Move your hospice staff files off the spreadsheet
A spreadsheet holds one date per cell and forgets the rest. Personnel Ledger keeps every renewal, the proof behind it and the rules that apply to each role, and it starts from the staff list you already have.
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Built from how hospice staff files are kept and checked, and from the federal hospice aide rule. General information, not legal advice. Confirm your specifics with your state and your accreditor.
One row per person cannot hold a staff file
A spreadsheet works until the first renewal, the first per-diem aide or the first surveyor who asks for one person's file.
Renewals overwrite the old date
Typing the new license expiry into the cell erases the one before it, so the file loses its history the day it is updated.
Blanks look like gaps
A column applies to everyone. An empty CPR cell for an office manager looks the same as a missing card for a nurse who needs one.
Every aide's year ends on a different day
With anniversary or rolling periods, each aide's 12 in-service hours run on their own clock. A single total column does not show who is short this month.
No proof beside the date
The date is in one place and the card, certificate or signed form is in a folder somewhere else, if it was saved at all.
Reminders live in someone's calendar
When the person who keeps the spreadsheet is out, nobody is told that a license expires next week.
One file takes a search
When a surveyor picks a name, pulling that person's file means filtering tabs and opening folders while they wait.
Start from the staff list you already have
Personnel Ledger imports your staff list. The dates go onto each person's file as you work through them, so every one lands on the right requirement.
1 · Import your staff
Save your staff list as a CSV file and import it: names, email, job title, employment type, hire date and roles.
2 · Add your roles
Start from the hospice starter roles, from hospice aide to medical director, and rename or add your own.
3 · Start from the hospice set
Add the hospice requirements to the roles they apply to, each with its renewal rule and the citation behind it.
4 · Enter current dates
Work through each file, current records first, and attach the license, card or signed form as you go.
5 · Turn on reminders
Staff get an email before something lapses. Managers get one weekly digest of what is due.
6 · Export any time
Every record exports to CSV whenever you want it. Your organization owns its data.
The same work, with and without a spreadsheet
| Task | In a spreadsheet | In Personnel Ledger |
|---|---|---|
| A license renews | The new date replaces the old one. | The new record goes on top; the earlier one stays in the history. |
| Who needs what | One column for everyone, blanks and all. | Requirements apply by role, and "not required" carries its reason. |
| Aide in-service hours | A total someone recalculates. | A running total per aide against 12 hours, for that aide's own period. |
| Proof | In a shared drive or a binder. | Attached to the requirement it proves. |
| Reminders | Whoever remembers to look. | An email to the person, and a weekly digest for managers. |
| Survey day | Build each file by hand. | Print one person's file, or a binder for the people a surveyor picks. |
Moving off the spreadsheet, answered
Can we import our existing staff spreadsheet?
Yes. Save your staff list as a CSV file and import it to create everyone at once, with names, contact details, job titles, employment types and hire dates.
Do we have to enter every old date?
No. Start with each person's current records: the license on file today, the latest check, this period's training. History builds from there as each item renews.
What should we enter first?
Whatever expires soonest, then the aide items (competency evaluation and in-service hours), then background checks for recent hires. The weekly digest shows what is left.
What if our spreadsheet has columns Personnel Ledger does not?
Add your own custom fields to the staff record for the columns you still need, and keep anything that does not belong in a staff file where it already lives.
Will we be locked in once we move?
No. You can export your records whenever you want: a full export file, plus a staff roster as CSV. If you stop subscribing, the account goes read-only for 12 months, so you can still view and export your records, and every administrator gets an email at least 30 days before it is deleted.
Can several people work on the files at the same time?
Yes. Every account includes unlimited users, with roles that decide who can change records and who can only view them.
This page is general information, not legal advice. What each staff file must hold comes from federal regulation, your state's law and your accreditor, and it changes. See hospice staff requirements by state.
Bring your staff list and leave the spreadsheet
Import your staff from a CSV file, start from the hospice requirements, and see what is due this month. Start a free 45-day trial today.