Somewhere on your roster, something has already expired.
It happens to well-run facilities. With the turnover in long-term care, usually nobody notices for months.
We watch every credential your staff carry — registry status, nursing licenses, CPR, and the annual training the state expects. They get warned before anything expires, your DON stops chasing it, and the record is ready before a surveyor asks. A flat fee, and no spreadsheet.
Designed and built by a working paramedic
A hundred staff. Six credentials each. Six hundred expiration dates.
And the roster changes every week. Long-term care runs some of the highest turnover of any industry in the country. Every hire adds a stack of dates, every departure leaves stale rows behind, and agency staff arrive with credentials nobody at your facility has ever seen.
A credential slipping past is not carelessness. It is what happens when the list changes faster than anyone can read it.
Who delivered the care is a billing question.
Massachusetts law permits a facility to employ a nurse aide only if that aide is listed on the state registry as having demonstrated competency. The claim for that shift goes out under your provider number, not theirs.
In October 2021 the Massachusetts Attorney General announced a $25 million settlement with a private equity firm and two former executives of South Bay Mental Health Center, over allegations the company employed unlicensed, unqualified and unsupervised staff and then billed MassHealth for their services. It remains the largest MassHealth fraud settlement in the state’s history, and it began with one former employee as a whistleblower.
To be straight with you: that case was about staff who were never properly credentialed, not staff whose credentials quietly expired, and we are not going to tell you an expired card is fraud. What it establishes is the principle — whether the person delivering the care was credentialed is a question about the claim, and the Commonwealth pursues it.
Which is a good reason to know on the day it lapses rather than the day somebody asks.
None of this requires our service.
And we will never tell you it does. These are the rules you already live under. This is a way of satisfying them without a spreadsheet.
You may only employ aides listed on the registry
A nursing facility may only employ a nurse aide who appears on the Massachusetts Nurse Aide Registry as having demonstrated competency. Registry status is not a formality — it is the condition of employing that person in that role.
Training and competency evaluation
The Department of Public Health regulations governing nurse aide training and competency evaluation, including the approved program requirements behind a registry listing.
Nursing licensure
RN and LPN licenses are issued and renewed through the Board of Registration in Nursing on a two-year cycle. A nurse practicing on a lapsed license is not a paperwork problem.
Federal nursing services requirements
The federal conditions of participation for long-term care facilities, covering sufficient and appropriately competent nursing staff. Surveyors work from these.
Citations are given so you can read them yourself. Your facility remains responsible for its own compliance, and nothing on this page is legal advice.
Everything with a renewal date on it.
Licences and certifications
CNA Registry
Every 2 years
Massachusetts Nurse Aide Registry listing
RN & LPN licenses
Every 2 years
Board of Registration in Nursing
Home health aide
Every 2 years
Competency evaluation
CPR / BLS
Every 2 years
AHA or equivalent
Annual training and health requirements
Dementia training
Annual
Required of nursing facility staff
Abuse & neglect
Annual
Recognising and reporting
Infection control
Annual
Prevention and control
TB screening
Annual
And influenza vaccination or declination
Every facility gets its own list. Tell us what your staff actually carry — CORI checks, agency orientation, anything your policies add — and we build the tracking around your facility rather than handing you a template. Cycles vary by employer policy and we set yours to match.
Four steps, and three of them are ours.
We load it for you
Send the roster and whatever you keep now — a spreadsheet, an export from your HR system, a folder of scans. We enter every person and every date ourselves. Nobody on your staff does data entry.
You get a facility login
Your administrator and DON see the whole building on one screen: who is current, who is inside ninety days, whose credential has already run out. Filter by credential, search by name or role.
The reminders go out on their own
Ninety, sixty, thirty and seven days before anything expires, an email goes to the staff member and to whoever you nominate. Nobody has to remember to check.
You get a record any time
A dated, printable record of the whole building — or one unit, or one credential — ready before a surveyor asks rather than after.
Plans start at $1,750 a year.
One flat fee for the building. Not per credential, and not a per-seat license that grows every time you hire — which in an industry with this much turnover is worth more than it sounds. The rate per person falls as the facility gets larger.
What onboarding covers
We build the facility out ourselves — every member of staff, every credential, every current date, entered and checked against what you sent us. You hand over a spreadsheet. Nobody on your end does data entry.
Why annual
The yearly price is ten months’ worth for twelve months of service, on one invoice. Monthly is available at the rate shown under each tier if that suits your accounts payable better.
Your price is locked
The rate you start on is the rate you keep, for as long as you stay. No annual increase, and no repricing when your headcount moves.
Built by somebody who is still on the truck.
A working paramedic built this
This came from a firefighter paramedic in Massachusetts who has spent a career inside the credentialing system rather than reading about it. We already train and track for employers across the state.
One job, and nothing else
We are not a staffing agency, a training vendor pushing courses, or a records system you have to migrate into. We watch the dates and we tell you before they arrive. That is the whole service.
Dates only, nothing clinical
We hold a name, a credential and two dates. No resident information, no medical detail, nothing from a personnel file. Each facility sees only its own staff, enforced at the database rather than by a setting somebody could get wrong.
Your records are yours
Your facility stays the official keeper of its own personnel records — this is the tool that watches the dates, not the file of record. Ask any time and we hand over a full export. No contract and no notice period.
Send us your roster and we will tell you who is lapsed.
Names and dates is enough — whatever format you keep it in. We will come back with who has already expired and who expires in the next ninety days. No charge and no obligation. If it comes back clean, you run a tight building and now you can prove it.
On-site CPR, AED, and safety certification management for businesses that can’t afford to miss a deadline. Career firefighter paramedic owned and operated, based in Massachusetts.
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