Managing Travel Healthcare Compliance Documents Digitally
The healthcare industry has more than its fair share of paperwork, and compliance documentation relating to healthcare professionals is a large part of that. The number of credentialing documents required increases annually, thanks in large part to the increased usage of vendor management systems by many hospitals. This volume of documentation is critical to your employment and not having the right paperwork can be impactful. If documents are missing or have expired, you may not be able to start an assignment. If already on assignment, you could be removed from the schedule until the document has been updated. Gathering, securely sending, and storing all these clinical documents and skills checklists can be a challenge for both facilities and individuals. Healthcare providers spend tens of thousands of dollars each year on software to manage these compliance files; individuals, thankfully, can do so for free. And, yes, you need to be storing your own documents. When you rely on an agency to do it for you, you could wind up scrambling if there are certain documents they won’t release to you, like the documents they paid to have completed. Manage Travel Nurse Compliance, Allied Health Compliance Digitally While a flash drive is a handy tool to keep documents, it can be lost or damaged. As an alternative (or, better, as a back up), there are several web-based tools for nurses to use. Many of these are likely familiar. Dropbox: Free for up to 2GB of storage, more than enough for all of your compliance documentation. If, however, more space is needed, it’s just $10 a month for up to 1,000 GB of storage. Google: Google provides 15GB of free storage across all of its online programs, including Gmail, Drive, and Photos. Additional storage is inexpensive: 100GB of space for just $1.99 a month and $9.99 for a massive 1TB. Microsoft OneDrive: Microsoft keeps making tweaks to its OneDrive online storage plans, but for now, the company is offering 5GB of storage for free. For 50GB of space, it’s going to cost you $1.99 a month. Online compliance document management services The only problem with these online tools is that the person you are sending documents to may have trouble opening or accessing them without login credentials. Luckily, there are other tools, like those from StaffDNA, that are free and allow individuals to securely store career documents and paperwork in one central location. Documents can then be shared from the site with a single click, passing a complete file to whoever needs it in a format that’s accessible without the need to log in anywhere. Where these sites differ from other online storage options, though, is that in addition to being easily shareable with prospective employers, nurses are notified of expiring documents, so everything is kept up to date. These tools are very helpful when working with a new employment recruiter or prospective employer, making it easy to complete much of the credentialing work required at the start of a relationship.
First-time Travel Nurse? Don’t Delay Compliance
You’ve graduated school. You’ve earned your license. You’ve worked a couple years in a permanent position. You’re ready to transition to travel nursing. Time to find an agency. Time to find a recruiter. Time to find a job. And it’s time to start collecting your compliance documents. Really? Before you have a job? Yes. Really, especially if you’re a first-time traveler. Tackling compliance early can ease headaches later There are a couple of reasons to start now. First, you’re going to have a lot to gather, and it’s going to take a little bit of time. You are going to need to provide documents that you haven’t had to access since you started working at your permanent job. You are either going to need to locate copies of things like college transcripts and shot records or you’re going to have to request those documents and wait to receive them. And other aspects of compliance–things like background checks and drug screenings–could take extra time to complete depending on how in-depth the hiring facility or VMS requires them to be. So don’t wait to begin the process of gathering documents. It’s about controlling the things you can control. You can make sure you have all of your documents together. You can make sure you’ve submitted background paperwork promptly. You can make sure you’ve scheduled a time to complete vaccinations or blood draws for screenings. How long it takes to complete those background checks or drug screenings is out of your hands, but you don’t want to be the reason things get held up. Compliance documents to collect So what do you need to have copies of? It will vary by assignment, but you can start here. A copy of your nursing license A copy of your diploma or a transcript that shows you earned your degree A copy of your annual physical Shot records showing you’ve had your: Annual tuberculosis skin test MMR vaccines (2) or positive titer Varicella vaccines (2) or positive titer Hepatitis B vaccines (3) or positive titer Tetanus, Diphtheria, Pertussis (Tdap) vaccine — within 10 years Seasonal flu vaccine (issued between October 1 and March 31) Copies of any certifications you’ve earned Copies of identifications (driver’s license, passport, Social Security card) A voided check to set up direct deposit with your bank Organizing your compliance documents And where should you keep these compliance documents? There are online tools, like cloud storage sites, that you can use. But maybe the simplest option and one that doesn’t require you to remember passwords or worry about a site’s security being compromised is a dedicated flash drive where you keep electronic versions of everything. Take it with you when you go to the doctor for a physical or to receive vaccinations, and they should be able to put a copy of any documentation onto the drive for you. Now, these won’t likely be all the documents you’ll need to be compliant at every hospital. Each facility and each VMS has its own requirements. If you do have these documents, it’ll cut down some of the hustle you have to do before a new assignment.