Continuous credential monitoring
CPR/First Aid, TB clearance, background checks, HHA/CNA certification, and state-mandated training hours — all tracked and flagged before expiration.
The most rigorous caregiver-file compliance service a home care agency can use.
CareFile assembles a survey-ready caregiver compliance file — continuous credential monitoring, automated expiration alerts, state-specific file audits, and a corrective-action-plan response desk — checked against every applicable state regulation before a licensed compliance lead releases it.
Every state-specific caregiver-file requirementContinuous credential monitoring (CPR, TB, background checks, HHA/CNA)Automated 30/60-day expiration alerts with scheduling holdsLicensed compliance-lead review on every at-risk determination5-business-day SLA
Why files fail
A single expired credential can trigger a $10,000 penalty.
A home care agency's survey readiness is only as strong as its weakest caregiver file. Miss a CPR renewal, let a TB clearance lapse, or fail to document a required training hour — and a licensing surveyor will cite a deficiency. Civil penalties range from $1,000 to $10,000 per violation, with some states (e.g., New Jersey) authorizing per-day fines up to $5,000.
Most agencies run this by hand, using software that surfaces expirations but still requires staff to chase caregivers, collect documents, and verify credentials. With 80% annual turnover and 70% of new hires quitting within 100 days, the compliance workload never stops regenerating.
CareFile exists to close that gap with a single, exhaustive standard applied identically to every file.
80%
annual caregiver turnover — the compliance workload never stops regenerating
The benchmark
Measured against every state's caregiver-file requirements — rule by rule.
We do not summarize the regulations and hope. Every file is scored against a versioned rule pack tied to the exact text of each state's home care licensure statute. These are the provisions each file is held to.
Automated expiration alerts
30- and 60-day alerts with scheduling holds to prevent lapses. No credential expires without a documented renewal attempt.
Survey-ready file assembly
Every caregiver file is audited against the state's specific documentation requirements before a licensing survey or MCO audit.
CAP response desk
When a deficiency is cited, we draft and submit the corrective action plan, tracked to resolution.
Licensed compliance-lead chokepoint
Every 'file is deficient/at risk' determination, every CAP submission, and every state-specific rule-interpretation edge case is reviewed by a licensed compliance lead.
Perpetual file maintenance
As caregivers churn, new files are opened and old files are closed out compliantly — the workload never stops, and neither does our monitoring.
How a file is built
Intake to compliance-lead release, with deterministic gates the AI cannot overrule.
AI extracts and drafts. Deterministic rules — running as code, outside the model — decide what is complete. A licensed compliance lead signs every release. That order is never reversed.
01
Compliance Gap Scan
Upload your caregiver roster and current file status. We return a free completeness read: which credentials are current, which are expiring, and which state-specific requirements are missing.
02
Continuous monitoring
We ingest each caregiver's credential status and every state-specific requirement. Expirations are flagged 60 and 30 days out, with automated renewal chase communications.
03
Grounded drafting
Renewal requests, chase letters, and file documentation are drafted from validated data and the state rule pack into field-locked templates — no legal opinions, no invented facts.
04
Deterministic completeness gates
Every credential is verified against the source; the 30/60-day window is enforced; the state-specific audit checklist is resolved. Any failure blocks release.
05
Compliance-lead release
A licensed compliance lead reviews every file flagged as at-risk or deficient and every regulator-facing corrective-action submission before release.
06
Delivery
You receive a survey-ready compliance packet for each caregiver: credential status report, expiration calendar, renewal documentation, and a state-specific audit checklist — ready for your next survey.
The bar we hold
Rigor you can measure.
100%
Compliance-lead reviewed
No file ships without a human signature.
5 days
Standard SLA
From complete intake to released file.
<1%
Critical-defect target
Tracked against a gold-standard file library.
50+
State-specific rule packs
Every state's home care licensure requirements, continuously updated.
Why CareFile
Built to be the most thorough option a home care agency has.
Documentation-complete, by design
The deliverable is completeness itself — every credential and state-specific requirement accounted for or explicitly exception-coded. Nothing is left implicit.
Deterministic, not vibes
The gates that decide completeness are code, not a model's opinion. A drafting error cannot slip past a regulatory requirement.
In its lane, on purpose
We prepare documentation and run monitoring as your clerical agent. We never contact caregivers directly, give legal advice, or conduct the survey.
Engagement
Flat fee, per caregiver file per month. No hourly billing, ever.
Simple, predictable, and aligned with a compliance standard — not a percentage of any penalty avoided.
- A free Compliance Gap Scan before you commit — see exactly what is missing.
- One flat monthly fee per caregiver file; disclosed pass-through costs for background checks or TB tests.
- Optional flat per-survey audit fee for a full file review before a licensing survey.
- Optional Corrective Action Plan add-on for deficiency response and resolution tracking.
FAQ
Questions, answered precisely.
Is CareFile a law firm?
No. CareFile, a service of Your Deputy, Obuke LLC, provides documentation-completeness and compliance-monitoring services. It is not a law firm, does not provide legal advice, and does not represent you in any legal matter. Compliance-lead review is available and recommended for complex or contested matters.
Do you contact caregivers or conduct surveys?
Never. CareFile is not a surveyor and does not contact caregivers directly. The agency remains responsible for all caregiver communications and survey interactions.
What makes a file 'complete'?
Completeness is defined by the state's licensure rules: all required credentials current (CPR, TB, background check, HHA/CNA, training hours), expiration alerts set, documentation filed, and state-specific audit checklist resolved. Deterministic gates enforce each one before release.
How fast is it?
The standard SLA is five business days from complete intake to a compliance-lead released file. The free Gap Scan is returned much sooner and tells you exactly what is still needed.
How are you priced?
A flat monthly fee per caregiver file, plus disclosed pass-through costs. No hourly billing and no percentage of any penalty avoided or recovery.
See what's missing before your next survey.
Start with a free Compliance Gap Scan. Send your caregiver roster and current file status and we'll return a completeness read against every state-specific requirement.
Documentation-completeness service · not legal advice · the agency remains responsible for all caregiver communications.