Solutions

Hospice staff files, one topic at a time

Each guide takes one part of a hospice personnel file, explains what the rule actually says and where it comes from, and shows how Personnel Ledger keeps the evidence for it.

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Personnel Ledger requirements review for a hospice of 42 staff: 9 people not ready and 46 items expiring soon, listed by person, from a physician license expiring in 58 days to a new hire's missing HIPAA and abuse reporting training and an aide's annual observation due in 12 days

Hospice guides

Hospice staff files, by topic

Every page below describes the same Personnel Ledger. Each one leads with the part of the hospice staff file you came for.

The survey and the whole file

Start here if a survey is coming, or if your staff files live in more than one place.

Survey-ready personnel files → The staff-file items surveyors cite most, what goes in each file by role, and how to have the evidence in hand on survey day. Hospice credentialing software → What credentialing covers in a hospice, beyond physician privileges, and what to look for in software that tracks it. Replace your staff file spreadsheet → Why one row per person stops working for staff files, and how to move without retyping your history. Staff requirements by state → The federal floor for every hospice, then what ten states add for background checks, aides, health screening and training. Free personnel file checklist → A free tool: pick each role and your state, then print what every person's file should hold, with its citations.

Hospice aides

The most regulated role in the file, and the most cited.

Aide competency evaluation → The staff-file item surveyors cited most in 2025: what the RN-led evaluation must cover and how to keep the proof. Aide in-service tracking → The 12-hour rule for hospice aides, how the 12 months can be counted, and how to see which aides are short before the period ends.

Licenses and qualifications

Who must hold what, and how to keep it current at all times.

Hospice license tracking → RN, LVN and other professional licenses with their expirations, discipline qualifications and verification at each renewal. Physician credentialing → The medical director and hospice physicians: licenses, designations, DEA registration and Medicare enrollment. CPR certification tracking → Where the federal rules require CPR (inpatient units), where states add it, and keeping every card on its own clock.

Orientation, competency and contracted staff

What every person who furnishes care needs on file, employed or not.

Orientation tracking → Hospice philosophy orientation and job-specific orientation: who needs which, and what the record should show. Staff competency assessment → Skills checks for everyone who furnishes care: what the rule says, why the interval is yours to set, and what surveyors found. Contracted staff files → Staff under arrangement and contracted individuals: which rules reach them and how their background checks are covered.

Screening and health

The checks you run, and the proof that you ran them.

Hospice background checks → Who needs a criminal background check, the three-month federal deadline, and how state rules move it earlier. OIG exclusion screening → What OIG recommends and why monthly checks are the common practice, who to screen, and what a usable log shows. TB and health screening → What the CDC recommends for health care staff, which states require TB or health screening, and how to track it.

For any organization

Staff credentials for any organization

Not a hospice? Personnel Ledger tracks staff licenses and certifications for any organization, in plain workplace language.

Staff license and certification tracking → Licenses, certifications, training, background checks and documents for home health, clinics, staffing agencies and any employer with licensed roles.

Not sure where to start? Start with one aide.

Add one person, set what their role needs, and see their file fill in. Free for 45 days, everything included, no credit card.

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