• This feature is part of a new offering we recently launched. If you don’t see these features in your account, reach out to [email protected] to learn more.

Qualifying leads is a common struggle for any service industry. And it is no different for recruiters! You can often have far too many roles and candidates to match, so it's important to have definitive guidelines to place your Talent. Kamana provides a solution with Credentialing Requirements.

 With this Overview guide, you can:

What is a Credentialing Requirement?

A Credentialing Requirement (CR) is a credential or compliance item needed for a health care professional (HCP) to qualify for a job. Healthcare jobs typically have many credentialing requirements.

CRs can be created and linked to the entity that is requiring them. When a HCP views a Job Requisition, the required credentials display. After they express interest in a job, an Engagement is created and your agency can map the CRs to the appropriate credentialing items that are uploaded to a HCP’s Kamana profile.

This feature set helps streamline the credentialing process because your agency can view all of a job’s requirements in one location and track (through mapping) which requirements have been verified on the HCP’s profile.

Types of Credentialing Requirements

  • Certification
  • Education
  • eSign
  • License
  • Medical History
  • Reference
  • Skills Checklist
  • Other

All of these types, except for Other, correspond to the same sections on a HCP’s profile. The “Other” category is for items that exist in either a HCP’s Additional Documents or Employer Attachments section. For example, this category would be used for a voided check CR since that document is uploaded to Additional Documents.

Entity Hierarchies

To display CRs on the correct job, they must be linked to an entity. Entities are operations or structures that have distinct credentialing requirements. After a CR is created on the Credentialing Requirements page, you can link it to any of the following entities:

  • Account-level (Employer)
    • CRs linked here are things the Healthcare Staffing Company requires from all health care professionals (HCPs) regardless of what position they end up working. For example, a staffing agency that requires HCPs who apply with them to have a BLS Certification can create a CR for it and link it to the Account-level*.*
  • Client
    • A client is the business that your agency has a contract with. This is the organization that pays you. Anything they require of HCPs can be designated at this level. Health Systems and MSPs fall into this category.
  • Contract
    • A Contract serves as the association between a client and a facility. A client’s requirements can vary based on the facilities. Since a contract connects a client and facility in the system, the ability to create requirements for this entity are needed.
  • Facility
    • Requirements at the location the HCP is working at.
  • Engagement
    • An “Engagement” record in Kamana is a mechanism to track a candidate from the point of applying to a specific job through to completion of the job (or wherever the drop off may occur in between). The specific job requisition’s requirements for the HCP.

The 5 types of entities form a hierarchy as shown below. Each entity inherits the CR’s from the other entities higher up the chain. Similar to a parent-child relationship.

Credentialing requirements can be specific to a Profession and/or Specialty on any entity level. This is referred to as the “scope” of the requirement and can be set during the linking phase.

For example, if a CR is scoped Registered Nurses, it will only appear as a requirement to talent users that have Registered Nurse selected as their profession. None of the other professions will see the requirement.

Create a Credentialing Requirement

CRs are created on the Credentialing Requirements page. They can then be linked to the entities requiring them.

To create a CR, go to Compliance > Requirements.

Click the " + Add” button, then click the appropriate category.

For example, to create a BLS requirement, select “BLS - Basic Life Support” from the Certification Type drop-down.

The next section is More Information.

Under Additional Description For Internal Use, your agency can enter notes that provide more information about the requirement. Talent users cannot view anything written here. For example, we can specify that the BLS must be from either the Red Cross or American Heart Association.

Use the Instructions For Talent text area to specify instructions for your health care professionals on this requirement. They can view notes in this field.

Both sections under More Information are optional.

Under Timing, select the point in the hiring process that the requirement needs to be completed by.

Note: If Submission is selected, the CR will display to talent user’s when they view the Job Requisition. CR’s marked with Credentialed selected will not be viewable to a HCP until they express interest in the job and an Engagement is created.

The drop-down under Months Valid is for reference only and has no affect on any other part of the system. You can specify how long this type of credential is valid for. For a BLS, we will select 2 years.

Indicate if it is possible for the talent user to provide the credential for this requirement independently. For a BLS, we can select Yes.

If the agency needs to take action on the credentialing item first, then No should be selected. For example, select No for a background check requirement because the talent user cannot complete that credential independently. The agency has to order the background check and typically upload the results to the talent user’s profile.

Lastly, click Save Changes. After the above steps are completed, the CR be activated and ready to be linked.

Editing and Archiving a Credentialing Requirement

On the navigation bar, go to Compliance > Requirements. Using the Search All Requirements field, search the requirement.

The following CR fields are searched using the keyword(s) entered in the search field:

  • Name
  • Additional description for internal use field
  • Instructions for talent field
  • Type of credential

Click on the CR’s name. Additional fields will display.

To archive the CR, click the ellipsis icon and then click Archive.

Click the Edit button to update the CR.

Update the appropriate fields and click Save Changes.

Viewing the Credentialing Requirements list

On the navigation pane, click Requirements under Compliance.

The requirements your agency has created do not automatically display on the Credentialing Requirements page.

To view a requirement(s), search its name in the search field and the results will display.

The following fields are searched using the keyword(s) entered in the search field:

  • Credentialing requirement’s name
  • Search by type of credential
  • Additional description for internal use
  • Instructions for talent

If the search yields no results, the requirement can be created and added to the list by following the steps .

Linking a Credentialing Requirement to an Entity

After a CR is created on the Credentialing Requirements page, it can be linked to any of the 5 types of entities.

Account-level (Employer)

This entity refers to your agency. Anything you require of all health care professionals can be linked here. Remember that CR’s can be scoped by specialty and/or profession at any entity level.

Go to Compliance > Requirements > View Account-level Requirements.

Search the CR and click Link.

After the above steps are completed, the CR link will display under Linked Requirements.

If the CR link needs to be scoped to certain professions or specialties, click the appropriate change button.

Client

Go to Sales > Clients. Locate the Client in the list and click its name.

Click the Credentialing tab. Search for the CR and click Link.

After the above steps are completed, the CR link will display under Linked Requirements.

If the CR link needs to be scoped to certain professions or specialties, click the appropriate change button.

Contract

A Contract can be created on a Client page. In Kamana, contracts connect clients to facilities. To link a CR to a contract, go to Sales > Clients.

Locate the client in the list and click its name.

Under the Contract section, locate the appropriate contract and click its name.

Click the Credentialing tab. Search for the CR and click Link.

After the above steps are completed, the CR will be linked to the contract and display under the Linked Requirements section.

If the CR link needs to be scoped to certain professions or specialties, click the appropriate change button.

Facility

If a facility your agency works with has unique credentialing requirements, you can link them directly to the facility.

To do this, go to Sales > Facilities.

Search for the facility and click on its name.

Click the Credentialing tab. Search for the active CR and click Link.

After the above steps are completed, the CR will be linked to the facility and display under the Linked Requirements section.

At this time, indirect Client and Contract requirements are not displaying on a facility’s Credentialing page.

Engagement

One-off credentialing requirements can be linked directly at the Engagement level.

  • Go to My Kamana > Engagements.
  • Locate the Engagement in the list and click on it.
  • To the right of Requirements, click the plus icon.

  • Search the requirement and click Create

After following the above steps, the requirement will appear under the Needed section and can be mapped to the HCP’s credentials.

Archiving CR links

Links can be archived if they are no longer required by the entity. To archive a link, go to the entity’s page in Kamana. Locate the CR link in the list, click the ellipsis icon, then click Archive.

If a CR link is archived by accident, it can be restored by following the same steps above and clicking Restore instead of Archive.

Mapping credentialing requirements on an engagement

After an Engagement is created, the credentialing requirements associated with it become “ engagement requirements (ERs)”. Engagement requirements are a “snapshot” of the credentialing requirements, meaning that edits made to the credentialing requirements after an Engagement is created do not carry over to the corresponding ERs. The ERs display the version of the credentialing requirements that existed at the time the Engagement was created.

For example, a BLS exists as an engagement requirement for a particular Engagement. If an edit is made to any of the BLS credentialing requirement’s fields - such as the Additional Description For Internal Use field - it will not update the corresponding field(s) of the BLS engagement requirement.

How credentialing requirements display on a Job Requisition

When a talent user views a Job Requisition on their Jobs page all of the CRs that need to be completed before Submission will display.

If a CR is marked as needed before Credentialing or Credentialed, it will not display. However, once the health care professional expresses interest in the job and an Engagement is created, the rest of the CRs will display to them.

Only CRs needed before Submission display on the Job Requisition because we do not want to overwhelm the talent user when they are browsing jobs. If they see a long list of all the CRs up front, they may be less likely to express interest and start the credentialing process.

After the HCP clicks I’m Interested on a job, an Engagement is created. Once they go to the engagement in their profile, they will see the rest of the requirements under the Job Requirements section.

At the bottom of this section, they are instructed to go to their profile to upload these documents.