Caregiver Recruitment & Hiring

Overview

Caregiver recruitment and hiring is a core operational function at TheKey, directly determining the company's capacity to staff client cases and sustain growth. The end-to-end process spans job posting, candidate screening, interviewing, background checks, reference checks, orientation, and formal hire completion in the ATS. Given the labor-intensive nature of homecare, consistent recruiter output and pipeline health are tracked weekly across all markets, with chronic challenges including candidate no-shows, low applicant volume in some markets, and fingerprinting requirements adding complexity to onboarding timelines.

---

Key People

• Analissa Sanchez — Produced and distributed CG Weekly Recruitment Reports from at least late 2024 through early 2025; led the September 2024 recruitment reorganization initiative.
• Katherine Guildner — Took over distribution of weekly CG Recruitment Reports by late January 2025.
• Alyssa Girotti — Caregiver recruiter recognized for managing the full recruitment cycle; supported 300 new hires during her tenure as of 2022. [CG Recruiter, Alyssa Girotti — 2022-08-08 — Toni Vivian]
• Toni Vivian — Referenced Alyssa Girotti's performance and recruitment output in 2022 correspondence.
• Brandy Rivera — Recruiter submitting weekly pipeline summaries for Michigan, Kansas, and Columbus markets (2025).
• Shelly Hudson — Recruiter submitting weekly pipeline summaries for Cincinnati and Cleveland (JV) markets (2025).
• Elizabeth Manjarrez — Recruiter covering Cincinnati, Cleveland, St. Louis, and Calgary markets (late 2025–early 2026).
• Lydia Jackson — Employee care manager handling Illinois compliance and orientation; previously did staffing. [Midwest_Cheat_Sheet_v2.txt]

---

Processes & Policies

Full Recruitment Cycle (standard):

1. Job Posting — Recruiters post open positions to relevant job boards. Kansas market began using myCNAjobs in June 2025 to address low applicant volume. [Recruitment Summary Kansas — 2025-06-27 — Brandy Rivera]

2. Application Review & Screening — Recruiters screen inbound applicants and advance qualified candidates.

3. Interview Scheduling — Candidates are scheduled for interviews; in-person interviews are standard in most markets. No-show/no-call rates for interviews are a persistent challenge, particularly in Cleveland and Cincinnati.

4. Background Check Initiation — Initiated during onboarding upon receipt of a signed candidate consent form. The consent form must clearly indicate the candidate's agreement to the check. [TheKey_Kansas_Policies_Procedures_Manual.txt]

5. Reference Checks — Conducted as part of the pre-hire process.

6. Onboarding — Candidates complete paperwork and, where required, fingerprinting. This stage runs concurrently with background check completion.

7. Orientation — Candidates attend orientation (4.5-hour condensed format as of 2026 update). Completion of orientation is the trigger point for formal hire. [Draft_Caregiver_Orientation_Instructions.txt]

8. Hire Finalization in iCIMS — After orientation, the recruiter moves the candidate to "Hired" status in iCIMS. This triggers the HR Compliance Specialist to upload new hire paperwork from iCIMS to WellSky. [Recruitment Reorg, Assignments, and Next Steps — 2024-09-05 — Analissa Sanchez]

Metrics Definitions (from weekly reports):

• *Time to Hire* = Date of application to date of orientation attendance.
• *Time to Onboard* = Defined separately (full definition not captured in available excerpts).
• Weekly reports track new hires only — rehires, transfers, and additional location hires are excluded from new hire counts. [CG weekly Recruitment Report - 1/3 — 2025-01-06 — Analissa Sanchez]

Pipeline Status Categories (used in recruiter weekly summaries):

• Candidates in Onboarding
• Eligible for Hire
• Orientation Scheduled

---

Timeline & Key Events

• 2022-08 — Alyssa Girotti recognized for supporting 300 new hires while managing full-cycle recruitment independently. [CG Recruiter, Alyssa Girotti — 2022-08-08 — Toni Vivian]
• 2024-09 — Recruitment reorganization announced by Analissa Sanchez. Centralized onboarding process formalized; iCIMS-to-WellSky paperwork upload workflow established with HR Compliance Specialist role defined. [Recruitment Reorg, Assignments, and Next Steps — 2024-09-05 — Analissa Sanchez]
• 2024-11 — Weekly CG Recruitment Reports begin appearing in current standardized format, distributed by Analissa Sanchez.
• 2025-01 — Katherine Guildner takes over weekly report distribution.
• 2025-05 to 2025-08 — Regional pipeline summaries (Michigan, Kansas, Columbus, Cincinnati, Cleveland) show ongoing challenges: low hours in Michigan and Columbus suppressing hiring; high no-show rates for interviews in Cleveland and Cincinnati.
• 2025-06 — Kansas market activates myCNAjobs as a new sourcing channel.
• 2025-11 to 2026-02 — Elizabeth Manjarrez assumes recruiter reporting duties across multiple markets including Cincinnati, Cleveland, St. Louis, and Calgary.
• 2026 — Caregiver Orientation updated to condensed 4.5-hour format; company-wide delivery tracking spreadsheet introduced. [Draft_Caregiver_Orientation_Instructions.txt]

---

Key Decisions

• Centralized onboarding workflow (2024-09): TheKey standardized the post-orientation handoff by routing all new hire paperwork through iCIMS to WellSky via the HR Compliance Specialist, removing ad hoc handling by individual recruiters.
• Orientation as the hire trigger: Attendance at orientation — not offer acceptance or background check completion — is the defined moment at which a candidate moves to "Hired" in iCIMS.
• Market-specific sourcing: Individual recruiters are empowered to activate new sourcing channels (e.g., myCNAjobs in Kansas) in response to local applicant volume problems.
• Orientation format condensed (2026): Updated to 4.5 hours with standardized content; local offices may add market-specific requirements.

---

Open Questions & Gaps

• Time to Onboard definition is referenced in weekly reports but the full definition was not captured in available excerpts — needs documentation.
• No-show/no-call mitigation is cited as a persistent challenge in Cleveland and Cincinnati across multiple months (May–August 2025) with no documented action plan found.
• Michigan and Columbus low-hours problem suppresses hiring even when candidates are available; no systemic resolution appears in the available record.
• LPN second-interview process in Columbus caused delays as of May 2025; process details and resolution are unclear.
• Driver's license requirement is flagged as a recurring barrier for candidates in Cleveland — policy specifics not confirmed in available sources.
• Background check vendor is referenced in Kansas diligence documents but the vendor name is not specified. [Diligence_Requests_TheKey_of_Kansas_LLC.txt]

---

Related Topics

1. Caregiver Onboarding & Orientation

2. HR Compliance & Paperwork Management

3. iCIMS & WellSky Systems Integration

4. Caregiver Retention & Workforce Planning

5. Market-Level Growth Planning & Pipeline Management