Keep every hospice staff file complete, current, and ready when a surveyor asks
Aide competency evaluations, the 12-hour in-service rule, background checks, orientation, licenses and monthly exclusion checks, tracked for every person on staff. Personnel Ledger emails people before anything lapses and prints the file a surveyor picks. Built for hospice and palliative care teams.
- 45-day free trial at launch
- No credit card to start
- Unlimited staff and users
- No per-person fees, ever
Every hospice staff file, survey-ready
Every discipline
Nurses, aides, social workers, chaplains, physicians and therapists in one place, employees, per diem and contractors alike.
The hospice requirement set
Starter requirements built from the federal hospice rules, each with its citation and its own renewal rule, ready to edit.
Aide in-service hours
Each session with its topic, hours and supervising RN, counted against every aide's 12 hours a year.
Monthly exclusion checks
A dated check of every person against the exclusion lists each month, as the OIG recommends, alongside background checks.
Reminders and the manager digest
Email to staff before a license or screening lapses, and one weekly email to each manager with what is overdue, missing or due soon on their team.
The survey binder
One person's file, or a binder for the staff a surveyor names, ready to print, with not-required and exempt items shown too.
One file per person, built from what each role needs
The same records flow from a person's file to the reminders, the manager digest and the binder you print for a surveyor. Nothing is typed twice.
Add your staff
Type them in or import a CSV: each person's role, hire date, and whether they are an employee, per diem or a contractor.
Start from the hospice set
Turn on requirements built from the federal hospice rules, each with its citation, then edit any of them. Record the proof as it comes in, with the document attached to the item it proves.
Keep up as it happens
Log in-service sessions against every aide's 12 hours, run the monthly exclusion check, and let the reminders and the weekly manager digest show what is due.
Your staff are qualified. The proof is scattered.
Hospice staff files are built from dozens of dates, signatures and checks, and each one has its own clock. Kept in four places, they are hard to trust and harder to hand over.
The dates live in four places
Licenses in a spreadsheet, in-service sign-in sheets in a binder, hire dates in the HR system and background check results in someone's inbox. None of them shows one person's whole file.
Every aide runs on a different clock
Twelve in-service hours per period, an annual on-site observation, a CPR card that expires next month. A shared calendar cannot keep up with every aide at once.
The survey asks for the file
Surveyors pick names and ask for files. When a staff-file finding is written, it usually reads "no evidence in the personnel file", even when the work was done.
Renewals ride on one person's memory
When the person who watches expirations is out, or leaves, the reminders leave with them.
Your EMR handles patient care. Personnel Ledger handles the staff file.
Anything tied to a patient belongs in your EMR. The proof that the people giving care are qualified, trained and checked belongs here.
Your EMR keeps doing this
- Patient records
- Visit notes and care plans
- Aide care instructions and supervisory visits
- Clinical documentation
Personnel Ledger handles the file
- Licenses and certifications
- Aide competency and in-service hours
- Orientation and competency assessments
- Background and exclusion checks
- Reminders and the manager digest
- Personnel files and survey binders
Built around what hospice surveyors look for
By our count of CMS survey reports, about one in four 2025 hospice standard surveys that found any deficiency cited at least one staff-file item. These three led the list.
Of 2,031 CY2025 hospice standard surveys with at least one finding, state agencies and accreditors combined. Source: our count of CMS QCOR hospice survey reports (Form CMS-2567).
Aide competency
Each aide's evaluation on file, with the evaluating registered nurse and the date, completed before the aide furnishes care.
42 CFR §418.76(c)12 in-service hours
Hours logged for every aide against at least 12 in each 12-month period, with the supervising RN named on every session.
42 CFR §418.76(d)Background checks
The date obtained and the states covered. Where your state sets no timing of its own, the federal rule is within three months of hire.
42 CFR §418.114(d)Orientation and competency
Hospice philosophy and job-specific orientation, then a skills assessment at hire and on the schedule your policy sets.
42 CFR §418.100(g)Exclusion screening
A dated check for every person each month, the frequency OIG recommends because its exclusion list is updated monthly.
OIG Special Advisory Bulletin, 2013Licenses and qualifications
License numbers, issuing states and expiration dates for every discipline, kept current at all times.
42 CFR §418.114(a)Read more in our guides to survey-ready personnel files, aide competency evaluations and hospice background checks.
Nothing expires quietly
Staff hear about their own renewals by email before the date. Managers get one weekly email with everything due or overdue for the people they oversee.
- Reminder timing set per requirement
- A weekly digest on the day and hour you choose
- Email only: staff need no login and no app
- The dashboard, the digest and the reports count the same way
A personnel file the moment a surveyor asks
At the entrance conference, CMS surveyor guidance has surveyors ask for a personnel list that includes contracted staff, and for documentation of aide training, competency evaluations and in-service training. Then they pick files.
- Print one person's file, or a binder for the people they pick
- Every requirement with its status, its dates and its source
- Exempt items say why, so nothing looks missing
- Under your agency's name and logo
Set what each role needs, once
Start from the hospice set or add your own. Each requirement knows who it applies to, how it renews and what proves it. Want the set on paper first? Print our free personnel file checklist.
- Applies to the roles you choose, from hospice aide to medical director
- Renewal rules for real life: expires on the card, repeats yearly, happens once, counts hours per period, or a monthly check
- Due a set number of days after hire for new staff
- State rules added the same way; see staff requirements by state
The settings that keep the files honest
Roles, import and export, an audit trail and document access: the everyday controls you set once and stop thinking about.
Roles for every user
Admins set up roles and settings, editors keep staff records, and viewers read only.
Import and export
Bring your staff in from CSV and export everything back out any time. Your data is never locked in.
Audit trail
Every record keeps who created it and who last changed it, with the date.
Documents beside the dates
Attach a license or certificate to the requirement it proves. Staff-only access, and every download is logged.
Exemptions with a reason
When someone does not need an item, mark them exempt and say why, so the file explains itself.
No logins for staff
Reminders arrive by email. Only the people who manage records sign in.
Priced for the agency, not per person
Add aides, nurses and contractors, and the bill stays the same. One price covers your whole staff and everyone who manages their files.
One plan. Everything included.
Unlimited staff, unlimited users, every feature.
Save $70/yr with annual billing.
Launch price, locked in when you subscribe by December 31, 2026.
Standard price: $59.99/mo or $599/yr.
- Unlimited staff and unlimited users
- Staff files with licenses, certifications and documents
- Requirements by role, each with its own renewal rule
- Training and in-service hours against yearly targets
- Background check records and a monthly exclusion log
- Email reminders to staff, a weekly digest for managers
- Printable personnel files and survey binders
- CSV import and export of everything, any time
Starts with a free 45-day trial
Start free trialNo credit card to start. No setup fees. After the free 45-day trial, paid plans renew automatically until you cancel. Cancel anytime. A lapsed account stays read-only for 12 months, with at least 30 days' email notice before it is deleted.
Questions about pricing? Get in touch and we will reply during business hours.
Start your free 45-day trial. Use the whole product. No credit card.
Forty-five days is long enough to add your staff, turn on the hospice requirements and see whose files are missing something. If the trial lapses, your account goes read-only for 12 months, and we email your administrators at least 30 days before anything is deleted.
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Built for hospice staff files. Export your data any time.
Personnel Ledger opens to new organizations soon
We are finishing the last details before accounts open. Tell us about your organization and we will reach out the day it opens, or set up a walkthrough before then.
Questions hospice administrators ask
Is this part of our EMR?
No. Personnel Ledger is a separate companion to your EMR, not a module inside it. Your EMR keeps patient records, visit notes and care plans. Personnel Ledger keeps the staff file: licenses, competencies, training hours, background and exclusion checks, and the documents that prove them.
Do we ever enter patient information?
No, by design. There are no patient fields and nowhere to link a staff record to a patient. For the annual aide observation and for training given during care, it records the aide, the RN, the date and the skill, never the patient. It is not designed to hold patient information, and we do not sign business associate agreements for it.
Which hospice requirements come ready to use?
A starter set built from the federal hospice Conditions of Participation: aide competency evaluation, aide in-service hours, the annual on-site aide observation, criminal background checks, hospice philosophy and job-specific orientation, competency assessment, emergency preparedness training, infection control education and licenses by discipline, plus a monthly OIG exclusion check, which OIG recommends but no rule requires. Each one shows its source, applies to the roles you choose and can be edited.
How are the aide in-service hours counted?
Each session is logged with its date, topic, hours and supervising RN, and each aide's total runs against 12 hours for the period you choose: a calendar year, each aide's hire anniversary, or a rolling 12 months, the three bases CMS surveyor guidance accepts. See aide in-service tracking.
Can we bring our staff over from a spreadsheet?
Yes. Import your staff list from a CSV file, with roles, hire dates and employment types, then add each person's dates and documents as you go. Everything exports back to CSV at any time.
Does it cover state rules as well as federal ones?
The starter set covers the federal floor. Add what your state requires as its own requirement, with its own renewal rule and the roles it covers. Our guide to hospice staff requirements in ten states shows what each one adds, with sources.
What happens after the trial?
If you subscribe, nothing changes; you keep going. Personnel Ledger is one plan, with unlimited staff, unlimited users and every feature included. Launch pricing is $34.99 a month or $349 a year when you subscribe by December 31, 2026, locked in for as long as you stay subscribed. The standard price is $59.99 a month or $599 a year. If you let the trial lapse, your account becomes read-only: you can still sign in, view records and export your data for 12 months. After that the account is deleted, with an email to your administrators at least 30 days before.
How much does Personnel Ledger cost?
One plan. Launch pricing is $34.99 a month or $349 a year when you subscribe by December 31, 2026, locked in for as long as you stay subscribed. The standard price is $59.99 a month or $599 a year. Paying annually saves two months either way. Every account includes unlimited staff and unlimited users with admin, editor and viewer roles, every requirement type, training and in-service hours, background and exclusion check records, documents, email reminders, the weekly manager digest, printable personnel files and survey binders, and CSV import and export. There are no per-person fees.
Do you make other software for hospices?
Yes. Personnel Ledger is part of Hospice Apps, a small family of tools for the operational side of hospice care. Volunteer Ledger runs the volunteer program, including the Medicare 5% volunteer report, and Care Roster is the agency's shared contact directory, with on-call coverage and staff alerts. See which app fits your agency.