Let’s face it, recruiting good caregivers isn’t easy, and if you’re running a home care agency, you know the pressure. Finding people who can meet the job’s demands, while staying on top of compliance and creating a solid candidate experience, is a constant balancing act. That’s where an Applicant Tracking System (ATS) becomes a best practice. When designed specifically for caregiving agencies, an ATS can help smooth out the hiring process, allowing you to focus on delivering quality care while handling the heavy lifting on recruitment.
What to Look for in an Applicant Tracking System for Caregivers?
%20(2).png?width=1280&height=720&name=Copy%20of%20Home%20Care%20Heroes%20Podcast%20Images%20(YouTube%20Thumbnail)%20(2).png)
Not all ATS tools are built the same, especially for caregiving recruitment. Here are the key features to keep in mind when you’re picking one:
-
Compliance Management
Home care agency owners and top managers tell me that while most of their metrics are about recruiting, retention and hours, that compliance is just as important. Your caregivers need to have the right certifications, and you need to make sure that they're current. A solid ATS will automatically track certifications like CPR and first aid, flagging you (and the caregiver) when renewal is coming up. It’s like having an extra set of eyes, so you don’t end up with caregivers out of compliance, protecting you from legal headaches down the road. -
Automated Workflows
Hiring is full of little steps, and if steps are missed, good caregivers can get lost in the shuffle. That’s where automation saves the day. A good ATS automates things like interview scheduling, follow-up reminders, and even sending out documents for signatures. Candidates move through the process without you having to micromanage every step. Your recruiters can spend less time chasing down details and more time actually talking to candidates and making sure they’re the right fit. -
Caregiver-Specific Skills Matching
Caregivers aren’t one-size-fits-all. You need someone who knows how to handle a specific client, like someone with dementia or someone recovering from surgery. A good ATS will help you match candidates with the right experience and skills to the job they’re applying for. It’s more than just filling a position—it’s making sure the caregiver is set up for success, which means better care and less turnover. -
Mobile Access
Caregivers and recruiters are busy and not always sitting at a desk. Your ATS should be mobile-friendly. That means caregivers can apply on the go, upload their documents, and track their application status from their phone. It also lets recruiters stay on top of things without being tied to their office. The hiring process moves faster, and candidates stay engaged.
Best Applicant Tracking Software for Caregivers
In this context, caregivers can be home care aides, direct service workers, Certified Nursing Assistants, Adult Day Care center staff and other titles as well. We're focused on the broad and fast growing workforce that helps to keep older and disabled people living at home.
Some ATS are suitable for general recruiting, while others really go the extra mile, offering features tailored specifically to the challenges caregiving agencies face. These platforms don’t just help you find candidates—they streamline everything from compliance to scheduling and beyond, making sure the whole process is smoother and more efficient. If you’re serious about building a strong team of caregivers, you need a system that understands the unique demands of this field. Let's look at a few that stand out from the crowd!
-
Software that you already have: The first place you should look for applicant tracking software is at software that you already have. Specifically, look at your home care agency software, and if you have separate HR software, look there. Ask your vendor if it's included for free, noting that sometimes there's a free part (like most home care software can put the caregiver data entry page on your website for free), but take a look at the "paid part" as well if they offer it. There might be a paid part, for example, that connects to the job boards. The same goes for your HR software.
-
Ankota: Ankota's sole focus is to help agencies who keep older and disabled individuals living at home and they really know the space. Their application tracking software handles everything from posting on Indeed, Ziprecruiter, and 16 others that are included in the price, plus you can post on additional paid sites like MyCNAJobs. You can also put your customized job application directly on your website. Regardless of the candidate source, their information flows right into your Ankota home care management software. It also has credential tracking to automated phone calls and even integrates with your payroll system. You’re not just getting a recruiting tool—you’re getting an end-to-end solution that covers onboarding, daily scheduling, and compliance tracking.
-
ClearCare: This one’s made specifically for home care. It’s solid when it comes to tracking performance during hiring, but it’s not as customizable or as automated as some of the other options. It’s great if you need help with post-hire management, but it doesn’t offer as much support for the entire recruitment process.
-
CareAcademy: CareAcademy shines when it comes to caregiver training. It’s got basic ATS features, like tracking candidates and posting jobs, but its real strength is in making sure caregivers are trained and compliant. If training is your focus, CareAcademy’s a good option, but don’t expect the full recruitment and onboarding package here.
- We DON'T recommend using a job board as your applicant tracking software: Indeed is great, but it's not applicant tracking software. Their expertise is posting jobs and getting resumes on their site - which is AWESOME, but keep in mind that they won't be posting your job on their competitors sites, and these might be good recruiting sources for you. In fact, Indeed readily admits that they're not applicant tracking software by saying that they INTEGRATE with applicant tracking software.
Recruitment Strategies for Caregiving Agencies
- Look for Niche Job Boards: Skip the generic job sites. Post your openings on caregiving-specific job boards like myCNAjobs or Care.com. That way, you’re talking to people who are actually looking for caregiving roles.
- Set Up a Referral Programs: Create a referral system for your current caregivers. They’re likely to know other people in the field, and referrals are often your best hires. Plus, a little incentive never hurts.
- Streamline Applications: Keep the application process short and simple. Caregivers are often on the move, and if your application takes too long, they’ll move on.
- Highlight Your Culture: Caregiving is more than just a job—it’s a calling. Make sure your job postings reflect your company’s mission and values. Candidates want to work for an agency that cares as much as they do.
Candidate Management Best Practices in Caregiving
%20(3).png?width=1280&height=720&name=Copy%20of%20Home%20Care%20Heroes%20Podcast%20Images%20(YouTube%20Thumbnail)%20(3).png)
Keeping the hiring process smooth is key to finding (and keeping) the right caregivers. Here are a few best practices:
-
Clear Communication: Don’t leave candidates hanging. Keep them in the loop about their application status. In a competitive field like caregiving, candidates won’t wait around.
-
Skills Assessments: Test your candidates before you hire them. Whether it’s through simulations or questionnaires, make sure they’ve got the skills to do the job right.
-
Automated Onboarding: Use automation to handle the paperwork, training assignments, and credential verification. This way, your new hires hit the ground running.
-
Maintain a Candidate Pipeline: Not every candidate is going to be the right fit right away, but that doesn’t mean they’re not valuable. Keep a database of potential hires, so you can reach out when the timing’s better.
Compliance and Legal Considerations in Caregiver Recruitment
Hiring caregivers comes with its own set of legal responsibilities. Here’s what to watch out for:
-
Background Checks: This is a must. Many states require caregivers to pass criminal background checks before they can start working.
-
Credentialing: Caregivers need specific credentials for certain tasks, like administering medication. Your ATS should track these so that nothing slips through the cracks.
-
Labor Laws: Make sure you’re up to speed on local labor laws—overtime, wages, working conditions, you name it. A system like Ankota can help keep you in compliance automatically.
Conclusions
Finding good caregivers isn’t easy, but the right ATS makes it a whole lot simpler. Systems like Ankota are built to handle the unique challenges of home care recruitment, offering everything from compliance management to automated workflows. By using the right tools and strategies, you can attract top talent, stay compliant, and keep your agency running smoothly. In the end, it’s all about making the hiring process easier so you can focus on what really matters—delivering great care.
Ankota's mission is to enable the Heroes who keep older and disabled people living at home to focus on care because we take care of the tech. If you need software for home care, EVV, I/DD Services, Adult Day Care centers, or Caregiver Recruiting, please Contact Ankota.
Your Comments :