Employee Documents & Onboarding
Document Categories
| Category | Notes |
|---|---|
| Application Documents | 8 docs — required for all applicants (HC and HH) |
| Home Care Onboarding | 23 docs |
| Home Health Onboarding | Role-specific + shared policy docs (see below) |
| E-Verify | |
| Termination / Exit | 2 docs |
| Miscellaneous | |
| Proof of Vehicle Insurance | |
| Drug Test | CNA and HHA employees only |
| Competency Test | Home Care employees, CNA, and HHA |
⚠️ Individual document names not found in handover materials — see Known Gaps → Employee Documents.
Home Health Role-Specific Documents
Three documents are generated per Home Health role at onboarding:
| Document | CNA | HHA | LPN | OT | PT | MSW | RN | SLP |
|---|---|---|---|---|---|---|---|---|
| Job Description | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Job Acceptance Statement | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
| Provisional Hiring Agreement | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
All 6 HH policy documents (drug testing, background check, non-discrimination, etc.) are shared across all HH roles.
Competency Checklists
The Competency Assessment Skills Checklist is role-specific:
| Role | Checklist |
|---|---|
| RN | Full clinical checklist — 11 competency areas (Paperwork/Admin, Clinical Assessment, Medication Administration, Infection Control, Equipment, Safety, Patient Education) |
| LPN | Similar to RN; scope excludes IV bolus/push, TPN, and central venous access |
| CNA / HHA | Basic ADL skills checklist — 30 items (vitals, transfers, positioning, ADL skills, documentation, infection control, emergency procedures) |
| Annual (CNA/HHA) | Simplified 25-item renewal version, includes in-service training tracking |
| PT | N/A |
| OT | N/A |
| SLP | N/A |
| MSW | N/A |
PT, OT, SLP, and MSW do not have a competency checklist. Do not generate or offer one for these roles.
Template Variables
Job Acceptance Statement
| Variable | Notes |
|---|---|
{employee_name} | |
{employee_position} | |
{service_start_date} | |
{organization_name} | |
{salary} | |
{hourly_rate} | |
{effective_date} | |
{service_start_day} |
Key terms:
- Non-compete: 24 months, 60-mile radius from any Nova office
- Travel time: compensated between clients on the same day; first and last client travel is not covered
- Annual performance evaluation and EVV details are communicated by email
Provisional Hiring Agreement
| Variable | Notes |
|---|---|
{employee_name} | |
{employee_positon} | ⚠️ Typo in template — "positon" (missing 'i'). Match exactly when building merge logic. |
{service_start_date} |
Key terms:
- Background check: required within 3 days of hire; 21-day maximum in patient home without approval
- Probationary period: 30 days
- Non-compete: 1 year, 50-mile radius
- At-will employment
- Employee-only signature block (no employer signature field in this template)
Background Check Policy
- Required within 3 days of hire
- 21-day maximum in patient home without documented approval
- Covers: criminal history, OIG exclusion, sex offender registry, license verification
- Compliance: Indiana 410 IAC 17, IC 16-27, and FCRA
Drug Testing Policy
- Types: pre-hire, random, and reasonable cause
- Method: urine-based
- Positive result: disciplinary action up to termination
- Drug Test document applies to CNA and HHA employees only
Role Reference
| Role | Reports To | Key Requirements |
|---|---|---|
| RN | Director of Nursing / Clinical Supervisor | OASIS documentation; supervises LPNs and HHAs; supervisory visits ≥ every 14 days; Indiana RN license + CPR/BLS |
| LPN | RN Case Manager | Works under RN supervision; Indiana Nurse Practice Act IC 25-23; documentation within 24 hours |
| HHA / CNA | RN Case Manager | EVV check-in/out required; supervisory visits ≥ 14 days (RN), in-home direct observation ≥ 60 days; 12 hrs in-service training/year; Indiana HHA Registry |
| PT | Clinical Manager / Rehab Coordinator | Can initiate care when only therapy ordered; reassess ≥ every 30 days; may supervise PTAs |
| OT | Clinical Manager / Rehab Coordinator | Focus on ADLs/IADLs, adaptive equipment, home modifications; reassess ≥ 30 days; may supervise COTAs |
| SLP | Clinical Manager / Rehab Coordinator | Speech/language/swallowing (dysphagia), AAC devices; reassess ≥ 30 days; may supervise SLPAs |
| MSW | Clinical Manager / Director of Patient Services | Psychosocial assessments, elder abuse reporting; physician orders required for Medicare billing; LSW or LCSW required |