Caregiver Recruitment + Scheduling Services
One outsourced team handling caregiver sourcing, screening, document tracking, and scheduling. Per FTE weekly billing. Live in 2 weeks.
0:55
0:48Recruitment and scheduling are fighting for the same hours . Both lose.
Three pressures stack up every week inside agencies that try to run recruitment and scheduling on separate desks. Owners in CA, TX, AZ, and GA describe the same cycle. A scheduler stops scheduling to chase a missing TB test. A recruiter stops sourcing to cover a call-out. Two functions, one team, and the math never adds up.
Recruitment and scheduling fight for the same hours
Caregiver turnover at U.S. home care agencies hit 75 percent in 2024 (Activated Insights 2025 Benchmarking Report). Every open shift becomes a recruiting task, and every recruiting task delays a scheduled visit. The hours overlap and the same person ends up doing both badly.
Document expirations slip through the gaps
Home health aides averaged 2.7 million U.S. jobs in 2024 with a 21 percent growth projection through 2033 (BLS Occupational Outlook Handbook). CPR cards, TB clearances, state HHA registry checks, and I-9 reverifications expire on their own clock. One missed renewal pulls a caregiver off the schedule mid-week.
Two separate vendors means double admin
SHRM data shows the average cost-per-hire across U.S. employers ran $4,683 in 2024 (SHRM Talent Acquisition Benchmarking). Running a recruitment vendor on one contract and a scheduler vendor on another doubles the admin overhead, the handoff failures, and the invoice review work.
Tell us about your agency.
Send us your situation and our team will scope the right setup, usually within one business day. No obligation.
What is caregiver recruitment plus scheduling ?
Caregiver recruitment plus scheduling is a single outsourced team that runs both functions under one contract. The same pod sources caregivers, screens them, tracks their documents, and then schedules them once they are active. Recruitment feeds the schedule. The schedule feeds back which caregivers churned, which ones request more hours, and which document expirations are about to break the roster. One team, one weekly billing line, one accountability point for fill rate and headcount.
What your recruitment plus scheduling team actually handles
Every queue on the recruitment side and every queue on the scheduling side, lifted off your in-office staff. Built for agencies that want one outsourced bench accountable for both headcount and fill rate.
Caregiver sourcing
Posts roles to Indeed, ZipRecruiter, Facebook caregiver groups, and your career site. Calls inbound applicants. Triages by zip code, skill, and availability.
Phone screening
Runs the structured intake script. Collects work history, transportation, hours wanted, and credentials. Books in-person or video interview slots.
Document collection and tracking
Collects CPR, BLS, TB, drug screen, state registry, MVR, I-9, and BAA documents. Loads each into the caregiver record with expiration dates and renewal reminders.
Background and registry checks
Runs the state HHA or CNA registry check, the federal exclusion list, and the background screen. Holds the file until the agency approver clears it.
Shift fill and call-outs
Once the caregiver is active, the same pod handles call-outs, open-shift posting, and zip-code-aware caregiver outreach for fill.
Schedule build and reassignment
Builds the weekly roster, reassigns visits on client reschedules, honors caregiver preferences, eight-hour rules, and overtime caps.
Expiration alerts and renewals
Sends 30, 14, and 7-day expiration alerts on credentials. Pulls the caregiver off the schedule before the expired-document day, not after a state audit.
Pipeline + fill-rate reporting
Weekly KPI pack: applicants in pipeline, new hires activated, document expirations cleared, fill rate, and caregiver utilization. One owner-level summary.
One team, two functions, no handoff loss
Most agencies run recruitment with one vendor and scheduling with another. Every applicant gets dropped twice, every credential expires off-radar, and every Friday turns into a fire drill. We run both inside one pod with one weekly bill and one set of KPIs.
One contract, one weekly bill
No separate recruiting retainer plus per-hire fee plus scheduler subscription. One per-FTE weekly rate covers sourcing, screening, document tracking, and scheduling.
Document expiration tracking built in
CPR, BLS, TB tests, state registry, MVR, and I-9 reverifications tracked per caregiver. 30, 14, and 7-day renewal alerts. No surprises on audit day.
2-Week Free Trial
14 days of live recruitment plus scheduling at the same rate. Cancel before day 14 and owe nothing. Replacement teammate at no charge if the first one is not a fit.
Staffingly bundled vs DIY in-house vs two separate vendors
The real cost math for one bundled recruitment plus scheduling FTE at a mid-size home care agency.
From strategy call to live in 1 to 2 weeks
Six steps. Documented. Predictable. Same model for a single-branch GA agency or a multi-state operator running CA, TX, and AZ together.
Strategy call (15 min)
Tell us your headcount goal, current pipeline gaps, and which document categories slip most often. We map the bundle on a shared call.
BAA + platform access
Business associate agreement signed. Role-based access provisioned in your scheduling platform and your applicant tracking or intake portal.
Workflow shadow (2 to 3 days)
The pod shadows your in-office recruiter and scheduler across CA, TX, AZ, or GA. Job board templates captured. Renewal cadence locked.
Parallel pilot starts
Week 2 to 3. Pod runs alongside your team. Daily 15-minute sync. You see every applicant call, every document renewal, every shift fill.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most agencies keep going past the pilot window once pipeline plus fill rate stabilize.
Full handoff, cadence locked
Pipeline depth, time-to-activate, expiration clearance rate, and fill rate KPIs in your inbox weekly. Monthly QA audit. Expansion paths discussed.
A day inside a recruitment plus scheduling pod
A real shift, hour by hour. Coverage rotates so applicant intake and shift coverage never go dark at the same time.
How Staffingly works, in practice
Inside the workA trained Staffingly specialist works inside your existing platform, with clear escalation back to your team.
One Flat Weekly Rate. No Surprises.
Dedicated senior care schedulers at a fixed weekly cost. Per scheduler FTE, per week. No contracts, no minimums, no hidden fees.
Want to compare against an in-house hire? Use the savings calculator.
Frequently asked questions
How is one bundled FTE different from a recruiter and a scheduler?
One outsourced teammate is cross-trained on both functions, working inside one queue. Sourcing calls feed the same desk that fills the shifts. Document expirations flag inside the same workflow that builds next week's roster. No applicant gets dropped in a handoff. One per-FTE weekly rate covers both sides.
How fast can a bundled FTE start working in our software?
Standard scheduling platform onboarding takes 5 to 7 business days. Applicant tracking or hosted intake portal access takes 3 to 5 days in parallel. Most agencies are live with both functions inside 7 to 10 business days from BAA execution.
How is PHI and HIPAA handled in a recruitment plus scheduling workflow?
Full HIPAA-aware workflow with signed BAA, role-based access to both the scheduler platform and the applicant tracking system, and audit logging. PHI never leaves the controlled environment. Schedulers and recruiters work from biometric-secured facilities.
Which document categories do you track and renew?
CPR and BLS cards, TB clearances, state HHA and CNA registry checks, federal exclusion list reviews, drug screen renewals, motor vehicle reports, I-9 reverifications, BAA agreements, and any state-specific credentials. Each carries 30, 14, and 7-day renewal alerts. Caregivers are pulled from the schedule before, not after, expiration.
Do you charge a per-hire fee on top of the weekly FTE?
No. The per-FTE weekly rate covers sourcing, screening, document tracking, and scheduling. No per-hire fee. No retainer. Add or remove FTEs by the week. The bundled model is built so the math does not penalize you for hiring more caregivers.
What if the first bundled FTE is not a fit?
Replacement is free and arrives within the same week. We carry the recruiting and training cost. You do not pay a re-onboarding fee. The pilot clock resets on the replacement teammate.
How does pricing work across multiple FTEs and branches?
Per bundled FTE, per week. Per-skill pricing. No setup fees. $399 Standard, $349 Volume (5 or more), $299 Enterprise (10 or more). Add or remove FTEs by the week. No annual contracts. Multi-state agencies in CA, TX, AZ, and GA can pool bundled FTEs across branches.
Where do your bundled FTEs actually work from?
Our teammates are selected from healthcare administration and nursing-support programs, pass neutral-accent English certifications, and work from biometric-secured HIPAA-aware facilities. Each is trained for caregiver-facing intake, document tracking, EVV documentation, call-out handling, and shift-fill etiquette. Support facilities include secured locations.
President and CEO, Staffingly, Inc. 25+ years in IT consulting and healthcare BPO operations. One of the earliest US operators to set up an RPO/BPO delivery network in India. Leads AI-driven home care workflows that help agencies, home health providers, and multi-branch operators cut admin cost without compromising care.
Security Your Compliance Officer Will Sign Off On
Staffingly is audited to SOC 2 Type II with zero exceptions and certified for ISO/IEC 27001:2022, HIPAA, and GDPR. In eight years we have never had a breach. Every workstation runs inside the Venn Blue Border secure enclave on US-based servers, screen captures and downloads are blocked by policy, and every engagement operates under a signed BAA, and Staffingly maintains $5M in professional liability (E&O) and cyber insurance as part of its enterprise risk-management program.