Initial & ongoing training hours
Every caregiver's training record is verified against the state's minimum initial and annual continuing education hours — all present, or the file does not release.
The most rigorous caregiver compliance file a home care agency can have.
CareCertain assembles a continuously current compliance file for every caregiver — background checks, training hours, health screenings, and credentials — checked against a maintained state-specific requirement matrix before a credentialed compliance officer signs every Survey-Readiness Binder.
Every state-specific caregiver requirementFive compliance elements, gate-checkedBackground · Training · Health · Credential · License renewalCredentialed compliance officer release on every binder5-business-day SLA
Why surveys fail
A single missing training hour can trigger a deficiency.
A non-medical home care agency's license and revenue depend on passing state surveys and program-integrity audits. Miss one caregiver's expired TB test, skip a required background check re-screening, or fail to document 40–75+ hours of initial training — and the survey can result in a deficiency, a fine, or even license suspension.
Most agencies run this by hand, from memory, with an office manager juggling caregiver turnover that hit 77% in 2024. The state requirement matrix has not been read end-to-end since the last survey. That is exactly where compliance gaps hide.
CareCertain exists to close that gap with a single, exhaustive standard applied identically to every caregiver file.
77%
annual caregiver turnover — resets compliance clocks constantly
The benchmark
Measured against the letter of each state's requirements — element by element.
We do not summarize the law and hope. Every caregiver file is scored against a versioned rule pack tied to the exact text of each state's non-medical home care licensing regulations. These are the elements each file is held to.
Background checks & re-screenings
Level 2 or equivalent background checks, including FBI fingerprinting and statewide abuse registry searches, are confirmed current and re-screened per state schedule.
Health screenings & immunizations
TB tests, physical exams, and any required immunizations (e.g., flu, COVID-19) are documented with valid dates and flagged for renewal.
Agency license & location registrations
The agency's license and each branch location registration are tracked against renewal deadlines, with automated reminders and filing assistance.
Survey-Readiness Binder
A signed, submission-ready binder containing all caregiver files, agency licenses, and a pre-survey checklist — produced within 5 business days of a survey notice.
Credentialed compliance officer sign-off
Every binder and monthly compliance status report is reviewed and signed by a credentialed compliance officer; contested citations are referred to independent licensed counsel.
How a binder is built
Intake to credentialed officer 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 credentialed compliance officer signs every release. That order is never reversed.
01
Compliance Gap Scan
Upload your caregiver roster and current files. We return a free completeness read: which compliance elements and documents you already have, and which are missing.
02
Evidence & credential verification
As your authorized clerical agent, we order background checks, verify training records with training providers, and collect health screening documentation.
03
Grounded file assembly
Each caregiver's file is assembled from validated data and the state-specific rule pack into field-locked templates — no legal opinions, no invented facts.
04
Deterministic completeness gates
Training hours reconcile to state minimums; background check dates are verified; health screening expiry is flagged; license renewal dates are checked. Any failure blocks release.
05
Credentialed officer release
A credentialed compliance officer reviews the exception queue and signs the binder. High-value or multi-state agencies route to attorney review first.
06
Delivery
You receive the binder: caregiver files, license renewals, evidence log, survey checklist, and a monthly compliance status report — ready for the agency to submit under its own name.
The bar we hold
Rigor you can measure.
100%
Credentialed-officer released
No binder ships without a human signature.
5 days
Standard SLA
From complete intake to released binder.
<1%
Critical-defect target
Tracked against a gold-standard file library.
50+
State requirement matrices maintained
Every state with non-medical home care licensing.
Why CareCertain
Built to be the most thorough option a home care agency has.
Documentation-complete, by design
The deliverable is completeness itself — every compliance element and verification 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 state requirement.
In its lane, on purpose
We prepare documentation and run verifications as your clerical agent. We never contact clients, give legal advice, or conduct the survey.
Engagement
Flat fee, per caregiver per month. No hourly billing, ever.
Simple, predictable, and aligned with a compliance standard — not a cut of any reimbursement.
- A free Compliance Gap Scan before you commit — see exactly what is missing.
- One flat fee per caregiver per month; disclosed pass-through verification costs.
- Optional fixed-fee attorney review for multi-state or high-risk agencies.
- Optional Survey-Readiness Binder add-on for each survey or audit event.
FAQ
Questions, answered precisely.
Is CareCertain a law firm?
No. CareCertain, a service of Your Deputy, Obuke LLC, provides documentation-completeness services. It is not a law firm, does not provide legal advice, and does not represent you in any legal matter. Attorney review is available and recommended for contested citations or multi-state agencies.
Do you contact my clients or caregivers?
Never. CareCertain is not a debt collector and does not contact clients or caregivers. The agency remains the employer and the party responsible for all client-facing communications.
What makes a caregiver file 'complete'?
Completeness is defined by the state's licensing regulations: training hours verified, background checks current, health screenings valid, credentials up to date, and license renewal tracked. Deterministic gates enforce each one before release.
How fast is it?
The standard SLA is five business days from complete intake to a credentialed-officer-released binder. The free Gap Scan is returned much sooner and tells you exactly what is still needed.
How are you priced?
A flat fee per caregiver per month, plus disclosed pass-through verification costs. No hourly billing and no percentage of any reimbursement or revenue.
See what's missing before it costs you a survey deficiency.
Start with a free Compliance Gap Scan. Send your caregiver roster and current files and we'll return a completeness read against every state requirement.
Documentation-completeness service · not legal advice · the agency submits every binder.