Compliance & credentialing software for home health, hospice and behavioral health agencies Every employee file,
audit-ready all the time.
Corvara is home health compliance software for the personnel side of a survey: the employee binder, the reminder ladders, the compliance grid and the stored reports a surveyor asks for, in one platform. Licenses, screenings, trainings and signed policies are tracked per employee and per requirement, so survey day looks like any other Tuesday.
Built for CARF and Joint Commission survey readiness · AES-256 encryption at rest, two-factor sign-in and an append-only audit trail
The staff directory
Every person on the roster, file-readiness at a glance.
0
requirements tracked on one RN file
0%
of record access in the audit trail
0
years of records kept by default
0
bit encryption on every document
100-second tour
The whole platform in 100 seconds.
The staff home screen, an employee binder with primary source verification, hiring with an offer letter, the compliance grid and the employee portal, recorded on Meridian Home Health, our demo agency. Captions only, no audio, so it plays anywhere.
For the full story, watch the narrated walkthrough with chapters and a transcript, 6:50 long.
Every name and record in the video is sample data.
The whole platform
The entire HR office, in one binder.
Personnel files, credential tracking, e-signed policies and compliance reporting — everything below ships in the platform today. No modules, no add-ons.
If the credentials are what you are buying for, the caregiver credential tracking software page walks through what is tracked, by role and interval, and what a surveyor is handed.
Reporting & compliance review
Surveys stop being fire drills.
A number computed the morning the surveyor arrives is a claim. A year of monthly snapshots, each frozen the day it was made, is evidence. Corvara stores both kinds of record and never confuses them.
Monthly snapshots, frozen forever
Generated automatically, stored immutably. What March said in March — including the problems fixed since.
The annual review, chart-first
A year-long trend line, six quality indicators against target, breakdowns by role and section — built for a surveyor to read.
QA plans and corrective actions
Findings generated from the data, so the plan cannot quietly omit a failure. Finalized plans are immutable.
Every cell is a door
The compliance grid links every square straight to the requirement it represents — see red, click, fix.
QA in three clicks
A compliance review that used to take a week now takes a morning.
Open the grid
Every person against every requirement. The red cells are the entire agenda for the meeting.
Click the cell
Each square opens the exact requirement on the exact file — the document, the dates, the verification record.
Print the proof
One click assembles the full file into a single PDF, exhibits included, stamped and logged in the audit trail.
Pricing
Priced per employee, per month.
Every tier is the whole platform. The tiers differ only in how much of it is shaped to your agency. Pay for the people you actually track, above a $250 monthly minimum, month to month, cancel with 30 days' notice.
Comparing vendors? Our MedTrainer alternatives comparison for home health agencies puts each vendor's published price side by side for a 30-employee agency.
Essentials
The platform, ready on day one
$25per employee / month
$250 / month minimum
- Every feature - binder, portal, pipeline, reports
- Standard CARF / Joint Commission requirement library
- Ready-made application forms
- Corvara co-branded
Configured
Shaped to how your agency runs
$30per employee / month
$250 / month minimum
- Everything in Essentials
- Custom requirement templates & reminder ladders
- Application forms built per role
- Your logo and colors through the app
- CEU tiers tuned to your state's licensure rules
White label
Your brand first, ours in the footer
$45per employee / month
$250 / month minimum
- Everything in Configured
- Fully white-labeled, your brand leading
- Public application page on your own subdomain
- Priority support and guided onboarding
Implementation
$500one-time
Your dedicated server stood up, TLS certificates issued, the platform configured, your requirement library seeded and live. Billed once, separately from the per-employee rate.
Storage & hosting
$15/ month, flat
Encrypted document storage, nightly backups and certificate renewals. One line, no surprises, whatever your headcount.
Priced on
evaluationone-time, quoted up front
Pre-audit support prep
A survey run-through before the surveyor: we audit every file against your requirement library, assemble the stored-report package, draft the corrective action plan for anything short, and walk your team through the questions that are coming. Scope and price come from a short evaluation of where your files stand.
Priced on
evaluationone-time, quoted up front
Documentation buildout
For agencies that don't have their own job descriptions, policies and acknowledgement documents: we write and load the library for every role you staff, wired to the annual-review clock so it stays current after we leave. Priced after an evaluation of how many roles and documents you need.
Running in 24 to 48 hours
From signed request to a live, configured platform, scheduled by request and availability, not a quarter-long rollout.
Live customer support
A person who knows your binder, on the phone when you need one, not a ticket queue with a three-day echo.
Security posture
Built like the records matter. Because they do.
- AES-256-GCM envelope encryption at rest
- Two-factor authentication on every account
- Append-only audit trail, seven-year default retention
- Role-gated case files and reports
- Versioned keys with zero-downtime rotation
- Self-hostable — your data on your server
Frequently asked
How do I…? Every feature, answered.
Open a topic, then a question. The first group answers what agencies ask before they sign; every group after it is the exact set of clicks.
Before you buy6
What is healthcare compliance software?
- Software that tracks whether a healthcare organization meets the rules it is surveyed and audited against, and keeps the evidence. Products differ in scope: policies, training, incident reporting, privacy, or the workforce. Workforce compliance software holds each employee's licenses, certifications, background screenings, health items, trainings and signed policies as dated requirements with the document attached, warns before any of them lapse, and produces the reports a surveyor asks for.
- In Corvara that means a requirement library per role, a reminder ladder on every date, primary source verification recorded with proof, a compliance grid across the whole agency, monthly snapshots frozen when they are made, and a whole personnel file printed as one PDF.
What has to be in a home health aide's personnel file?
- It depends on the state that licenses you and on whether you are Medicare-certified. In Florida, for example, the file needs proof of at least 40 hours of aide training or passage of the AHCA competency test (Fla. Admin. Code R. 59A-8.0095(5)(c)), the Level 2 eligibility result and signed attestation (Fla. Admin. Code R. 59A-35.090(3)(c)), and the one-time HIV and AIDS course completed within 30 days of employment (Fla. Admin. Code R. 59A-8.0095(5)(r)). A Medicare-certified agency also holds the federal record: documentation of the 75-hour training program or nurse aide registry standing, plus a competency evaluation performed by a registered nurse (42 CFR 484.80(b) and (c)).
- Our Florida home health personnel file guide below lists every item by role with its subsection and a printable checklist. In Corvara each of those items is a requirement on the employee's file with its own due date, document and reminder ladder.
Does Corvara run OIG exclusion screening automatically?
- No. Corvara does not search the LEIE or SAM for you. You run the search, and Corvara records the method, the database checked, the result, the date and the saved screenshot or printout on the exclusion screening requirement in your library, then schedules the next check on whatever recurrence you set for that requirement.
- OIG's 2013 Updated Special Advisory Bulletin says providers 'are not required by statute or regulation to check the LEIE' and recommends monthly because the LEIE is republished monthly; a state Medicaid provider agreement or a health plan contract can make monthly binding. Our OIG exclusion screening guide below walks through which applies to you.
Is Corvara provider credentialing or payer enrollment software?
- No. Corvara tracks your employees' credentials: the license, certification, screening, training and signed-policy items each role must hold, with primary source verification recorded against the file. It does not enroll clinicians with Medicare, Medicaid or commercial payers and it does not maintain CAQH profiles.
- If you need payer enrollment, you need a different product alongside it. If you need to show a surveyor that every person on the roster is qualified and current, that is what Corvara does.
How do you choose the right healthcare compliance software?
- Ask whether it tracks requirements per person with a due date and the document attached, or just stores files in folders.
- Ask whether primary source verification is recorded with the proof, and whether anything can be marked complete without it.
- Ask whether compliance reports are frozen when they are generated or recomputed on the day you open them; only the first kind is evidence of what you knew and when.
- Ask whether the audit trail is append-only and records views, not only edits.
- Ask for a whole personnel file as one PDF, and for the price in writing per employee per month.
How much does Corvara cost?
- Three tiers, each the whole platform: Essentials at $25, Configured at $30 and White label at $45 per employee per month, above a $250 monthly minimum. Implementation is a one-time $500 and encrypted storage and hosting is a flat $15 per month.
- Month to month, cancel with 30 days' notice. Pre-audit support prep and documentation buildout are quoted separately after a short evaluation.
Staff directory5
How do I find someone — including a former employee?
- Open Staff and type a name, role, or employee ID in the search box — it searches everyone who was ever on the books, terminated staff included.
- Or set the status dropdown to Terminated to browse former employees only.
How do I see which files need attention first?
- Open Staff — the default sort is Most urgent first, so problem files lead.
- Watch each card's completion ring and red issue pills.
- Set the status dropdown to Needs attention to hide every clean file.
How do I change how the roster is sorted?
- Open Staff and use the sort dropdown: Most urgent first, Last name A–Z, Least complete, Role, Newest hires, or Longest tenured.
How do I add a new employee?
- Open Staff and press Add employee.
- Enter their details and role, then save — every requirement their role needs is scheduled automatically.
How do I print the roster?
- Open Staff, press Print roster, and print from the browser dialog — positions included.
Employee files6
How do I work through someone's file?
- Open their card from Staff.
- Use the tabs — Application & Hiring, Licensure, Health, Training, and so on — each shows its items with status and dates.
- Expand any row to file documents, record verification, or update its status.
How do I update an employee's email, phone, or address?
- Open their file and press Edit details in the header — the changes save in place.
How do I file a document on a requirement?
- Expand the requirement row and use File a document.
- Choose the file (up to 25 MB), add the expiry date if the item tracks one, and press Upload & file.
- It's encrypted at rest and versioned — a replacement supersedes, never deletes.
How do I enter records from our old paper files?
- In the upload panel, open Backfilling a historical record?
- Enter the date the document was originally received — the record carries that date while the audit trail still shows who filed it and when.
How do I view or print an entire file for a surveyor?
- Press Print file on the employee's header for the whole binder as one PDF.
- Or open the All documents tab to browse every version of everything filed.
How do I open a signed document on screen?
- Click any Signed & filed pill, signed title, or proof link — the PDF opens in a new tab with signatures and dates visible, and the access is logged.
Requirements & compliance6
How do I add a requirement to the library?
- Open Requirements and use New item under the right category.
- Set when it's due, how it recurs, whether it needs a document, an expiry, or primary source verification.
- Reminder ladders build themselves from the schedule you set.
How do I record primary source verification?
- Expand the item on the employee's file — the Record primary source verification panel is there until it's done.
- Enter the method, the source you checked, the result, and the date.
- Attach the proof — a registry screenshot or board letter. It's required: no upload, no sign-off.
- Press Sign off verification. The proof stays linked on the green verified panel.
What if a requirement doesn't apply to someone?
- As the HR director, expand the row and press N/A under Update this item.
- The item leaves the compliance score entirely — it neither helps nor hurts — and disappears from the employee's portal.
How do I waive an item instead?
- Expand the row and press Waive — the item counts as satisfied and the reason stays on the record.
- Use Waive for an applicable item you're excusing; use N/A for one that never applied.
How do I attach the actual training material to an item?
- Open Requirements, expand the item, and use the attach control to upload the curriculum or paste an https link.
- The material then opens from the library and from every employee's matching row.
How do continuing-education hours work?
- Upload each certificate on the CEU item with its course name and hours.
- The row shows a running tally for the cycle; when the target is met, Mark complete accepts it and the next cycle starts.
Forms & e-signatures6
How do I build our own fillable form?
- Open Templates and create a new template.
- Add sections and fields — text, dates, checkboxes, SSN/EIN, signatures — and mark who completes each: employee, agency, or either.
- Flag sensitive fields so they're stored encrypted. Preview the finished PDF any time.
How do I send a W-4, I-9, or agreement to an employee?
- Open their file — under Forms & agreements, choose the form in Assign a form.
- Optionally pick who signs for the agency, to route the countersignature to that person's portal.
- Press Assign. It appears on the employee's portal under Forms to complete & sign.
How does signing actually work?
- The signer types their full legal name — that carries the attestation — and can draw their signature on the pad with mouse or finger.
- The finished PDF embeds the ink and appends an electronic signature certificate: who signed, when, in what capacity.
- Federal forms fill the genuine IRS/USCIS PDFs, not a look-alike.
Where does the signed PDF go when a form is completed?
- It files into the employee's vault automatically and attaches to the matching checklist row — completing a W-4 also ticks 'Form W-4' on the binder.
How do I fix a form that was filed with a mistake?
- Open the filed form and choose Reopen for correction (HR director only).
- Give the reason — it becomes part of the audit record.
- Fix the entries and press Complete & file. The corrected copy supersedes the old one; nothing is deleted.
Can a recorded signature be edited?
- No — once captured, a signature is sealed on every editing surface.
- The only way to change one is the reopen-for-correction path, which records why.
Job descriptions5
How do I assign a job description?
- From the Job library page, an employee's Overview card, or their Application & Hiring tab — pick the description and press Assign.
- Choose who countersigns, or leave it on chain of command to follow the org chart.
- The binder's Signed Job Description row moves to In progress.
How does the employee sign their job description?
- In their portal, the description appears under Your job description with Read & sign.
- They read the full text, type their name, optionally draw, and sign.
How does the supervisor countersign?
- Once the employee signs, it appears in the supervisor's own portal under Tasks to complete.
- They open it, read, and sign — the signed PDF renders, files, and completes the binder row automatically.
- Staff can also countersign directly from the requirement row on the employee's file.
What if I picked the wrong countersigner?
- On the Signed Job Description row, use the Route to dropdown to pick someone else — or back to chain of command — and press Update routing.
How do I update a description's wording or its appraisal form?
- Open it in the Job library and edit — saving creates a new version.
- Every signature and acknowledgement resets: nobody stays signed on wording they never read.
- The appraisal's ALL-CAPS headings become the rating areas on that role's reviews.
Employee portal4
How do I give an employee portal access?
- Open their file and press Invite to portal.
- They get a single-use link — it works once, expires in 72 hours, and signs them in to their own record only.
- Once opened, their session lasts 30 days on that device; no password to manage.
What can employees do in the portal?
- See exactly what's still needed, worst-first, and upload photos or scans of their documents.
- Fill and sign assigned forms, and read & sign their job description.
- View their own signed and filed copies. Nothing they upload self-approves — staff review everything.
What does a supervisor see in their portal?
- Their own checklist, plus Tasks to complete — every document waiting on their countersignature, as clickable cards.
How do I cut off someone's portal access?
- Press Revoke on their file — access ends immediately.
- Termination revokes it automatically, with no grace period.
Hiring3
How do I publish a job application?
- Open Applications, build the form the role needs, and press Publish.
- Share the public apply link — candidates apply from any phone or computer.
How do I review and hire an applicant?
- Applications lists submissions newest-first; open one to see everything entered.
- Press Send to review — a candidate file opens for references, license verification and the offer letter, with a portal link so the candidate can review and sign.
- Press Hire on that file when you are ready — every remaining requirement is scheduled from the hire and start dates.
How do I move someone through onboarding?
- Open Pipeline and drag their card between stages.
- The red count on a card is how many blocking items stand between them and their first shift.
Performance & HR cases4
How do I write a 90-day or annual review?
- On the employee's Performance tab, press New 90-day (or annual) review.
- Score the rating areas — they come from the person's own job-description appraisal — and add strengths, improvements, and goals.
- Save as a draft to keep editing; Finalize freezes it and ticks the matching binder item.
How do I log a grievance or complaint?
- Open HR cases and use Log a grievance — it's recorded verbatim and tracked to a written resolution.
How do I record a disciplinary action?
- Open HR cases and use Record a disciplinary action: who, what, where, when.
- A follow-up alert lands automatically one week out, and the person's staff card shows a case flag.
How do I escalate or close a disciplinary action?
- Open the action and choose Escalate — naming who it goes to — or Close with a closing note.
- Both are recorded; a closed action stays closed.
Reports & audit4
How do I see the whole agency's compliance at once?
- Open Reports — the grid shows a colored cell for every person-requirement pair.
- Collapse a section to a score column for the wide view; click any cell to jump to that item on the file.
What's coming due in the next few months?
- In Reports, open the horizon view — everything due or expiring in the next 90 days, bucketed by week.
How do the monthly compliance reports work?
- A snapshot generates automatically each month into the Reports archive.
- Open one to see the indicators; any that missed target generate corrective-action findings with a root cause, action, and named owner.
- Finalize makes the plan immutable — that's the evidence a surveyor asks for.
How do I see who accessed a record?
- Every view, change, download, and signature is written to the audit trail with the actor and time — opening a file is itself a recorded access event.
- Settings shows the recent trail; the full history is kept at least as long as your document retention period, seven years by default and never less than six.
Branding & settings4
How do I put our logo and colors on everything?
- Open Settings → Account branding.
- Upload the logo and pick Fill or Fit for how it sits in its tile.
- Set your primary and accent colors — the preview shows them live — and press Save branding.
Can we make Corvara invisible to our staff?
- Yes — set Brand emphasis to Tenant-first and Corvara appears only on the login screen.
How do staff roles work?
- Five roles: Owner, Admin, HR, Recruiter, Viewer.
- Editing files needs HR or above; library changes, N/A calls, and reopening filed forms are director-level; Viewers read only.
How do I adjust security policy?
- Settings → Security & retention: session timeout, the two-factor requirement, and document retention in years (seven by default; six is the floor).
Sign-in & security4
How do I set up my authenticator?
- At your first sign-in you'll scan a QR code with any authenticator app and confirm a code.
- Save the recovery codes shown once at enrollment — they're your way in if you lose the device.
What if I lose my authenticator?
- Use a recovery code at sign-in, then re-enroll a new device.
- Out of codes? An admin on your account resets your second factor from Settings — support can't do it for them.
How is our data protected?
- Every document is AES-256 encrypted at rest with rotating keys; nothing serves from a public path.
- Every org's data is isolated; staff sessions time out; backups run nightly, encrypted.
How do I change my password?
- Settings → your account → change password. Admins send reset links — they never see or set anyone's password.
The rules your agency is surveyed against, written down plainly.
Each guide is built from the current rule text, cites every requirement to its subsection, shows the date it was last reviewed, and comes with a printable checklist. Free, no sign-up. If AHCA surveys you, start with the Florida home health personnel file checklist under Rule 59A-8.0095, which covers aide training, Level 2 screening and the HIV and AIDS course deadline item by item.
See it with a real binder open.
The demo runs a full agency — staff, credentials, reports and all. Applicants can even apply from their phone at the public application page.