Pool Management

Admin

The Rapid Response pool requires ongoing management to remain effective. This guide covers adding caregivers to the pool, managing their vetting status, tracking availability, monitoring specialty coverage, and removing members when necessary.

Adding Caregivers to the Pool

Caregivers can be added to the Rapid Response pool individually or in bulk. All candidates must pass through a vetting workflow before they become active pool members.

Individual Addition

1. Navigate to Rapid Response > Pool Management.
2. Click Add Caregiver.
3. Search for the caregiver by name, email, or ID in the caregiver database.
4. Select the caregiver from the search results.
5. Review their current credential and compliance status.
6. Click Add to Pool to initiate the vetting workflow.

Bulk Addition

1. Navigate to Rapid Response > Pool Management.
2. Click Bulk Add.
3. Upload a CSV file with caregiver identifiers (email or caregiver ID).
4. The system validates each entry against the caregiver database and flags any that cannot be found.
5. Click Submit to initiate the vetting workflow for all valid entries.

tip

When building the pool for the first time, use the bulk addition workflow with a CSV export from your existing caregiver roster. Filter for caregivers who have previously completed deployments successfully -- they are the strongest candidates for Rapid Response readiness.

CSV Format for Bulk Addition

Column	Required	Description
email	Yes (if no ID)	The caregiver's email address on file in the platform.
caregiver_id	Yes (if no email)	The caregiver's unique the platform ID.
specialties	No	Comma-separated list of specialty codes to associate with this pool member.
notes	No	Free-text notes about why this caregiver is being added.

Vetting Status

Every pool member has a vetting status that reflects their readiness for deployment. The vetting workflow validates credentials, compliance documents, and background checks before a caregiver becomes deployable.

Vetting Statuses

Status	Description	Deployable?
Pending	The caregiver has been added to the pool but vetting has not started.	No
In Review	Vetting is in progress. Documents are being verified.	No
Approved	All vetting checks have passed. The caregiver is deployment-ready.	Yes
Expired	One or more credentials or checks have expired since the last approval.	No
Suspended	The caregiver has been temporarily removed from deployment eligibility.	No
Rejected	The caregiver did not pass vetting and cannot join the pool.	No

Vetting Checklist

Each caregiver must satisfy the following checks before their status can move to Approved:

Check	Description	Renewal Period
License Verification	Active nursing or clinical license confirmed with the issuing board.	Annual
Background Check	Criminal background screening completed and cleared.	2 years
Drug Screening	Current drug screen results on file and negative.	Annual
BLS/ACLS Certification	Basic Life Support and/or Advanced Cardiac Life Support certification current.	2 years
Health Screening	TB test, immunization records, and fit-for-duty assessment on file.	Annual
References	Professional references checked and satisfactory.	One-time
Travel Documents	Valid government-issued ID and any required travel documents on file.	Ongoing

warning

Caregivers with Expired status are automatically excluded from deployment selection. The system sends automated email reminders to both the caregiver and the pool administrator 30 days before any credential expires.

Updating Vetting Status

1. Navigate to Rapid Response > Pool Management.
2. Click on the caregiver's name to open their pool profile.
3. In the Vetting tab, review each checklist item.
4. Upload or verify updated documents as needed.
5. When all items are current, click Approve to set the status to Approved.

Availability Tracking

Pool members maintain an availability calendar that indicates when they can accept a deployment. Availability is managed by the caregiver (via their self-service portal) and can be overridden by administrators.

Availability Statuses

Status	Color	Description
Available	Green	The caregiver is available and ready for deployment.
Unavailable	Red	The caregiver is not available (personal time, other commitment).
Deployed	Blue	The caregiver is currently on an active Rapid Response deployment.
Tentative	Yellow	The caregiver has indicated possible availability pending confirmation.

Managing Availability

• Caregiver Self-Service: Pool members can update their own availability through the caregiver portal. They can set recurring patterns (e.g., available Monday through Friday) or block specific date ranges.
• Admin Override: Administrators can override a caregiver's availability status when necessary. All overrides are logged in the audit trail.
• Automated Updates: When a caregiver is deployed to an event, their availability automatically changes to Deployed for the duration of the assignment. When the deployment ends, availability reverts to its previous state.

tip

Encourage pool members to keep their availability calendar updated at least two weeks in advance. Accurate availability data dramatically improves response time when urgent deployment requests come in.

Specialty Coverage

The pool should cover all critical clinical specialties to ensure any staffing need can be met. The specialty coverage view provides a breakdown of pool composition by specialty and highlights gaps.

Specialty Coverage Table

Specialty	Target Count	Current Count	Available Now	Coverage Status
ICU / Critical Care	20	18	12	Adequate
Emergency Department	15	14	9	Adequate
Medical-Surgical	25	22	15	Adequate
Labor & Delivery	10	6	4	Below Target
Operating Room	10	8	5	Adequate
Telemetry	12	7	3	Below Target

Specialties marked Below Target appear highlighted in the dashboard and generate weekly summary alerts to pool administrators.

Setting Specialty Targets

1. Navigate to Rapid Response > Pool Management > Specialty Targets.
2. For each specialty, enter the desired minimum pool size.
3. Click Save Targets.
4. The coverage dashboard will reflect these targets and flag any shortfalls.

Removing Caregivers from the Pool

Caregivers may be removed from the pool for several reasons: voluntary withdrawal, failure to maintain credentials, performance issues, or roster optimization.

Removal Process

1. Navigate to Rapid Response > Pool Management.
2. Select the caregiver to remove.
3. Click Remove from Pool.
4. Select a removal reason from the dropdown:
   • Voluntary withdrawal
   • Credential expiration (non-renewal)
   • Performance concern
   • Roster optimization
   • Other (provide note)
5. Click Confirm Removal.

note

Removing a caregiver from the Rapid Response pool does not delete them from the the platform caregiver database. They remain available for standard event staffing. They can also be re-added to the pool in the future if they meet vetting criteria again.

Removal Audit Trail

All pool removals are logged with the following details:

Field	Description
Removed By	The administrator who performed the removal.
Removal Date	The date and time of removal.
Reason	The selected reason category.
Notes	Any additional notes provided at the time of removal.
Active Deployments	Whether the caregiver had any active deployments at the time of removal (these are not automatically cancelled).

Next Steps

• Deployment -- Deploying caregivers from the pool to events.
• Tracking -- Monitoring deployment status and availability in real time.
• Reporting -- Pool health and utilization reports.