Caregiver credential tracking software for home health and home care agencies Every license, screening and training, dated, verified and in the file.
Caregiver credential tracking software holds each caregiver's licenses, certifications, background screenings, health items and trainings as dated requirements with the document attached, warns before any of them lapse, and produces the reports a surveyor asks for. Corvara does this per employee and per requirement, so a file is never complete on someone's say-so.
What it tracks
- Licenses and certifications, with expiration dates
- Aide training and competency documentation
- Level 2 screening, attestation and the five-year rescreen
- OIG and SAM exclusion checks
- TB screening and health items, per policy or accreditor
- CPR, annual in-service and the HIV and AIDS course
- Continuing education hours, certificate by certificate
- Signed policies, job descriptions, W-4 and I-9
By role and interval
What it tracks, and where each row comes from.
| Item | Applies to | Cadence | Source | Guide |
|---|---|---|---|---|
| At least 40 hours of aide training, or passage of the AHCA competency test | Home health aide | Prior to the aide providing services | Fla. Admin. Code R. 59A-8.0095(5)(c); s. 400.497(1), F.S. | Florida home health aide guide |
| In-service attendance records or certificates | Home health aides and CNAs | Each calendar year; at least 12 hours in each 12-month period if Medicare-certified | Fla. Admin. Code R. 59A-8.0095(5)(k); 42 CFR 484.80(d) | Florida home health aide guide |
| One-time HIV and AIDS education course certificate or roster entry | All employees, except those under s. 456.033, F.S. | Once, within 30 days of employment | Fla. Admin. Code R. 59A-8.0095(5)(r) | Florida personnel file guide |
| Level 2 Clearinghouse eligibility result, filed in the personnel file | All screened employees and contractors | Before the person has contact with any patient; refile after each rescreen | Fla. Admin. Code R. 59A-35.090(3)(c); s. 408.809(1)(e), F.S.; s. 400.512, F.S. | Florida personnel file guide |
| Signed AHCA attestation, Form 3100-0008 (July 2024) | All screened employees and contractors | Completed by the individual and retained by the provider upon hire | Fla. Admin. Code R. 59A-35.090(2)(d) and (3)(c); s. 435.05(2), F.S. | Florida personnel file guide |
| Level 2 rescreen, tracked by the retained prints expiration date | All screened staff, contractors, administrator, financial officer, controlling interests | Every 5 years; a Clearinghouse Renewal may be initiated in the 60 days before the retained prints expiration date, after which a new screening is required | s. 408.809(2), F.S.; AHCA, Clearinghouse Renewals | Florida Level 2 guide |
| Documentation of the 75-hour training program or nurse aide registry standing, plus a competency evaluation performed by a registered nurse | Home health aides at a Medicare-certified agency | Before furnishing services | 42 CFR 484.80(b), (c) | Florida personnel file guide |
| OIG LEIE exclusion check, plus SAM and AHCA's final order database where your Florida Medicaid provider agreement requires them | Employees and contractors | Before anyone starts work, then monthly: OIG's recommendation, not a federal rule; a contract term under paragraph 5(r) | HHS OIG, Updated Special Advisory Bulletin (May 8, 2013), p. 15; Florida Medicaid Provider Agreement, para. 5(r) (December 2023) | OIG screening guide |
| Current CPR certificate | Roles your policy or accreditor names; Florida aides and CNAs by rule | Before providing services; renew before expiration | Agency policy or accreditor requirement, not law, except Florida aides and CNAs: Fla. Admin. Code R. 59A-8.0095(5)(k), in-person demonstration course | Florida personnel file guide |
| Initial and annual TB screening, per an annual TB risk assessment | Direct care personnel, where your accreditor or policy requires it | Upon hire, then annually per the risk assessment | Agency policy or accreditor requirement, not law: ACHC HH4-2C.01; CHAP IPC.14. Rule 59A-8.0095 contains no TB screening requirement | Florida personnel file guide |
| North Carolina: Health Care Personnel Registry search, with the confirmation number or printed result filed | Unlicensed staff with direct access to clients or their property at a North Carolina licensed home care agency | Before hiring; note each access | G.S. 131E-256(d2); North Carolina also requires a baseline TB skin test for hands-on care employees, 10A NCAC 13J .1003(b) | North Carolina personnel file guide |
How it works in Corvara
From the requirement library to the printed file.
A requirement library per role
Every role gets its own requirements: when each is due, how it recurs, whether it needs a document, expiry date or primary source verification. Add an employee, choose the role, and everything is scheduled. The library makes Corvara a caregiver certification tracking system rather than a folder of scans.
Binder tabs on every employee file
Tabs the way surveyors think: hiring, identity, licensure, screening, health, training, payroll and policies. Each row is a requirement with its documents, dates and verification record.
Upload, then primary source verification
File the document on the requirement, up to 25 MB, with its expiry date. Where primary source verification is required, the panel stays open until method, source, result, date and proof (registry screenshot or board letter) are recorded. No upload, no sign-off.
Reminder ladders with real lead times
The standard ladder fires 30, 14, 7 and 1 days out plus an overdue catch. Caregiver license expiration alerts only help if they beat the renewal lead time: AHCA opens the Level 2 renewal window 60 days out, and an in-person CPR class needs booking first. Custom ladders come with the Configured tier.
The compliance grid
Every person against every requirement, one colored cell each. Click any cell to open that requirement on that file. The horizon view lists everything due in the next 90 days, by week.
Monthly snapshots, frozen at generation
A snapshot generates automatically each month and is never recomputed: what March said stays what March said, including the problems fixed since. Missed indicators generate corrective-action findings with root cause, action and named owner; finalizing makes the plan immutable.
The whole personnel file as one PDF
Press Print file on the employee's header: summary tables first, then every uploaded PDF and photo as a numbered exhibit. The export is itself an audit event.
Survey day
What a surveyor is handed
Home care credential tracking software earns its keep the day a surveyor asks for a file. Corvara hands over two things. First, the personnel file as one PDF: summary pages, then every uploaded document as a numbered exhibit.
Second, the stored monthly report. 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.
Behind both sits the audit trail: every view, change, download and signature with actor and time, kept at least your retention period, seven years by default, six the floor.
Hiring
From applicant to file
Tracking starts before the hire. Build the application form each role needs, publish it to a public link, and candidates apply from any phone or computer.
Send to review opens a candidate file for references, license verification and the offer letter, with a portal link for the candidate to review and sign. On the pipeline board, a red count shows what blocks the first shift.
Press Hire and the application becomes an employee file with every remaining requirement scheduled from the hire and start dates.
Scope
What Corvara does not do, by design.
Scheduling and electronic visit verification
Corvara does not build or verify visit schedules; it answers whether each person on the schedule is qualified and current. What crosses over: the printable staff roster and org chart.
Training delivery
Corvara delivers no courses. It attaches the material to the requirement, as an upload or https link, and records the certificate, hours and completion date.
Payroll
Corvara does not run payroll. The binder's payroll tab holds what a surveyor asks for, such as the W-4 completed on the genuine IRS PDF.
Automatic LEIE or SAM searches
You run the search. Corvara records the method, database, result, date and saved printout, then schedules the next check on the recurrence you set.
Payer enrollment and CAQH
Corvara does not enroll clinicians with Medicare, Medicaid or commercial payers or maintain CAQH profiles. When another product needs the evidence, the whole file prints as one PDF with numbered exhibits, and every version filed is in the All documents tab.
Weighing Corvara against a platform that does some of these? The comparison of MedTrainer alternatives for home health agencies sets out what each vendor does and charges, from its own pages.
Security posture
Security, as named controls
Credential tracking software for home care agencies holds identity documents, screening results and health items, so here are the controls by name.
AES-256-GCM envelope encryption at rest
Each document has its own data key under a versioned master key, so keys rotate with zero downtime. Backups run nightly, encrypted.
Two-factor authentication on every account
An authenticator app is enrolled at first sign-in, with single-use recovery codes.
Append-only audit trail that logs views
Every view, change, download, export and signature is written with actor and time. Opening a file is a recorded access event; nothing edits or deletes the trail.
Seven-year default retention, six-year floor
Set in years under Settings; the audit history is kept at least as long.
Role-gated, isolated, self-hostable
Five roles: Owner, Admin, HR, Recruiter, Viewer; case files and monthly snapshots are gated. Each organization's data is isolated on a dedicated server.
See the live demo, then ask about attestation status in a consultation.
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.
Worked example
What a 30-employee agency pays each month.
The one-time $500 implementation is billed once, in month one; the monthly figures are the same as the home page pricing section.
| Tier | 30 employees x rate | $250 minimum | Storage and hosting | Monthly total |
|---|---|---|---|---|
| Essentials | 30 x $25 = $750 | met, no change | + $15 | $765 per month |
| Configured | 30 x $30 = $900 | met, no change | + $15 | $915 per month |
| White label | 30 x $45 = $1,350 | met, no change | + $15 | $1,365 per month |
Frequently asked
Questions buyers ask first.
What does credential tracking software track for caregivers?
Each caregiver's licenses and certifications, screening results and rescreen dates, health items, trainings, continuing education hours and signed policies, as dated requirements per person with the document attached. The test for any product is whether it tracks requirements that way or just stores files in folders.
How far ahead should expiration reminders fire?
Far enough ahead to finish the renewal. The standard ladder fires 30, 14, 7 and 1 days out plus an overdue catch; custom ladders come with the Configured tier. AHCA opens the Level 2 Clearinghouse Renewal window 60 days before the retained prints expiration date, so that item needs a longer ladder.
Does Corvara verify a license with the issuing board?
Your staff perform the check; Corvara records it and will not close the item without it. The primary source verification panel stays open until you enter method, source, result and date, attach the proof (a registry screenshot or board letter) and press Sign off verification. No upload, no sign-off.
Does it run OIG exclusion checks automatically?
No. You run the search; Corvara records the method, database, result, date and saved printout and schedules the next check. OIG's 2013 bulletin says providers 'are not required by statute or regulation to check the LEIE' and recommends monthly; a Florida Medicaid provider agreement can make it binding.
Does it replace my scheduling or EVV system?
No. Corvara does not schedule visits or verify them electronically, and it is not payroll or training delivery either. It is the personnel side of a survey: whether every person on your roster is qualified and current, with proof in the file.
Does it work for North Carolina agencies?
Yes. The requirement library is yours to build: open Requirements, use New item under the right category, and set when it is due, how it recurs and whether it needs a document, an expiry date or primary source verification. A North Carolina agency loads the items its rules and surveyors expect, each with its own cadence, document and verification setting, and the reminder ladder builds itself from the schedule you set. Our North Carolina guide sets out what 10A NCAC 13J requires in each personnel record, from the registry search to the criminal history check.
How much does it cost?
Essentials at $25, Configured at $30 and White label at $45 per employee per month, each the whole platform, above a $250 monthly minimum. Implementation is a one-time $500; hosting is a flat $15 per month. A 30-employee agency on Essentials pays $765 a month, month to month, with 30 days' notice.