When embarking on a healthcare assignment, traveler compliance is one of the most critical steps to ensure a successful placement. Compliance is the practice of adhering to local, state, and federal healthcare laws and regulations. Sherri, our Director of Compliance, provides insight into the steps travelers need to take, as well as some tips to streamline the process.
What Does Compliance Refer to for Travelers?
In simple terms, Sherri states that compliance for travelers is the collection of all necessary documentation that meets the requirements of the healthcare facility and Joint Commission standards. This ensures that every traveler is properly vetted and prepared before starting an assignment.
What Documentation is Required?
Generally, Sherri says healthcare travelers will be required to submit:
- State Issued Photo ID: This is required for your I-9 and E-verify forms, as well as specific Ventura MedStaff Forms.
- Background Check: If you’re working in home health, you may also need a Motor Vehicle Report (MVR).
- State Licenses: Ensure you have the appropriate state license for where you’ll be working.
- Certifications: This includes certifications like Basic Life Support (BLS) from the American Heart Association (AHA).
- Resume and References: Your resume and references should meet the facility’s qualifications.
- Skills Match: Your experience and skills must align with the unit you’ll be working in.
- Relias Exams: These standardized assessments help ensure your clinical knowledge meets the required level.
- Health Screening: Drug screen, flu information, MMR, Varicella, Hepatitis B, and TB information are all typical health requirements.
- Additional Checklist Items: The vendor checklist may include additional health items, testing, and facility-specific forms.
- Work Agreement (Contract): For each assignment, a signed contract is required.
“The compliance process can seem overwhelming at first,” Sherri empathizes, “but it’s our job to make the process as easy and go as quickly as possible.”
What Does the Compliance Process Look Like?
“Once a traveler is placed, the journey to compliance begins,” Sherri says with a smile. If the start date is more than 30 days away, our Placement Specialists will send out a welcome email within the first few days. If the start date is closer (within 30 days), the email goes out that same day as the work agreement is signed. “From there, your specialist will gather the specific checklist for the facility and communicate with you about the required items.”
For new travelers, it may take a few days to collect all the necessary documents. Returning travelers will have a bit easier process. They will just need to complete any forms that need updating.
How Can Travelers Streamline the Onboarding Process?
“Being proactive is key,” Sherri stresses. “Start gathering the required documentation as soon as you begin speaking with your recruiter.” This is recommended to reduce stress and give you ample time to address any last-minute issues. Sherri also emphasizes the importance of direct communication with your Placement Specialist. They are the experts assigned to guide you through this process—cutting out the middleman ensures clearer and quicker communication.
Important Things Travelers Should Keep in Mind
Sherri offers a few important reminders for travelers:
- Notify your recruiter of any vacation plans. If you have any planned vacations or time off before your assignment starts, notify your recruiter early. Compliance paperwork takes time, and we want to ensure it’s completed before you begin work.
- Devote the necessary time to the compliance process. If you work full-time during the week, you may need to take a day off to complete compliance tasks, as many clinics operate during standard business hours.
- Stay flexible. New requirements from the facility may arise, and it’s essential to adapt as needed.
Top Five Mistakes to Avoid During Compliance
By being proactive, maintaining clear communication with your Placement Specialist, and staying organized, travelers can make the onboarding process smooth and stress-free. However, there are some things travelers can do that actually hinder the compliance process. Sherri says these are the top five things to avoid when onboarding:
- Waiting until the last minute: Health screenings, like drug tests, can occasionally get lost or require redoing if results come back as “negative dilute.” Make sure you leave yourself some wiggle room!
- Taking time off right before the start date: Ensure you return with enough time to complete any outstanding paperwork.
- Ignoring communication: Respond promptly to emails, calls, and texts from your Placement Specialist.
- Questioning the necessity of items: Every request is made with a purpose. “We only ask for what is required,” Sherri states.
- Missing deadlines: Always stay ahead of deadlines to avoid unnecessary delays.
Travel with Ventura MedStaff
Flexibility, preparedness, and communication are the cornerstones of success when it comes to traveler compliance. And as Sherri always reminds us: Be flexible—things change all the time.
We’d love to help you find your next assignment and help you through a smooth and successful onboarding process! Contact a recruiter today to get started.
