
| Form I-9 | 8 CFR 274a.2(b)(1)(ii) | Once, within three business days of the first day of work |
| Hepatitis B offered or declined | 29 CFR 1910.1030(f) | Once, within ten working days of assignment |
| Respirator fit test | 29 CFR 1910.134(f) | Every year, and on any change of make, model or size |
| Bloodborne pathogens training | 29 CFR 1910.1030(g) | Every year |
| Hazard communication training | 29 CFR 1910.1200(h) | Once at assignment, again when a new hazard arrives |
| HIPAA privacy training | 45 CFR 164.530(b)(1) | Once, within thirty days, and again on a material change |
What the product does well for an agency today is the three things underneath the packet rather than the packet itself.
Today’s packet as dates, not a folder. Every item above becomes a date on a person, with a status you read at a glance: current, due soon, expired, or never on file. Those are four visibly different states rather than four shades of the same warning, so “can this nurse start Monday” is answered by looking rather than by opening eleven PDFs.
The reminders, to both of you. Email at 30, 15 and 7 days and again on the expiry date, to your coordinator as one daily digest rather than one message per item, and separately to the traveller whose card is running out. The second one is the half that moves things, because the person who has to book the ACLS renewal is not the person reading your dashboard.
The file behind the date. Each date carries the document it was read off and who accepted it, in an append-only log nobody can edit afterwards, us included. Travellers send their own certificates in through a per-person link with no account and no password, photographed on the phone in their hand; the dates come off the picture already filled in, and nothing changes on a record until a coordinator accepts it.
What is honestly not here yet: a packet that varies by client. Today the requirement list belongs to your agency, not to the facility you are placing into, so a client that wants twelve of your twenty rows and two of its own is handled by tracking all twenty and knowing which ones that client reads. Per-client packets are the next thing being built for agencies, and this page will say so when they land.
What we do not do
We are not a learning management system. The skills checklists, the med math exam and the specialty competencies still happen where they happen now, in Prophecy or Relias or on paper. Credolex records that the competency was passed, on what date, and when it expires. It does not administer the test or hold the question bank.
We are not a vendor management system. No job orders, no submissions into client portals, no timesheets, no bill rates, no invoicing. If you want something that replaces the VMS, this is not it and will not become it.
We do not verify anything with anybody. No primary source verification against Nursys or a state board, no automated OIG or SAM query. Credolex holds the date you checked and tells you when the next one is due. For an agency whose clients expect primary source verification, that verification stays your job.
And Credolex is not regulatory advice. Every basis in the table above is there so you can go and read it; the agency stays responsible for its own compliance and its clients’.
Questions people ask about this
Is there a staffing agency setting?
Not yet. Ten facility types exist today and an agency is not one of them. Pick the setting you place into most often and you inherit its rules; everything else in your packet is added as your own requirement, with its own name, clock and cited basis. Per-agency and per-client packets are the next thing being built here.
Can the packet be different for each client facility?
Not today. The requirement list belongs to your agency, so a client that wants twelve of your twenty rows is handled by tracking all twenty and knowing which twelve that client reads. It works, and it is more list than any one client needs. Say so when you request access, because how many agencies ask is what decides when this gets built.
Does it verify licences with the state board?
No. Credolex holds the date you verified, the document you saved and the date the next verification is due. It does not query Nursys, a state board or the OIG list. If your clients expect primary source verification, that stays a thing you do, and we would rather be clear about it now than have a client discover it.
Can travellers send in their own certificates?
Yes. Each person gets a link to their own file with no account and no password. They photograph the card, the dates are read off the picture and filled into the form, and it lands in a queue. Nothing on anybody’s record changes until a coordinator looks at the photograph and accepts it, so the file is still yours.
How is it priced for an agency?
By headcount on the roster, the same as anywhere else: free to ten people, $39 a month to twenty-five, $69 to fifty, $129 to a hundred, $229 to two hundred. Every person on the roster counts, whether they are on assignment this week or not, and adding coordinators costs nothing. The pricing page has the full breakdown.