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Sending documents and syncing to your EMR

Send a candidate their document packet to sign, or create them in your EMR, from the candidate record.

If your agency uses CareConnect for onboarding documents (Docuseal) or for your EMR (HHAX), the candidate record has a Send to section in the left column. CareCommunity switches these on for your agency. If you don't see Send to, your agency doesn't have them yet.

Sending never moves the candidate between stages. What happened shows in their Activity tab, for example Document packet signed or Synced to HHAX.

Send the document packet

  1. Open the candidate from the job's board.
  2. Under Send to, click Send Document Packet.
  3. Check the email address and click Send document packet.

They get an email with the job's documents to sign. The record then says Sent, waiting for their signature, and Signed once they have signed.

The job needs its document template set up first, and the candidate needs an email address. The record tells you if either is missing. To send it again, click Send Document Packet once more and confirm. They get a fresh copy.

Owners, admins and recruiters can send the document packet.

Sync a candidate to your EMR

  1. Open the candidate from the job's board.
  2. Under Send to, click Send to HHAX.
  3. Check every field: name, email, phone, home address, discipline, primary language, SSN, date of birth and gender. Fill in anything missing.
  4. Click Send to HHAX.

CareConnect usually confirms in a few seconds. Once it does, the candidate's card on the board shows the HHAX logo with a check, and the record says Synced with the date. A candidate is only synced once, so the button goes away after that.

Only people who can see sensitive fields (owners and admins by default) can sync to the EMR, because it includes SSN, date of birth and gender. If the button is greyed out, ask your agency owner.

Note: Changes you make to contact details here are saved for your agency only. They show on the record as Edited by your team and don't change the person's own CareCommunity profile.

If something goes wrong

  • Failed with a reason, for example "The primary language is missing": fix that detail and send again.
  • CareConnect didn't confirm this send: wait a minute and send again. If it keeps happening, contact support.

A card with a problem shows Send failed or Send not confirmed on the board.

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