Caregiver Compliance Portal Agent
Caregiver compliance documents are stored in Google Drive folders organized by employee name. When a state auditor asks for TB test records or background check dates, office staff manually search through folders, open PDFs, and compile a list. There is no way to see at a glance which caregivers have expired documents or missing files. New hires complete pen-and-paper hiring paperwork that staff then scan and file manually.
All caregiver compliance documents are stored in a structured PostgreSQL database with per-document status (valid, expired, or missing). Office staff search by caregiver name or ID and see a compliance dashboard with green/red status indicators for each document type. Staff can filter the roster to show all caregivers with expired TB tests or insurance cards, and pull audit-ready compliance reports in minutes. New hires complete digital onboarding forms with e-signature, and upload documents through a web portal. Admin staff can upload documents on behalf of caregivers when needed.
Compliance documents scattered across Google Drive and paper files.
Home care agencies store caregiver compliance documents in Google Drive folders, paper files, and email threads.
Non-compliance with California state inspection requirements carries fines and license jeopardy.
New hires complete pen-and-paper hiring paperwork that staff then scan and file manually.
Staff cannot see which caregivers have expired TB tests, insurance cards, or background checks until an audit surfaces the problem.
Audit-ready compliance records in minutes, not hours.
Search any caregiver by name or ID and see their full compliance status at a glance with green/red document indicators.
Filter the roster to show all caregivers with missing or expired documents so you can renew before state inspection.
New hires fill out hiring paperwork on a device with e-signature, creating a structured database record instead of a scanned PDF.
Staff can upload documents on behalf of caregivers when Polaris receives background checks or TB tests directly from the state.
This portal collects caregiver onboarding forms and five required document types (driver's license, TB test, background check, car insurance, Social Security card) in a structured database. Office staff search by caregiver name, filter by expired documents, and pull compliance reports in minutes. When a state inspector arrives, you have proof of every caregiver's current status without digging through folders.
From hiring paperwork to audit-ready compliance in three steps.
The portal replaces scattered Google Drive folders with a structured workflow that starts with digital onboarding and ends with searchable compliance records.
Caregiver fills out state-mandated hiring paperwork on a device with e-signature. A unique 4-digit caregiver ID is auto-generated and the record is created in the database.
New hire uploads driver's license, TB test (skin test or chest X-ray), background check registration, car insurance, and Social Security card. For each document, the caregiver enters the relevant date (expiration or completion date). The system flags any missing or expired documents.
Office staff search the admin dashboard by caregiver name or ID, view full compliance profiles with green/red status indicators, filter by expiration date, and pull audit-ready reports. Staff can also upload documents on behalf of caregivers and manually correct dates if needed.
Onboarding form submission +
New caregiver fills out state-mandated hiring paperwork digitally with e-signature, creating a new caregiver record with auto-generated 4-digit ID.
Document uploads +
Caregiver uploads driver's license, TB test, background check registration, car insurance, and Social Security card as image or PDF files.
Expiration and completion dates +
Caregiver manually enters expiration dates for driver's license and insurance, read date for TB test, and registration date for background check.
Admin document uploads +
Polaris staff upload documents on behalf of caregivers when the agency receives background checks or TB tests directly from the state.
Create caregiver record +
On form submission, generate unique 4-digit caregiver ID and create database record with status 'applicant'.
Store document files securely +
Save uploaded document images and PDFs to encrypted object storage (Cloudflare R2) with private access. Store file reference in database.
Compute per-document compliance status +
Compare entered date against current date to determine valid (not expired), expired (past expiration), or missing (no upload). Social Security card is valid/missing only (no expiration).
Compute overall caregiver compliance status +
Roll up per-document statuses into aggregate status: complete (all documents valid) or incomplete (any missing or expired).
Optional AI date extraction +
Pass uploaded document images to Gemini Flash 3 to extract dates (expiration date for driver's license and insurance, read date for TB test). Return extracted date as suggested value for staff verification.
Caregiver compliance database +
PostgreSQL database with per-caregiver records showing personal info, document status (valid/expired/missing), uploaded files, entered dates, and overall compliance status.
Admin dashboard +
Web interface showing all caregivers in a searchable, filterable table with columns for name, ID, status, and compliance status. Filter by compliance state (complete/incomplete) or document status (missing/expired). Sort by name, ID, or nearest expiration date.
Caregiver detail view +
Full profile showing personal info, all five document types with status indicators, uploaded file previews, entered dates, and AI-suggested dates if available. Download button for each document.
Audit-ready compliance reports +
Staff can pull filtered views of the roster (e.g., all caregivers with expired TB tests) to respond to state audits in minutes.
Is this for you?
- + Home care agencies in California - Subject to state inspections that require proof of caregiver TB tests, background checks, and driver's licenses. This system replaces scattered folders with audit-ready records.
- + Agencies with 50-500 active caregivers - The dashboard scales to hundreds of caregiver records. Filtering and search handle typical roster sizes without performance issues.
- + Teams managing 10-30 new hires per month - The onboarding form and document upload portal are designed for recurring hiring workflows. The system grows with your team.
- + Agencies using Viventium payroll - Caregiver IDs can be mapped to Viventium payroll IDs for cross-system consistency. No API integration required; ID mapping is manual.
- - Agencies without state-mandated compliance document requirements - If your jurisdiction does not require TB tests, background checks, or driver's license verification, this system adds overhead without benefit.
- - Teams that do not need audit-ready compliance records - If state inspections are not a concern and you have no regulatory compliance risk, a simple folder structure may suffice.
- - Organizations with complex multi-state compliance rules - This system is built for California home care requirements. If you operate across multiple states with different compliance rules, you will need customization.
Scoped build plus usage-based runs.
This is a custom-built compliance portal for Polaris Home Care. The build includes digital onboarding form, document upload portal, admin dashboard, and structured compliance database. Pricing covers the initial build and deployment on Railway.
- Initial build: 10 development hours (1 credit) covering onboarding form, document uploads, admin dashboard, and database setup.
- AI document scanning (Gemini Flash 3) is optional and cost-optimized for 15-30 new hires per month. Extraction calls are logged and billed separately if used.
- Hosting on Railway includes PostgreSQL database, file storage (Cloudflare R2), and web app runtime. Monthly hosting costs depend on usage volume.
- Future phases (compliance notifications, automated outreach, email reports) are separate builds.
How does this system help during a state audit?
When a state inspector arrives and asks for TB test records or background check dates, your office staff search the dashboard by caregiver name and pull a compliance report in minutes. All documents are stored in one database with green/red status indicators showing which caregivers are current and which have expired documents. No more digging through Google Drive folders.
Can caregivers upload documents themselves, or does staff have to do it?
New hires upload their own documents through a web portal after completing the digital onboarding form. They submit driver's licenses, TB tests, background checks, car insurance, and Social Security cards, then enter the relevant dates. Staff can also upload documents on behalf of caregivers when Polaris receives background checks or TB tests directly from the state.
What happens if a caregiver's TB test or insurance expires?
The system automatically flags expired documents with a red status indicator. Your staff can filter the dashboard to show all caregivers with missing or expired documents, so you can reach out to renew before a state inspection. You control when to follow up.
Do we have to manually enter expiration dates, or does the system extract them from the documents?
Caregivers manually enter dates when they upload documents, and your staff can verify by pulling up the original image. The system can optionally use AI to suggest dates extracted from document images, but manual entry is the baseline. Staff always has the original document to confirm any date.
Can we map caregiver IDs to our Viventium payroll system?
Yes. The system auto-generates a unique 4-digit caregiver ID when someone completes the onboarding form. Once they are hired, your staff can enter their Viventium payroll ID into the system for cross-reference. No API integration is required; the mapping is manual.
Is this system only for new hires, or can we use it for existing employees too?
The system is designed for new hires completing the onboarding form and uploading documents. For your existing 150 employees, your staff can manually upload their compliance documents using the admin interface. This is a one-time effort that can be done over time as staff have capacity.
What documents does the system track?
The system tracks five required compliance documents: driver's license, TB test (skin test or chest X-ray), background check registration, car insurance, and Social Security card. Each document has a status indicator showing whether it is current, expired, or missing.
Can staff correct dates or re-upload documents if something is wrong?
Yes. From the caregiver detail view in the admin dashboard, staff can manually correct dates, re-upload documents, and update caregiver status. Any change recalculates the overall compliance status immediately.
Ready to replace scattered compliance folders with audit-ready records.
This portal lets Polaris Home Care onboard new caregivers digitally, store compliance documents in a structured database, and pull audit-ready reports in minutes. When a state inspector arrives, you have proof of every caregiver's current status without digging through folders.