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Caregiver Onboarding: The Definite Guide

Caregiver Onboarding: The Definite Guide

For every caregiver agency, the caregiver onboarding procedure may make the difference between keeping long-term employees and losing them to rival businesses. Even though you think that a new hire would pick up most of their information on the job, it’s crucial that your agency’s onboarding process helps them get ready for their role.

Here are some suggestions for streamlining the process of onboarding in healthcare for new homecare personnel so they can start contributing right away to your business. 

An Overview of The Onboarding Process of Caregiver

There’s a 70% chance that your caregivers will stick around for longer than 3 years if they have positive onboarding experience. However, more than one-third of businesses lack a formal onboarding procedure, which could be the reason why more than half of caregiver turnover occurs in the first ninety days.

This is because, despite their similar sounds, onboarding, and orientation are not the same thing. The best onboarding initiatives support new hires for the full year after the first ninety days of employment. Give new caregivers the experience they’ve always wanted, and you’ll make your competitors’ workers jealous of working for you, spark interest through word-of-mouth, and increase employee referrals. 

Most Effective Caregiver Onboarding Process

There are various phases of onboarding caregivers. But the following steps below will assist in guaranteeing a successful, accurate, and seamless transfer to employment as well as more engaged staff and caregivers.

Begin before the first day 

Share any onboarding documents that must be completed before the employee’s start date with your HR team to save time for both parties. This will facilitate a quicker onboarding process and enable them to immediately begin additional job-specific training.

The personal contact information of your new hire, tax forms, I-9 verification, direct deposit authorization paperwork, and your employee handbook are examples of pre-employment documents. A new job might be intimidating, so make an impression on your prospective employees right away to establish yourself as an exceptional employer.

Orientation on the first day

Orientation on the first day

One of the most important steps in the caregiver onboarding process is orientation day 1. It establishes the mood for their encounter and makes them feel at home and ready for their new position. The day usually starts with a cordial welcome from the HR department or management, followed by introductions to other important employees. 

After attending an orientation session that covers crucial information such as agency protocols and practices, they will finish any necessary documentation that was not submitted earlier.

Organize specialized training for caregivers

Comprehensive training programs are the first step in ensuring that caregivers are ready to provide high-quality care. Such curricula ought to incorporate ongoing instruction over an extended period, along with a fair amount of both theoretical knowledge and practical application. 

Soft skills play an equally vital role in the role of caregiver. Empathy and effective communication are essential for developing a person-centered care strategy. By following these caregiver onboarding process steps by step, you are sure to take control over the caregiver industry through the services of sound and carefully selected caregivers.

Create a 30-90-day plan

A 30-60-90 plan delineates the anticipated outcomes for an employee following their one-, two—, and three-month tenure in their new position. Ensuring that the new hire’s skills are developing at the appropriate speed helps establish a rhythm of open communication between them and their manager and shows that the company is investing in them. 

The manager of the recruit should draft these plans, but you can leave some blanks for the onboarding caregivers to fill out, asking them to think back on their goals for the first few months of work.

List the organization’s best practices

In the initial weeks of employment, any corporate guidelines or best practices must be discussed with the new hire. In this manner, you can ensure that your employee gets off to a good start by using tried-and-true techniques that others have acquired from your firm. Confidential patient information management, appropriate reporting and recordkeeping practices, and empathy-driven communication techniques are a few possible topics. 

Request feedback

Request feedback

Find out what is effective and what needs to be improved by getting input from your staff members regarding the onboarding process. Requesting feedback from your staff is a great approach to ensure that their opinions are taken into consideration and to assess how successfully your processes are working. For ongoing progress, make necessary adjustments based on recurring themes that surface. 

Incorporate technology into your onboarding procedures

Keeping organized can get difficult if your business isn’t using a digital solution to handle the onboarding process. The caregiver onboarding process with SmartCare software is a comprehensive package designed to assist healthcare organizations in handling every aspect of the hiring process, from luring candidates to integrating new hires. SmartCare also seamlessly connects with other platforms for people operations, such as AxisCare scheduling software, so your HR team won’t have to deal with laborious manual procedures. 

Forward a fare greeting message

Don’t let your caregiver’s resignation letter serve as their initial chance to provide you with feedback. By getting real-time feedback from your new hires, you can make sure that your onboarding experience lives up to their expectations. After their first thirty days on the job, ask your new hires to complete an online review to gather feedback on how they felt about the experience.

Plan photo opportunities for social media platforms

In the hiring industry, a photo that an employee takes and posts online conveys a thousand words about their experience working for you. However, the typical onboarding process for new hires consists of 54 administrative tasks and 0 photo opportunities, which is sure to generate little social media interaction.  It makes sense that 58% of workers feel their onboarding procedure concentrates too much on procedures and documentation. 

According to the HCP Benchmarking Report, Indeed and other job sites attracted the greatest number of new employees, but their 85% turnover rate was higher than the industry average. However, it has been shown that half of all new hires who come through employee referrals stay with a company for four years, which is twice as long as those who come through job sites.

How to Make Effective Onboarding Using Technology?

How to Make Effective Onboarding Using Technology?

You can go onboard care assistants more quickly and successfully with the use of technology. Process automation will increase uniformity and guarantee that important steps aren’t missed. Additionally, you may utilize your home care application to enhance communication. For instance, you can use it to send out bulk SMS reminders to check the schedule, sign paperwork, and set availability.

Using a mobile caregiver app: crucial advice for staff onboarding

Despite their desire for more, most caregivers and recruiters are quite busy. Recruiters might post job openings on caregiver mobile apps, to facilitate application and viewing by prospective caregivers. Convenience is the best way to encourage people who are busy to provide you with correct information. You can download our caregiver onboarding checklist for more details.

Below are ways you can use caregiver mobile apps for onboarding.

Give login information before the first shift

Make certain that at least 24 hours before their first shift, your caregivers have installed and logged into your home care smartphone app. After sending them a message asking if they have any further questions, follow them up with a video tutorial explaining how to use the program.

Request that new caregivers indicate their available times

It will save you administrative time and expedite the scheduling of new hires’ initial shifts if they use the app to indicate their availability. 

Provide employees with all the resources they need for their first shift 

With the caregiving app, your new hires should have access to shift time, location, and patient care notes. Make sure they are aware of the process for clocking in and out during their first shift and adding their notes of care.

Ways To Avoid A 90-Day Turnover 

You may concentrate your efforts on hiring caregivers for the first shift. A 90-day caregiver recruitment program is necessary, nevertheless, because 90-day dropout is a significant problem for home care businesses. To combat the 90-day turnover, make sure the onboarding of your care assistant comprises: 

  • SMART objectives
  • Regular check-ins
  • Clear onboarding procedures
  • Progress acknowledgment

Initial Shift Assistance

Initial Shift Assistance

Before and following their first shift, make sure your new caregivers have everything they need on your home care mobile app. This will help them prepare for onboarding as caregiver with dedication and facilitate a seamless transition into their position.

Frequent check-ins

Ensure that the management of your caregiver is accessible to respond to inquiries and offer suggestions. Establish regular meeting times and set objectives for the first 90 days, the first week, the first month, and the first shift. 

Practical Experience

The caregiver onboarding experience comes with plenty of fun and facts to keep in mind. Home care aides must adjust to the patients, workflow, and values of your business. By offering training, you can improve the performance of your caregivers and make sure they have assistance. 

In summary

Your new hires will provide better care, pick up operating processes more quickly, and feel more a part of your home care business. And this is only possible with positive caregiver onboarding practices. Here at Caregiver Courses, we provide an on-demand caregiver onboarding solution to facilitate the recruiting process for agencies.


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