Every personnel file survey-ready. Every day.
CareOnboard gives every role in your agency its own onboarding flow, collects signatures and credentials from staff on their phones, and tracks every expiration, so the file a surveyor asks for is complete before they ask. It works alongside the EMR you already use.
- Signed BAA with every agency
- Field-level encryption on AWS HIPAA-eligible services
- Built on 42 CFR §484 and California requirements
Surveyors don't audit your software. They pull a file.
A license expired last month. Nobody noticed.
CareOnboard reminds the staff member and you at 30, 14 and 7 days, and escalates to you if a mandated item lapses.
It was signed on paper, scanned, and filed somewhere.
Every signature is captured electronically with the signer, timestamp and document hash, then saved to the file as a locked PDF.
How it works
Add a new hire and assign the role.
The right forms, credentials and competencies attach automatically, based on the position and the state.
Staff finish on their phone.
They open a branded invite from your agency, sign, upload their license, and complete their checklist. No app to install.
The file builds itself.
Every completed item lands in a survey-ready personnel file, and every expiration date starts its own reminder schedule.
Already have a team?
Enter the credentials you have on file for your current staff, and CareOnboard runs their renewals from there. Nobody has to re-onboard.
A flow for every role
Generic HR tools don't know these roles. CareOnboard has a flow for each one, with its licensing board and federal competency requirements built in:
Keep your EMR. Add the file it doesn't keep.
Your EMR runs visits, scheduling and billing. CareOnboard does one job: keeping every personnel file complete and current. There's nothing to migrate and nothing to replace.
Security
| Hosting | AWS us-west-2, HIPAA-eligible services, BAA in place |
| Encryption | AES-256-GCM field-level encryption, per-tenant keys |
| Isolation | Multi-tenant isolation with role-based access |
| E-signatures | ESIGN/UETA record with signer, timestamp, document hash, and frozen PDF |
| Audit | Every configuration change logged, with who, what and when |
One price per agency. Employees and contractors count the same.
50% off your first 3 months. Your rate is locked for two years, and you can cancel anytime.
Before billing opens, we verify your agency against the CMS provider registry. Most agencies are verified instantly.
Want the Forms & Policy Library too? The Combo Pack includes CareOnboard for up to 30 staff plus Alerts & Library for $119.99/mo. See pricing →
What changed for agencies this week
Every rule change explained in plain English, with who it affects, the deadline, and the citation. Free, always.
CDPH AFL 26-28: SB 164 halts new home health licenses, expands licensure rules
CDPH has issued AFL 26-28 implementing SB 164, which places a moratorium on new home health agency licenses and broaden…
DHS opens 30-day comment period on E-Verify collection revisions
USCIS is sending a revised E-Verify information collection to OMB and allowing 30 more days for public comment.
CMS Finalizes FY 2027 Hospice Payment Rates and Quality Reporting Requirements
CMS has issued final rule CMS-1851-F updating Medicare hospice payment rates, the wage index, and the aggregate cap amo…
One short email a week. Every rule change that affects your agency, with the deadline and the citation.
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Questions agencies ask
Do we have to replace our EMR?
No. CareOnboard keeps personnel files and credentials. Your EMR keeps doing visits, scheduling and billing.
Can we add staff we already have?
Yes. Enter the credentials on file, and CareOnboard tracks their renewals from then on.
Do contractors count toward the staff tiers?
Employees and contractors count the same, W-2 or 1099.
Will you sign a BAA?
Yes, with every agency on CareOnboard.
How do staff complete onboarding?
They open an invite link on their phone or computer and complete their checklist there. There's no app to download.
Can we cancel?
Yes. Plans are monthly and you can cancel anytime. The two-year rate lock protects your price; it never commits you to stay.