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Staff files for Medicare home health agencies and hospices
Every aide's competency evaluation, in-service hours and yearly on-site observation, every nurse's and therapist's license, background checks, TB, CPR and hepatitis B, with a monthly exclusion check. Your staff send documents from their phone, and Pact Compliance Review checks each one, usually within minutes, 24/7.
The sample is a nursing home. Home care, home health and hospice files work the same way.
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$10 per active staff member a month
- $250 minimum
- First month free
- No setup fee
- Month to month
in-service hours added up for each aide, every 12 months
day reminders before anything expires
a staff member a month, $250 minimum
What the Medicare rules ask for, per staff member
Home health agencies (42 CFR 484). An aide qualifies through a training program and competency evaluation, a competency evaluation alone, a state nurse aide program with the aide in good standing on the registry, or a state licensure program. A registered nurse does the competency evaluation before the aide gives care. Each aide needs at least 12 hours of in-service training in every 12-month period, and an on-site visit where a nurse or other skilled professional watches the aide give care at least once a year (every six months for an aide whose patients get no skilled services) (484.80). Nurses and therapists must be licensed in the state where they practice (484.115).
Hospices (42 CFR 418). Hospice aides follow the same pattern: a qualifying program, an RN competency evaluation, 12 in-service hours every 12 months and an annual on-site observation (418.76). Every employee with patient contact or access to records needs a criminal background check (418.114(d)), and all personnel qualifications must be kept current at all times (418.114(a)). The hospice orients everyone, assesses the competence of everyone who gives care, volunteers included, and keeps a written description of the past 12 months' in-service training (418.100(g)). Volunteers get documented orientation and training (418.78).
Surveyors read these rules with CMS's State Operations Manual: Appendix B for home health, Appendix M for hospice, which tells surveyors to review personnel files from each discipline. In a July 2019 report, HHS's Office of Inspector General described a hospice where 34 of 35 employees who gave care didn't have updated credentials.
Hospice personnel file checklist Home health aide rules · Hospice background checks
What Pact keeps for each staff member
Aide competency evaluation
The RN's signed competency evaluation, with its date. It's on your list for every home health and hospice aide from the start, and an aide without one shows as not cleared to work, so it's on file before their first visit.
In-service hours
Each aide's in-service hours, from their certificates or your training spreadsheet (CSV or Excel), added up against the 12 hours in the aide's own 12-month year, counted from the hire date. A reminder comes before the aide's year runs out.
On-site supervisory visit
The nurse's on-site visit to watch each aide give care, with the date and who did it: once a year, or every 6 months for an aide whose patients get no skilled services. A reminder comes before the next one is due.
Licenses and registries, checked for you
We check every license and aide registry for you. Every license and registry check is saved with the date and who checked, with a screenshot or PDF of the lookup when the site allows one, and each aide's registry check shows whether it came before their start date.
Background checks
Every check on file with its date, and a reminder when a recheck is due. State fingerprint and registry checks go through your state; upload the result and it stays in the file.
TB, CPR and hepatitis B
TB items follow CDC's 2019 rule (a test at hire, yearly TB education, a retest after an exposure) unless your state asks for more, as Kentucky does with a yearly risk assessment. CPR and BLS cards with their expiration dates, and the hepatitis B record: the series, a positive titer or the signed OSHA declination.
Monthly exclusion checks
Every active staff member against OIG's exclusion list and the Medicaid lists of 25 states automatically (the rest by a monthly hand-check task in your portal, with the proof saved), monthly and whenever you add someone. In 2026 so far, OIG has excluded 705 nurses and nurse aides and 273 personal care workers (OIG's list, updated October 9, 2026). Check up to 50 staff now.
Your own items
Volunteer orientation, hospice philosophy orientation, job descriptions, driver's licenses for staff who drive: add any item, limit it to certain roles and set how often it renews.
How it works
Staff upload from their phone
Each person gets a link to their own page: what's still needed, when each item runs out, and a camera button. No app, no password. Instant feedback on the phone: a blurry photo, the wrong document, an expired card or someone else's name gets "Please retake" and the reason while the staff member still has it in hand. Pact Compliance Review checks uploads, usually within minutes, 24/7.
Every upload checked for you
Pact Compliance Review checks each one against written criteria, usually within minutes, 24/7. If an upload can't be used (blurry, the wrong document, expired by its printed date, or someone else's name), the staff member is asked for a new copy by email (and by text once texting is on for your account), with their own link. An automated system reads each upload; a Pact reviewer confirms it. You still see everything, and you can change any decision.
Reminders before anything expires
Staff are reminded 30, 14 and 7 days before anything expires. If someone ignores the 30, 14 and 7-day reminders, the manager or director of nursing you name gets one email with the list. Reminders never ask for something already approved and good for more than 30 days.
One email every Monday
Every Monday you get one email: who's expired, who's coming up, and what we handled for you.
Set up from your staff list
Send us your staff list in any format. We load it for you. At signup, look your agency up in Medicare's free provider data instead of typing it in.
Monthly roster update
Each month, upload your payroll or HR export (Paycom, ADP, Paylocity or any other, as CSV or Excel). Pact shows who's new, who's no longer on payroll and what changed, and nothing changes until you confirm. There's no direct connection to your payroll system: you upload the file.
Files ready when asked
Pick the people and download one packet: a summary page plus every approved file, in one zip file. Every download is logged.
See the portal in 2 minutes: a click-through of a sample nursing home (home health and hospice files work the same way), no login.
What Pact doesn't do
- It doesn't do competency evaluations or supervisory visits. Your registered nurses do; Pact keeps the dated record.
- It doesn't keep patient records or visit notes, and it doesn't connect to your EHR or payroll system. Staff lists and payroll exports move as files you upload.
- It doesn't run state fingerprint checks. You upload the result.
- It can't promise a survey result. Pact is a private company, not part of CMS or any state.
What it costs
- $10 per active staff member a month, $250 minimum. 25 staff: $250. 60 staff: $600. 120 staff: $1,200.
- The first month is free, there's no setup fee, and it's month to month with 30 days' written notice. Staff who have left aren't billed, and your records export free.
- Need training hours for aides? Pact's free in-service courses are open to anyone, each with a quiz and a printable certificate of completion.
Your bill
A home care agency with 20 caregivers
| 20 active caregivers × $10 | $200 |
|---|---|
| $250 monthly minimum applies | +$50 |
| Monthly total | $250 |
First month free · no setup fee · month to month
First month free applies to the paid plan. The sample portal is a separate 30-day demo with made-up data.
Kept private
- EncryptedHosted in the United States on Amazon Web Services. Encrypted at rest and in transit, with dates of birth and license numbers encrypted again inside the database.
- Two-step sign-inFor every client login and every Pact user. Every view of a person's records is logged.
- YoursPact never sells your information. View or download your records any time, and get all of them at no charge when you leave.
Common questions
Is this for Medicare home health agencies and hospices?
Yes. The aide items follow the Medicare rules for home health aides (42 CFR 484.80) and hospice aides (42 CFR 418.76), and the hospice items follow 418.100(g), 418.78 and 418.114. You start from a ready-made healthcare list and change it to your state's license and your own policies. Private-duty home care agencies use the home care page, with the same price.
Do you track the every-14-days supervisory visits?
No. Those visits are about each patient's care, and they stay in your EHR. Pact tracks what belongs in each aide's own file: the RN's competency evaluation, the in-service hours and the yearly on-site observation (484.80(h)(1)(iv) for home health, 418.76(h)(2) for hospice).
How do in-service hours work?
The 12-hour in-service item is on for your home health and hospice aides from the start. Aides upload their certificates with the course, hours and dates from their phone, or you upload your training spreadsheet (CSV or Excel), and Pact adds up each aide's hours for their own 12-month year, counted from the hire date. Reminders go out before an aide's year runs out.
Do you run the background checks?
Pact tracks every background check on file with its date and reminds you when a recheck is due. State fingerprint checks and state registry checks go through your state's own process; you upload the result and Pact keeps it in the staff member's file. A hospice must have a check on every employee with patient contact or access to records (418.114(d)). You can also order a name-based check online (Standard $35, Premium $70). Orders are taken now and start when Pact's Checkr account opens; Checkr then emails the person.
Does it connect to our EHR or payroll system?
No. There's no direct connection to either. Send us your staff list in any format and we load it. Each month you can upload your payroll or HR export as CSV or Excel, and Pact shows who's new and who left before anything changes.
What does it cost?
$10 per active staff member a month, with a $250 monthly minimum. A hospice with 60 active staff pays $600 a month. The first month is free (no monthly fee for the rest of the month you sign or the next full month), there's no setup fee, and it's month to month with 30 days' written notice. Staff who have left aren't billed.
Will this make us pass a survey?
No tool can promise a survey result. Pact keeps each staff file current and dated in one place, so you can see what's missing before a surveyor asks. Pick the people and download one packet: a summary page plus every approved file, in one zip file. Every download is logged.
Do you track patients or residents?
No. Pact keeps staff files only, with no patient records. Resident vaccine tracking is a separate add-on for nursing homes only.
Read more
- Hospice personnel file checklist
- Home health aide requirements: competency and in-service
- Hospice background check requirements
- 12-hour aide in-service log
- Monthly OIG exclusion checks
- Home care staff requirements by state
- Home care agencies
Josh Smith, owner. Pact is run by its owner.
Pact Compliance LLC · Cordova, TN · 901-666-6970