A new starter's file that is never finished
A care provider or independent hospital you support is taking on new clinical staff. For each, your protocol requires evidence of certain immunisations and screening depending on their role, with more for those doing exposure-prone procedures. The starter sends a photo of an old vaccination card. A previous employer's occupational health service is asked for records and replies weeks later. Blood test results come back in a different system.
Somewhere between these, the employer asks whether the new starter can begin clinical duties. The answer requires someone to pull together pieces from three places.
Why these records stay incomplete
Each piece of evidence has a different source and timing, and each role needs a different set. Nothing ties them together except an adviser's working knowledge of the case.
- Requirements vary by role, and the employer's role titles do not match your categories.
- Evidence arrives as photos, letters, lab results and previous employers' records.
- Blood results that need follow-up, such as a booster and re-test, create a chain of steps.
- Records requested from previous providers are chased by hand.
- The employer only wants a clearance status, but that status depends on all of the above.
What the gaps cost
Workers who move between employers you both serve are a particular frustration. The evidence may already be on your system from a previous contract, but held under a different employer, so it is requested again from scratch.
Start dates slip while evidence is gathered. Advisers spend time assembling files rather than assessing. When an employer or inspector asks to see evidence of your processes, the files are inconsistent. And where a follow-up step is missed, a worker's record stays incomplete indefinitely without anyone noticing.
| Record element | What the worker record holds |
|---|---|
| Role category | Mapped from the employer's job title by your team |
| Required items | Set by your protocol for that category |
| Evidence held | Document or result, date, source, checked by whom |
| Outstanding items | What is missing, next step, owner, due date |
| Clearance status | Set by a clinician, shared with the employer |
How we build the immunisation record
- Your protocol is set up as requirements per role category. The system does not decide what is required; your clinicians do.
- Each employer's job titles are mapped to your categories once, so new starters inherit the right requirements.
- New starters get a secure link to upload the evidence they have, with each requirement listed in plain language.
- Uploaded evidence is checked and accepted by your team, recording who checked it and when.
- Lab results arrive from your testing provider by integration or upload, and follow-up steps such as boosters and re-tests are created with due dates.
- Requests to previous providers are sent from the system and chased automatically.
- Clinicians set the clearance status, and the employer sees the status and date, not the underlying health information.
What your advisers get back
New starters benefit too. Instead of receiving a letter listing everything and trying to work out which of their old papers count, they see each requirement with an upload button beside it and a note on what is acceptable, written by your team. Evidence arrives against the right item, first time, more often.
Every worker's file shows at a glance what is held and what is missing. The chasing is done by the system, and the follow-up chain for blood results does not rely on memory. Employers get a clearance status they can act on, and the evidence behind it is organised when anyone asks to see how you work.
Signs this is your situation
- Evidence for new starters arrives in pieces over weeks.
- Requirements by role are applied from memory.
- Follow-up tests and boosters are tracked in a diary or spreadsheet.
- Employers ring to ask whether someone is cleared.
- Assembling a worker's full record takes more than a few minutes.