Staffing Coordinator’s Hub

☁ Synced

🔍

🏠 Overview

📋 Onboarding & Compliance

🗓 Scheduling

🤝 Team & Reports

Your day at a glance

Everything the Staffing Coordinator owns, in one screen — work it top to bottom and nothing slips.

📘 Job Description & Daily·Weekly·Monthly Duties ✎

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📋 How This Tab Works — Step by Step ▼

When a care coordinator offers someone a job (📋 Offer a Job on the Team Hub), the interview record lands here automatically.
Open the record and enter the attribute answers into AxisCare (caregiver profile → Attributes screen — the list here is in the same order). Then click Entered in AxisCare ✓.
After references and verified job experience come back, set the confirmed Level of Care (the level from the interview is only a suggestion).

Interview & offer records

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📋 How This Tab Works — Step by Step ▼

How candidates get here

Candidate completes their application in Viventium. This triggers an email to Gmail and automatically adds them to this tab.If a candidate doesn't appear, check that Viventium sent the notification and manually add them using "+ Add Candidate."

Your checklist for each candidate

Run OIG Exclusion Check — click the OIG button on their row. Must be clear before proceeding.You can also run a batch OIG check for all pending candidates at once using the Batch OIG button.

Order FCSR Background Check — done manually through FCSR. Log the date ordered and mark clear/failed when results arrive.

Send Reference Forms — click "Send Refs" to email the reference form link to each reference the candidate listed. Requires 2 positive references.Reference form URL: mo-care.com/reference-form — responses are auto-scored and appear in the candidate record.

Fingerprint — schedule if required. Log the date completed.

Once OIG ✅ + FCSR ✅ + 2 Refs ✅, the candidate's status automatically changes to Ready for Orientation. Notify the team to book them into an orientation session.

If any check fails, status moves to Needs Review. Document the reason and determine next steps with management.

Processing Stats

📊

Use the Stats filter button to see how long each candidate is taking — we aim to get applicants to orientation as fast as possible.

Candidate	Ref 1	Ref 2	Ref 3	Ref 4	OIG Check	EDL Check	FCSR BG	Fingerprint BG	Status	Actions

📋 How This Tab Works — Step by Step ▼

How caregivers get here

Caregivers appear here after completing orientation and being promoted from the Orientations tab. You can also add them manually with + Add Caregiver.

Training milestones to track

Agency Orientation + ALZ Training (6 hrs total) — must be completed before the caregiver can be scheduled with their first client.

First Client Contact — log the date the caregiver was first scheduled with a client. This starts the 30-day OJT clock.

OJT In-Home + Online (12 hrs total) — must be completed within 30 days of first client contact. The 30-Day Training Due filter highlights anyone approaching or past this deadline.

Annual 5-Hour Training — required every year starting year 2. Use the Annual Due filter to see who is coming up.

Flags to watch

⛔

The Client Contact Blocked filter shows caregivers who have not completed their orientation/ALZ training and should NOT yet be scheduled with clients.

🎓 Open Training Hub ↗

Caregiver	Hire Date	Agency Orientation + ALZ 6hr — cleared to schedule	First Client Contact	OJT In-Home + Online 6hr — all 12hr due within 30 days	Annual 5hr yr 2+	Overall	Actions

📋 How This Tab Works — Step by Step ▼

Ongoing compliance checks

This tab tracks all active caregivers for recurring compliance requirements. Three checks must stay current: OIG Exclusion, EDL, and FCSR Background Check.

Use the 🔍 Batch OIG Check button to run the OIG exclusion check on all caregivers at once. This should be done regularly (monthly at minimum).OIG only requires first and last name — no SSN or date of birth needed.

Use the Overdue and Due Soon filters to prioritize who needs attention. Red = overdue, yellow = coming up within 30 days.

Supervisory visits & performance reviews

Log Supervisory Visit dates and Performance Review dates in each caregiver's record. These are required for Medicaid compliance audits.

Import / Export

Use 📥 Export CSV to download your full caregiver list for reporting. Use ⬆ Import CSV to bulk-upload caregivers using the provided template.

	Caregiver	OIG 90 days	EDL 90 days	FCSR annual	Fingerprint BG	Supervisory Visit annual	Performance Review annual	Actions

📋 How This Tab Works — Step by Step ▼

Scheduling a session

Click + Add Session to create an orientation. Set the date, start time (default 10am), capacity, location, and who is running it (facilitator + role).The session will automatically sync to Google Calendar and create a shift in AxisCare if those webhooks are configured in Settings.

To schedule repeating sessions, use the Repeat dropdown (weekly, biweekly, or monthly). The hub creates all sessions in one step and tags them as a series.

Booking candidates in

Once a candidate is Ready for Orientation in the Background & References tab, click 🔗 Copy Booking Link on a session and send it to them. They pick their preferred time from a self-serve page.Or click + Add Booking to manually add a candidate (useful for phone/text bookings).

Session capacity fills up automatically. A FULL badge appears when there are no open spots.

Day of orientation

After the session, switch to Past Sessions & Attendance and mark each attendee: ✅ Attended, 🚫 No-Show, 📅 Rescheduled, or ❌ Canceled.

For anyone who Attended, click the 🎓 Promote button to move them into the Active Compliance tab as a new caregiver.

For No-Shows, follow up and rebook them into the next available session using a new booking link.

⚙️ Orientation Settings — Schedule & Defaults ▼

Recurring Weekly Schedule

Generate Sessions

Session Defaults

Duration

Max Capacity (per session)

Default Facilitator

Location

In-Person Remote

June 2026

Click a highlighted day to view its sessions

All Upcoming Sessions

📋 How This Tab Works — Scheduling Overview ▼

You own three queues

New clients who need their first caregiver — they appear below when a lead converts.

Every open shift in AxisCare. A shift with no caregiver assigned is yours to fill — whether it's a brand-new client or a Tuesday cancellation on a client we've had for years. The board below shows them live; red means within 48 hours.

Requests about current clients — "don't send that caregiver back," "add Thursday hours," schedule changes. These arrive in the 📨 Coordinator Requests tab; do-not-return requests also build the permanent log at the bottom of this tab.

Your two systems

AxisCare is where all shifts live. Every caregiver, every client, every scheduled visit is created and managed here. This is your source of truth for the schedule.Use the quick-launch button above to open AxisCare directly.

CareQB is your phone system and also supports scheduling workflows — use it for caregiver outreach, call documentation, and shift coverage calls.Use the quick-launch button above to open CareQB directly.

General rules

⚠️

A caregiver must have completed Agency Orientation + ALZ Training before being scheduled with their first client. Check the Training tab before scheduling anyone new.

⚠️

Always confirm a caregiver's availability and active status in AxisCare before assigning them to a shift. Do not schedule deactivated caregivers.

🗓

Open AxisCare

Scheduling, shifts & caregiver profiles

↗ 📞

Open CareQB

Phone system & scheduling support

↗

🔴

Open Shifts — next 14 days

Live from AxisCare: every scheduled visit with no caregiver assigned. Fill them in AxisCare — this board refreshes when you reopen the tab.

Loading open shifts…

🏠

New Clients — Needs Scheduling

Populated automatically when a new client is added in AxisCare via Zapier.

🚫

Do-Not-Return Log — permanent record

Every client request that a caregiver not come back. Check this before assigning anyone. Entries are created when you complete a 🚫 request in Coordinator Requests, and can't be deleted — enter each one as a client-caregiver exclusion in AxisCare so the schedule physically can't pair them.

Nothing on the log.

📋 How This Tab Works — Step by Step ▼

Employee responsibilities

Employees submit EVV corrections using the form at sc.mo-care.com/evv-correction-form. Deadline is Sunday at Midnight each week.Copy and share the form link using the button below the deadline bar.

Staffing Coordinator responsibilities

Check this tab daily for new submissions. Pending corrections appear under "Pending Submissions."

For each submission: review the corrected clock-in/out times and tasks, then open AxisCare and make the correction on the caregiver's visit record.

After updating AxisCare, come back here and click ✅ Accept to mark the submission as processed. Or click Dismiss if the submission was invalid.

All corrections must be completed in AxisCare by Monday at 10am for payroll to process correctly.

Logging a manual correction

Use + Log Manual Correction to record a correction made directly without a form submission — for example when a caregiver calls in a correction by phone.

⏰ Employee Submission Deadline: Sunday at Midnight | Staffing Coordinator: Make corrections in AxisCare — all completed by Monday at 10am for Payroll

📋 EVV Form

sc.mo-care.com/evv-correction-form

Share this link with the attendant when they need to submit a correction

⚠️ Monthly Volume Monitor — EVV Compliance Tracker

⚠️ Missouri Medicaid (MMAC) treats high manual correction rates as a potential fraud indicator. Our internal standard is ≥85% real-time EVV compliance — no more than 15% of visits should require a manual correction. Every correction must have a documented reason and a signed form on file.

Total corrections this month

Highest single-attendant count

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Internal thresholds

✅ Target: ≥85% real-time EVV rate

🟡 Agency-wide: 5+ corrections/month = review

🔴 Agency-wide: 10+ = red flag

🔴 Per attendant: 3+/month = red flag

No corrections logged this month.

📬 Pending Form Submissions

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📋 Correction Log —

#	Visit Date	Attendant	Client	Original Time	Corrected Time	Reason	Form on File	AxisCare Updated	Status	Actions
No corrections logged yet. Click "+ Log New Correction" to add one.

📌 EVV Correction Policy & Acceptable Reasons

✅ Acceptable Reasons for Manual Correction

Phone was dead / no battery at clock-in or out
App crashed or technical error (screenshot recommended)
No cell service at client's location (rural area)
Attendant forgot to clock in or out (occasional — not recurring)
AxisCare app update caused disruption
Client's home phone not available for landline EVV

🚫 Red Flags — Patterns That Trigger MMAC Scrutiny

Same attendant requesting corrections repeatedly
Corrections that extend shift time (not just fix a missed clock)
Corrections submitted days after the visit
No signed correction form on file for an adjustment
3+ corrections in one month for the same attendant
10+ corrections agency-wide in one month
Pattern of corrections always on the same day/client

⚠️ Documentation Rule: Every manual adjustment in AxisCare must have a corresponding signed EVV Correction Form on file before the correction is made. If MMAC audits a claim and there is no form, the adjustment looks fraudulent. Sunday Midnight weekly deadline applies — corrections for the week must be in before that cutoff.

📋 How This Tab Works — Step by Step ▼

Log every attendance event the moment it happens — a call-in (the hub computes the notice automatically; less than 4 hours = write-up required per Handbook 2U), a tardy, or a no-call/no-show (immediate termination review per 2U — Samantha is alerted and makes the final call).
The hub counts events per caregiver and applies the corrective-action ladder from Handbook 2V the same way every time: Verbal Warning → Written Warning → Final Written Warning → Termination Review.
When a write-up is due, the caregiver's card shows a red button — click it and the document is drafted for you with the facts, dates, history and policy language. Print it, review it with the caregiver in person, have them sign (a signature confirms receipt, not agreement), then Mark issued and file the signed copy in Viventium.
Every write-up — warning or termination — is approved by Samantha or Zach (the owners) before it can be issued. Nobody else can approve discipline.

⚙️ Policy thresholds (editable — the ladder applies these consistently)

Notice required (hrs)
Call-ins before write-up
…within (days)
Tardy grace (min)
Tardies before write-up
…within (days)
Warnings count back (months)

➕ Log an attendance event

Shift They called at

No attendance events logged yet — the record starts with the first log.

🔎

Scan AxisCare clock-ins (last 7 days)

ℹ️ Caregivers aren't clocking in through AxisCare yet, so shifts show "no clock-in" even when they were there — treat results as leads to check, not facts. Once the team moves to AxisCare EVV, this scan becomes automatic tardiness detection.

📋 How This Tab Works — Step by Step ▼

When an applicant or caregiver texts back to one of our automated messages, it appears here. View the conversation, reply right from this page (no GoHighLevel login needed), or mark ✓ Done if no reply is needed.

📨

Automation Replies

Applicants & caregivers texting back on the automation line. Reply here — no GHL seat needed.

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📋 How This Tab Works — Step by Step ▼

Request a meeting with Samantha or the care coordinators (topic + when works for you). They accept in their hub, and a Join Video button appears for both of you — camera, microphone and screen sharing all work right in the browser, nothing to install.
During a video call, use Share screen to show your screen while you talk. If Samantha needs to take the wheel and show you directly, she'll walk you through Chrome Remote Desktop (remotedesktop.google.com → Remote Support → generate a code and read it to her).

🎥

Meetings

Request a meeting — when it's accepted, both of you get a Join Video button (browser-based, with screen sharing).

No meetings yet.

📋 How This Tab Works — Step by Step ▼

Send a to-do or an update to the care coordinators (appears on their hub Overview) or to the Owners (appears for Samantha & Zach).
Everything you send is tracked below until it's marked done — with who closed it and any reply, kept permanently.

📤 Send a message to the Caring Companions team

It lands on their hub the moment they open it, and stays tracked below until it's done.

Send to
What is it?
How urgent?

Who is it about? (optional)
The message

Sent — tracked until done

Nothing sent yet.

📋 How This Tab Works — Step by Step ▼

When a care coordinator takes a call that's really a scheduling matter — coverage gaps, caregiver changes, client schedule requests — they send it here from their hub with one click.
To-dos need action from you; updates are just so you know. Work them top-down (Today first), add a reply if useful, and mark Done ✓ — the coordinator sees it instantly in their hub.
Need to tell the coordinators or owners something yourself? Use the 📤 Send a Message tab.

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📋 How This Tab Works — Step by Step ▼

At the end of each day, upload the day's report here (PDF, photo, or document) — pick the report date, add a one-line summary if helpful.
Reports are stored securely and kept forever — they cannot be deleted (uploaded the wrong file? Upload the correct one for the same day; both stay on record). Browse by month folder below.

Report date Report from ⬆️ Choose file

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