The Workers Module visible on the left-hand navigation panel allows agencies to create worker profiles. This function is crucial not only to create a database of workers but also to create a record of worker certifications, licences and other necessary documentation. These documents are essential to determine the skills of the worker, fulfil mandatory compliance regulations and to ensure the standard of care is maintained in caring for residents.
Tip: To glide through the worker upload process, ensure you have ALL relevant details and documents digitally available prior to starting worker upload. All sections are mandatory and cannot be bypassed.
- Click the Create Worker button on the Worker’s dashboard. Select Individual Worker Creation. (The Bulk Worker Creation is currently under development).
- You will be navigated to a new page to begin including the worker’s information.
- Through a six-step process of information input (as depicted on the right panel of the page), worker profiles can be created.
Step 01: Input the Worker’s Basic Information
- All fields in the Basic Information page are essential
- Input the Agency Location for the worker. These are locations local to the workers residential address, where they can pick up jobs via your Care Hires contracted clients. Multiple locations can be selected however you must ensure that these locations are within a commutable distance (30 minutes drive).
- Upload a worker’s image.
Tip: Ensure the image is recent and clear, as it will be available for the care provider and will be visible on the shift overview. The image will be used as a means of identification for when the worker attends the service.
- Input personal info such as worker name, date of birth, gender, address and contact number.
Note: Including personal information is vital to avoid any duplication in the system. This will help to create unique identifiers and connect to the app seamlessly. The client is unable to view contact information as part of the worker profile overview.
- Tip: When inputting the Date of Birth, use the calendar function to set the date. Avoid typing in the date to overcome any errors in format.
- Scroll down the page to input the worker postcode. The postcode will generate addresses. You can either select a generated address or manually type it in.
- Select the worker type. You can select multiple skills based on the certification and training the worker possesses.
Note: The minimum skill all workers require is the ‘Care Certificate’. This is equivalent to a worker’s mandatory training certificate.
Tip: Any skill that is selected in the worker type field must be complemented with a respective document uploaded in the certificates section of the worker information. The compliance team will review as part of the vetting process, and profiles can be denied if evidence is not present.
- Select if the worker is PAYE, Umbrella or Other.
- Select the necessary visa requirements and eligible visa quota of the worker.
Note: Visa requirements are a significant prerequisite for a worker. It is important to monitor it carefully to ensure an employee does not work while overrunning his/ her visa quota. (eg: a student visa allows care staff to work only up to 25 hours per week). Accordingly exceeding the visa quota is considered illegal and violates the compliance requirement. When a visa expires, or the quota is exceeded, the system will automatically place a notice on the workers profile, visible to you, Care Hires team, and client. Those visas that are seen as expired on the system will trigger the worker's profile to be suspended and removed from all allocated shifts.
- Once all information is accurately added, click Save and Continue to the next step.
Step 02: Upload necessary documents
- In accordance with the information included in the worker’s basic information page, the documents section will generate fields to input the respective documents and certificates as evidence. (eg: if the worker possesses a driver’s licence/ or is a registered nurse, in the documents section, a digital copy of his/ her driver’s licence and nursing registration must be added).
Tip: Refer to the compliance manual to cross-check on documents that can be accepted.
- To upload the documents, either select the file or drag and drop the file.
- All documents are required to be accurately added before moving onto the next section. Once uploaded, click Save and Continue to the next step.
Note: You can revisit all documents that are uploaded later, by navigating to the documents section on the right-hand panel on the worker’s module.
If a document has expired, it will be indicated in red in the middle of the field as given below.
Tip: Once the worker is approved, look out for email notifications warning you of document expiration. You will receive the emails at an interval of 30 days, 14 days, and 2 days prior to the expiration date, so go ahead and update the documents ASAP! On the date of expiry, if you have not updated all relevant documents, the system will automatically suspend the worker and remove them from any booked shifts.
Step 03: Upload educational and training certificates
- Input the worker’s care experience.
Note: A minimum of 6 months of experience is required in the UK care sector for workers to be approved on the Care Hires platform.
- Select relevant training and educational certificates. Refer to the compliance manual to identify the mandatory training documents. Depending on the contract you are preparing the worker profile for, additional training may be required. This will have been disclosed to you by your dedicated Agency Engagement Manager who registered you with Care Hires.
- Upload digital copies of certificates by either selecting the file or dragging and dropping the file.
Tip: Before a provider chooses a worker for a shift, they may access an overview of the workers profile. This will include the training modules completed by the worker. Ensure all modules completed by the worker are listed. Where the certificate covers multiple modules, you can upload the same document against the enlisted module. Don't sell your workers short, be sure to display exactly how qualified your care staff are!
Once the worker is approved, look out for email notifications warning you of document expiration. You will receive the emails at an interval of 30 days, 14 days, and 2 days prior to the expiration date, so go ahead and update the documents ASAP! On the date of expiry, if you have not updated all relevant documents, the system will automatically suspend the worker and remove them from any booked shifts.
- Once all certificates are accurately added, click Save and Continue to the next step. You can navigate back to the certificates section on the right-hand panel on the worker’s module to view or update existing documents.
Step 04: Include emergency contact information
- Input the worker’s emergency contact name, contact numbers and relationship with the individual.
- This information is mandatory.
- Once all information is accurately added, click Save and Continue to the next step.
Step 05: Include vaccination and allergy information
- Include any necessary vaccination information of the worker. Type N/A if certain fields are not relevant to the worker.
- Include any details of worker allergies/physical or mental health concerns that could impact performance or suitability of place of work.
- Tip: While vaccination and allergy information are not mandatory, they may become necessary according to a specific contract with a care provider. So please add to save you some time later, especially where it is applicable to your worker.
- If you possess any certificates of vaccinations, simply select or drag or drop the digital copy.
- Once all information is accurately added, click Save and Continue to the next step.
Step 06: Include Worker References
- It is essential for a care worker to possess a minimum of two references.
- Workers can upload Professional, Academic or Character references. Per the compliance requirements, it is mandatory for the worker to have a minimum of 2 satisfactory references:
- Professional (Mandatory, must evidence a minimum of 6 months experience in the UK Care section within the last 2 years)
- Academic (Optional)
- Character (Optional)
- To upload references, either select the file or drag and drop the digital copy.
- Once all references are accurately added, click Save to add the worker profile.
Note: When the profile is completed, the references must be examined for their validity. Once they are verified, navigate to the References section on the right-hand panel of the Worker’s module and mark the references as Checked.
This verification is essential for the worker to be approved by the Care Hires compliance team.
- Congratulations on successfully creating your worker profile!
- If your worker profile is identified by the system as Profile complete, it has now been submitted to the Care Hires compliance team for vetting. This can take between 24-48 hours (sometimes sooner!).
- Once approved, your worker is now fully compliant in line with Care Hires standards.. Should you be uploading workers specific to a client's needs, please inform your supply engagement manager who is preparing you for your new client.
- To edit or update any worker information or documents, simply use the right-hand navigation panel to visit the worker information sections.
- Scroll down each section to review saved data.
- To edit any information, click Update, enter the relevant details, thereafter ensure that you click Save before exiting the page. For all details that are changed AFTER the worker has been approved, the compliance team will be required to pre-approve any new changes. Only once approved will you see the changes on the workers page.
- If you wish to examine the history of a created profile, navigate to the Audit Log on the right-hand panel of the Workers module.
- The audit log will indicate a record of all changes made to the worker profile.
Tip:
- To search for a specific worker profile, use the search box or filter on the right side of the Worker’s module page. You can filter by approved, denied, draft worker profiles etc.