How Vetting Works: Speed, Verification, and Human Control
A transparent look at how ProHireHQ pre-screens clinical candidates in under 60 seconds, cross-checks active licenses, and books qualified talent directly onto hiring manager calendars. Built specifically for senior care operators and staffing agencies on top of your existing ATS.
The 3-Step Candidate Intake & Pre-Screening Process
Senior care recruiting fails when applicants wait days for a response. ProHireHQ automates the initial engagement and credential verification while candidate intent is highest.
Elevate
Deploy high-converting employer brand careers pages and candidate portals. Instead of sending top CNAs, HHAs, LPNs, and RNs to third-party job boards, you give clinicians clear answers to "why work here" with culture highlights, shift options, and frictionless mobile application flows.
- Modern, mobile-first clinical careers portal
- Answers why apply here directly to candidates
- Integrates smoothly with your existing ATS
Pre-Screen in <60s
Applicants receive immediate conversational outreach via SMS and voice. The platform verifies active license standing, schedule availability, commute preferences, and clinical setting fit (such as memory care, hospice, or skilled nursing). CMS NPI registries are cross-checked and gaps flagged.
- Sub-60-second response via SMS and voice
- Assesses shifts, weekend rotation, and care settings
- CMS NPI cross-check with instant gap flagging
Book
Pre-qualified candidates self-schedule directly onto your hiring manager's or DON's calendar. Zero back-and-forth phone tag, zero dropped candidates, and zero wasted interview slots with unqualified applicants. Your team walks into interviews with verified credentials in hand.
- Self-booking on hiring manager calendars
- Automated calendar sync and SMS interview reminders
- Pre-interview summary delivered before the call
The Survey-Ready Credentialing Layer
Hiring fast without verified credentials creates catastrophic state survey citations and audit fines. ProHireHQ embeds primary-source verification and digital storage directly into applicant intake.
50-State Primary-Source License Verification
Automated checks connect directly with official state licensing boards, CNA registries, and Nursys across all 50 states.
- Verifies RN, LPN, CNA, and therapy licenses before interview booking
- Checks unencumbered status, disciplinary tags, and original issue dates
- Generates official verification certificates stored directly in candidate records
Real-Time CMS NPPES NPI Cross-Check
Sub-1500ms validation against the Centers for Medicare & Medicaid Services National Provider Identifier registry.
- Verifies 10-digit NPI identity, healthcare provider taxonomy, and primary practice state
- Identifies de-activated or mismatched provider records before hiring manager review
- Provides instant verification receipts for billing compliance and clinical credentialing
Automated Expiry Monitoring & Alerts
Proactive notifications prevent clinical staff from working shifts with lapsed licenses or expired certifications.
- Automated alerts sent directly to staff phones at 60, 30, and 14 days before expiration
- Facility-level compliance dashboard highlights at-risk credentials across all locations
- Prevents CMS F-tags and state survey deficiencies from uncertified shifts
FCRA Background Checks & Digital Binders
Compliant background screening paired with organization-scoped digital compliance files.
- Federal OIG and SAM exclusions list clearance with sex offender registry checks
- FCRA-compliant criminal history checks with FBI fingerprinting workflows
- One-click audit export generating complete compliance binders during state surveys
Division of Responsibility: System Speed vs Human Authority
We believe software should automate tedious intake and compliance verification, but never replace clinical discernment. Here is exactly where the platform stops and your clinical leadership takes over.
What ProHireHQ Handles
- 24/7 Candidate Sourcing & Capture: Intake from modern careers pages, portals, and ATS listings.
- Sub-60-Second Response: Immediate conversational outreach via SMS and voice before candidates look elsewhere.
- Objective Pre-Screening: Verifying license status, shift availability, weekend rotation, and care-setting fit.
- Primary-Source & NPI Checks: Automated verification against state boards and CMS registry databases.
- Credential Gap Flagging: Highlighting missing certifications, expired documents, or schedule mismatches.
- Calendar Self-Booking: Allowing qualified clinicians to select interview slots directly on manager calendars.
What Humans Own
- Clinical Interviewing: Evaluating bedside manner, patient empathy, communication, and interpersonal rapport.
- Competency Assessments: Hands-on clinical skills validation, charting competence, and pharmacology readiness.
- Professional Reference Checks: Speaking directly with prior supervisors, DONs, and charge nurses.
- 100% of Hiring Decisions: Making offers, negotiating wage rates, and finalizing employment agreements.
- ATS Record Management: Archiving candidate records and final hire paperwork inside your system of record.
- Clinical Supervision: Direct facility onboarding, preceptorship, and ongoing quality assurance.
Candidates always know they are interacting with AI-assisted intake. When an applicant submits an inquiry, the initial message clearly identifies that ProHireHQ intake assistance is reviewing requirements to help them select an interview time quickly. Candidates are never misled into believing an automated assistant is a human recruiter, and they have an immediate path to request assistance from a human coordinator at any point in the process.
Frequently Asked Questions About Vetting
Clear answers for senior living executives, clinical recruiters, and Directors of Nursing.
Does ProHireHQ replace our existing ATS or clinical software?
No. ProHireHQ sits directly on top of whatever ATS you already run (such as Workday, Greenhouse, Taleo, iCIMS, or HealthcareSource). It is not an ATS replacement. Your ATS remains your system of record for applicant tracking and compliance files. ProHireHQ powers the top of the funnel: candidate attraction, sub-60-second response, pre-screening, credential gap verification, and interview self-scheduling.
Can the AI make a hiring decision or reject a candidate autonomously?
No. ProHireHQ never makes automated hiring decisions. The system evaluates objective, non-discriminatory pre-screening criteria (active license standing, shift availability, commute range, and care-setting experience) and flags credential gaps. Human clinical coordinators, Directors of Nursing (DONs), and hiring managers conduct every interview and make 100% of final hiring decisions.
How are candidates informed that they are interacting with AI-assisted intake?
Complete transparency is built into every candidate touchpoint. When candidates submit interest, the automated SMS and voice greeting immediately states that they are interacting with ProHireHQ intake assistance to review requirements and schedule their interview. Candidates can request to connect directly with a human team member at any moment.
What credentials and licenses are verified before the interview?
ProHireHQ performs primary-source verifications across 50 state licensing boards and Nursys to verify active, unencumbered license standing for Registered Nurses (RN), Licensed Practical Nurses (LPN), Certified Nursing Assistants (CNA), and therapy staff. The platform also executes automated CMS NPPES NPI registry lookups in under 1500ms to verify active provider identifiers and healthcare provider taxonomy codes.
How does the system screen for schedule availability and care-setting fit?
During the conversational intake (via SMS or voice in under 60 seconds), the system verifies shift preferences (day, evening, night, PRN, or rotating weekends), holiday availability, commute tolerance, and specific care-setting exposure (such as memory care, hospice, skilled nursing, or home health). Candidates who match role requirements are immediately offered self-scheduling links for hiring manager calendars.
How does digital credential storage help operators during state surveys?
Every clinician receives an organization-scoped digital compliance profile storing primary-source verification receipts, background check releases, CPR certifications, and active expiration dates. The system triggers automated alerts at 60, 30, and 14 days before any license or certificate expires, eliminating survey tags and compliance deficiencies.
See How Vetting Works for Your Open Shifts
Book a 15-minute working session with James Pemberton. We review your open roles, your existing ATS, and show you how to pre-screen candidates and deliver survey-ready credentials without extra recruiting headcount.
Book a 15-minute demo 15-minute working session on Zoom. 30-minute calendar hold reserved. No hard sales pitch.