How to use a worker for your own clients while Care Hires reviews them (AA Pro)

Care Hires review takes time, and your clients do not always wait. If you are on AA Pro, you no longer have to hold a worker back until their profile is verified. You can activate them for direct work with your own clients straight away, then send them to Care Hires again when you are ready.

While they are working for you directly, the worker is an off-panel worker. They can be booked for your own clients but not for Care Hires jobs until Care Hires approves their profile.

Before you begin

• This is an AA Pro feature. AA Free agencies can activate a worker from Draft, using Complete Worker Setup, but not from the statuses below.
• You can activate from these statuses: Completed, Submitted for Review, Resubmitted, Denied and Suspended.
• You need permission to use the worker's three-dot menu.
• Check for changes waiting for Care Hires review. Activating discards them, so make a note of anything you will need to enter again.

Please note: Activating a worker who is waiting for Care Hires review cancels the review. Any changes waiting for review are discarded, and any request to withdraw, suspend or off-board the worker is cancelled too.

Activating the worker

1. Open the worker's profile.
2. Select the three-dot menu beside the status, then select Activate Worker.
3. If the worker has changes waiting for Care Hires review, a window lists each one with the date it was sent. It reads "This worker is waiting for CareHires review. Activating will cancel the review and discard the changes below. You can submit the worker for review again after activation."
4. Check the list, then select Discard changes and activate.
5. Follow the usual activation steps.

If there are no changes waiting for review, no window appears and the usual activation steps follow straight away.

What happens when you activate

• The status becomes Active, and you can book the worker for your own clients straight away.
• The worker becomes an off-panel worker. They lose the Care Hires tick and are listed under your General workforce until Care Hires approves their profile again.
• Changes waiting for review are discarded. The profile keeps the details Care Hires last approved. The audit log lists what was discarded, by name and date.
• The Care Hires review is cancelled, along with any request to withdraw, suspend or off-board the worker.

Sending the worker to Care Hires again

When you are ready for the worker to take Care Hires jobs again:

1. Make any updates the profile needs, including anything that was discarded when you activated the worker.
2. Complete the profile and submit it for review in the usual way. See How to create an employee for the steps.

When the profile reaches Care Hires, they can see when and by whom the worker was activated, and what changed while they were working for you directly.

Can the worker keep working while they wait?

Tip: If you want the worker to keep working while you prepare their resubmission, submit them for review rather than marking the profile as complete. A worker in Completed cannot be booked.

Good habits worth adopting

• Look at the discarded changes before you confirm. The window shows exactly what will be lost, with the date each change was sent. Keep a note of anything you need to re-enter.
• Resubmit once the worker is settled. Direct work keeps your clients covered, but the worker cannot take Care Hires jobs until they are approved again.
• Do not activate to get round a denial. If Care Hires denied the profile for a compliance reason, fix that reason first. The same issue will come up again at the next review.

If something looks wrong

Activate Worker is missing from the menu. Check you are on AA Pro and that the worker is in Completed, Submitted for Review, Resubmitted, Denied or Suspended. A worker off-boarded by Care Hires cannot be activated until Care Hires moves them to Denied.

Details you entered have gone after activating. Changes waiting for Care Hires review are discarded on activation, and the profile goes back to the details Care Hires last approved. Enter them again, then resubmit the profile.

A worker cannot be booked after you resubmitted them. Check their status. A worker in Completed cannot be booked. Submit the profile for review to let them keep working.

If something still does not look right, contact our Support Team.