New Caregiver
Preboarding Checklist
Providence is calling.
Congratulations on your offer!
This checklist will guide you through the steps you will take to ensure you have a great first
day as a New Caregiver (including key I-9 paperwork that you need to bring with you to
orientation). Our primary method of communication throughout this process up until your
first day will be via email. Feel free to add your own notes as you go on this journey with us.
BEFORE YOUR FIRST DAY
Check Activity
Review Document – Review your checklist, FAQs, and contact listed
in this document.
Background Check – Log into HireRight’s secure website to authorize
and initiate your background check. Email directly from HireRight.
Alaska Caregivers Only – All Alaska candidates must also complete
& return Alaska State Background application. Email from
[email protected].
Complete Drug Screen – You will receive an email establishing
deadline and locations. Email from
[email protected].
New Hire Portal Forms – Log into your New Hire Portal and complete
all assigned tasks including your I-9 Verification (section one only)
and start to learn about your benefits options. Email from
[email protected].
Licensure and Certification – Upload a copy of non-primary sourced
licensure and certification documentation to your new hire portal.
See portal task for upload options. (If Applicable; Not all positions
require a licensure and certification.)
New Hire Paperwork Session with HR – All Oregon & California
candidates attend a quick 30 min session with your local HR staff to
complete your I-9 and get your badge picture. Oregon - In the drug
screen email, we provide the grid which includes instructions and
contact numbers for the candidate to schedule these appointments.
California – we will schedule your appointment at the same time as
Contact for Help
Preboarding Specialist
HireRight Vendor
Preboarding Specialist
HR Generalist in Alaska; see
email or contact resource list
below.
Preboarding Specialist
Preboarding Specialist
Licensure and Certification
Specialist
Preboarding Specialist
Oregon – See drug screen
email
California – Preboarding
Specialist will schedule at the
time of your health screen
your health screen. All other regions will complete paperwork
sessions on your first day. Please remember to bring your supporting
documentation with you or you may be turned away.
Employee Health Appointment – Once background and drug screens
have been completed and cleared you will be contacted for
appointment times. For caregivers working in Washington, Oregon,
California & Alaska this appointment will occur prior to your start
date. Staff sitting in Renton do not have to complete an Employee
Health assessment.
Note: You must bring either 1
item from List A OR 1 item
from List B and 1 item from
list C. Click Here for that list.
Employee Health Specialist
Employee Health Scheduler
Preboarding Specialist
YOUR FIRST DAY
We’re excited to have you join us. You are part of a rich heritage and a very exciting future at
Providence. This first day is designed to connect you to our Mission and Values and for us to
get to know your story. Remember that the cohort of new hires are all in the same situation
as you. We encourage you to get to know each other and share in the journey ahead. Your
orientation details will be emailed by your Preboarding Specialist once you have cleared all
your post offer activities.
Check
Activity
Help
Attend Day One Orientation (See Note Below) - The first day
orientation is designed to connect you with our mission and
values and how you play an important role toward that. You’ll also
complete all the requisite paperwork and activities needed to get
you started on the job. Please print and bring any required
packets listed in your “clear to start email” from Preboarding.
Note: Some ministries may have orientation on a different day
than your first day, please refer to your orientation email once
you have been cleared to start.
Employee Badge - One your first day, we will make sure you
receive an access badge to get you in and out of buildings.
I-9 Paperwork - Your orientation facilitator will collect your
documents to complete the I-9 paperwork. If you forgot to bring
your paperwork, or did not bring the approved documentation,
please follow up with your facilitator immediately. You have 3
days to complete the paperwork.
Employee Health Appointment – For caregivers working in
Montana, this appointment will be scheduled on or after your
start date. Staff sitting in Renton do not have to complete an
Employee Health assessment.
Your Preboarding Specialist
will provide you with where
to go for your orientation.
Orientation Facilitator
Orientation Facilitator
Orientation Facilitator
Note: You must bring either 1
item from List A OR 1 item
from List B and 1 item from
list C. Click Here for that list.
Employee Health Specialist
FREQUENTY ASKED QUESTIONS
Question
Answer
What is included in your background
check with our HireRight vendor?
If required, you will receive an email from HireRight to
consent to checking your criminal background,
employment, references and, if applicable, education.
A few important pointers for success:




My I-9 task won’t complete, what do I
do?
Use your full legal name.
Education Verification should only be the
education that is applicable/required for your
position and only the highest level of that
applicable education is needed.
A full 5 year employment history, including
accounting for gaps in employment.
Volunteer and non-paid internship positions
should not be included in your 5 year work
history.
You will receive a separate email from the same email
that you received this one from:
[email protected]. This task will also
be in your portal. Please read this information and fill
out section one to start. You will complete the task
during your new hire paperwork session or New
Employee Orientation. It will show as "in progress"
until then.
What documentation should I bring for
You must bring either 1 item from List A OR 1 item
my I-9?
from List B and 1 item from list C. Click Here for that
list.
I can't get into my portal even though I
Please clear your browser history and retry your login.
used the same password when I applied
If error still occurs call your Preboarding Specialist to
for this job?
reset your password for you.
When will I get clearance to begin
This happens once you have completed all steps listed
working and my Orientation
in “before your start” checklist above. There are times
information?
in which we will provisionally clear you for orientation
and at that time you will receive orientation
information.
Drug Screens – I don’t see the clinic down No, you may only go to the approved Providence drug
the street on the list of drug screen
screen labs on your list.
locations, can I still go there?
All clinical caregivers will need measles, mumps, and
What immunizations will I need?
rubella, chicken pox (varicella), hepatitis B and
pertussis vaccination records or else be titered. All
Caregivers in Alaska (regardless of role) will also need
I have submitted my background check
and completed my drug screen, am I
clear?
When will I get access to my work
systems?
Who is my HR point of contact once I
start?
Why do I have to click on the print
version after I sign a document in my
portal?
What if I don’t have an availability to a
fax or scanner to send a copy of my
license or certification?
When should I expect a return call or
email from my Preboarding specialist?
a Hepatitis B vaccination record. Appropriate
caregivers may also need to have TB testing.
Not necessarily. Please refer to your checklist above.
Some position require additional checks like license
and certifications; portal form signatures, etc. Please
touch base with your Preboarding Specialist if you
have additional questions.
You should receive your access information on your
first day; by either your Orientation Facilitator or your
new Supervisor.
For most HR needs your HR Service Center is available
to answer your questions. Please see contact
information below.
The print version gives you the opportunity to obtain a
copy for your records should you want to save or print
for your files. This process also allows for the system
to send the documentation for safe keeping in your
electronic employee file.
You can take a picture of your documentation as long
as it is clear and readable. Hint: Using a white
background will help with clarity.
We strive to return your requests within 48 hours.
Should you not hear back and wish to escalate, your
Recruiter can help partner to meet your needs.
YOUR “CARE TEAM”
You will be interacting with a team of Providence caregivers as you join our organization. They are
here to help you through the process and get you settled in.
Role
Responsibility
Recruiter
Your recruiter will guide you through the hiring process
up to your offer acceptance. Your Recruiter will
continue to serve as one of your many advocates
throughout your onboarding experience and will help
escalate your needs should you have concerns.
Your preboarding specialist will guide you through the
required documentation and checks before you start
your first day.
They will assist you in the collection of license and
certifications if required by your new position.
Your HR Generalist typically sits at your ministry where
you work and will assist you with any required
documents specific to your working location. They also
can help with orientation information.
Preboarding Specialist
License and Certification Specialist
Human Resources Generalist
Orientation Facilitator
Employee Health
Your orientation facilitator will host your first day at
Providence.
Schedules and conducts any required pre-employment
health screens. They will be there to assist you, when
needed, throughout your career.
YOUR CONTACTS
Below is a highlight of contact resources available to you.
Resource
Contact Information
Preboarding Specialist – Recruitment
Support Team
HireRight
Toll Free Line: 877.554.8484
Email Box: [email protected]
Toll Free Line: 1-866-521-6995, option 2
Website
Can only assist starting your first day.
Toll Free Line: 888.687.3753
Internal SharePoint Site
Website
Veronica Reed Soule: 907.212.6404 or
Rick Morrison 907.212.6400
HR Service Center
Benefits
AK HR Team