Carefiller Documentation

Table of contents

How our system works


Service overview

Carefiller is a mobile app that allows approved health workers to work as independent contractors and accept short-term work opportunities with a variety of health facilities including: Hospitals, SNFs, ALFs, ILFs, CCRCs, PT Clinics, Specialty Clinics and more. Through our platform, you can discover and accept work opportunities with no minimums.

Discover opportunities

Search by location and accept opportunities. We’ve also created some great filters so you can pare down the opportunities that work best for you. Filter by facility type, facility rating, minimum hourly rate and more. You’ll also be able to favorite facilities so you can pare down your search and block facilities so you’ll never have to work at a facility that isn’t a good fit for you. Our system lets you customize your search and puts you in control of when and where you work.

Digital payments

All payments are handled through our digital platform. You can set up how you'd like to get paid using mobile app. We’re working hard to get you paid as quickly and as easily as possible. More on this coming soon.

Ratings and Kudos Process

Ratings are a crucial component to your success when working on Carefiller. At the end of a given contract both contracts and health facilities are given the opportunity to rate each other from 1 to 5. You’ll need to maintain a Minimum Rating Threshold of 4.0 to accept contracts through our platform. If a contractor or health facility decides to leave a perfect rating then the opportunity to also leave Kudos is available. We give the opportunity for each side to leave Kudos for a job well done and Kudos provides you feedback on the things you’re doing well. More information on feedback here.

Favorite, neutral and block

Our favorite, neutral and block feature puts you in control of what you see and where you work. All facilities start as “neutral” by default but you can mark a facility as your favorite or block a facility for any reason. Mark a facility as your favorite to find and accept contracts at your favorite facilities quicker and block facilities where you don’t want to work, for any reason. And don’t worry, facilities can’t see whether you’ve favorited or blocked them and you can always change whether you’ve marked a facility as favorite, neutral or block at any time.

Contract Cancellation

Contracts may be cancelled by either side but frequent cancellations may result in account suspensions. The Maximum Cancellations Threshold is set to 10% and is calculated as the number of times you cancel a contract divided by the number of contracts you've accepted. More on cancellations here.

Problem resolution and support

Contractors and facilities must let us know within 48 hours of the end of a given contract's end time. Users can initiate the problem resolution process from within the mobile app and Carefiller will step in to help resolve issues. Depending on the nature of the problem or incident, we may withhold payment, issue a refund or suspend a user's account if necessary.

No non-competes

You work for yourself so it’s your choice how much you work on Carefiller and how much you work on or off platform. Unlike non-competes signed directly with an employer or non-competes indirectly signed on your behalf by staffing agencies, you get to make your own choices here and are free to work outside of our platform for any health facility, non-health facility, staffing agency or even other platforms. However, you must not cancel contracts or solicit facilities for work that doesn’t pertain to Carefiller directly through our platform. Lastly, we expect health facilities to be professional and not be overly aggressive towards you while you’re working on our platform. If you need help with someone being unprofessional, please message us, preferrably through our mobile app.

Overview

Our platform provides you with opportunities to accept contracts requested from health facilities. Each contract is a short-term commitment that could range from a few hours to months in duration. When you get done working and you've fulfilled the contract you then have the opportunity to rate the health facility and the health facility can rate you. This means you'll be working for yourself as an "independent contractor," which is different than working as an employee or for a staffing agency. The remainder of this section includes more information about working as an independent contractor and some key differences associated with your work and personal health insurance.

Working as an independent contractor

There are some differences between being and employee and working as an independent contractor. First and foremost, working for yourself is different from working for someone else. Independence, self-motivation and responsibility are just a few things that are different when you work for yourself. If you work as a contractor on our platform it is important to know that you aren't an employee of the health facility or Carefiller. This means you can't be fired and you're in control of both when and where you work. This also means your protections against things like discrimination and sexual harassment are limited. Also, instead of an employer handling your tax withholdings and sending you a W-2, you’ll have to estimate and pay quarterly taxes and you’ll receive a 1099 from Carefiller or any other company you work for. There’s also some additional tax considerations when working as an independent contractor, which we highlight below.

Accident, professional liability and general liability insurances

We maintain occupational accident insurance (OAI) on your behalf. OAI is accident insurance that is similar in nature to worker’s compensation insurance. We may also maintain professional liability and general liability (PLGL) insurances on your behalf.

Health insurance

If you stop working in a traditional employment situation and work fully for yourself as an Independent contractor you may need to buy your own health insurance. If you don’t want to purchase health insurance or you are already on another plan (e.g., your spouses plan) you don’t have anything to worry about.

Some things to consider

Tax Considerations

The good parts

The deductions are great. You can even deduct mileage.

The hard parts

You’ll need to estimate and make quarterly payments to the IRS
You won’t get any help from an employer
The Self-Employment tax is usually higher than the Social Security and Medicare tax you’d pay as an employee

The easy parts

1099s are very similar to W-2s
You can have a tax pro help you max your deductions and do the hard parts for you.
There are a lot of free apps that do a great job helping you track mileage and expenses.

Our take

Estimated quarterly payments aren’t that hard but you can always hire a tax advisor who’s fee is deductible. If you do a lot of contracting, Carefiller strongly encourages you to hire a tax professional to make sure you are compliant with the IRS and are taking full advantage of all the great deductions opportunities available to you when you work for yourself. For more information IRS Gig Economy Tax Center 

Ready to get started?


Here's what to do next

You'll first need to request an invite either through here, our website, or through our mobile app. You'll then need to upload your credentials and complete the safety screenings. The remaining items in this section highlight the information and steps you'll need to get through to become an approved contractor on our platform.

Two forms of identification (or maybe one)

If you have a US passport then that’s all we’ll need. If you don’t have a passport then you’ll probably have to submit two forms of identification, usually a State issued driver’s license and either a birth certificate or social security card.

Professional licenses, certifications and insurance

In order to confirm you are properly insured health worker and to determine if/where you have reciprocity, we’ll need a copy of your licensees and certifications.

Sign the forms

We have Terms and Conditions, a Privacy Notice and an Independent Contractor Agreement you’ll need to sign before you get started.You’ll need to provide IRS Form W-9 so we can file information required by the IRS and send you your 1099 when the time comes. For more information IRS Form W-9

Background check

In order to work on our platform you’ll need to pass a background check. You’ll be invited to fill out your information using Checkr, our third-party background check service provider.

Safety screenings

Every incoming health worker will need to pass a drug screen and pass a TB test. If you’ve had a TB test in the last 12-months then you can just provide us with your test results instead of having to be re-tested.

How to be successful


Overview

We've put together information we believe will contribute to your success while working through our platform. It's important for you to know that health facilities are your customer and providing great customer service will help you achieve success on our platform. Maintaining a high feedback rating is crucial to your success and we'll go over the details of feedback ratings in this section.

We'll also go over "soft skills" like being professional, communicating well, being on time, being prepared, limiting contract cancellations and know what to do as well as what not to do will go a long way to helping you achieve success. We hope you'll find this section helpful and please let us know if you need help.

Feedback overview

Feedback visibility

Contractors and facilities can track their own average ratings and Kudos left from previously rated contracts that have become official. individual contract ratings aren't visible, which means any individual rating can't directly be attributed to any particular user. We encourage you to track your aveage ratings and your kudos to ensure you are providing great customer service. Health facilities will be able to see your Official Rating and any Kudos you may have earned during previous contracts. Health facilities will not be able to see feedback you’ve left for other facilities.

Your official rating

You’ll start with a rating of “New” when you begin working on Carefiller. After you receive your first five ratings, your rating will change from “New” to a numerical rating from 1 to 5. Your rating is calculated as a “rolling average” of your most recent 100 ratings.

Professionalism

Being professional is key to your success as a contractor. Dressing professionally and using a communication style that appropriate for a healthcare setting will also help you be achieve success.

Communication

Health facilities appreciate great communication skills. Once you accept a contract, you can message the facility any time leading up to your contract time. For upcoming contracts, a health facility may message you and it is important to message the facilty promptly and we suggest messaging the facility in 24 hours or less. Lastly, it's important to communicate with the health facility as quickly as you can when problems arise.

Being on time and be prepared

We suggest arriving early when contracting at a new facility. If this is your first time working at the health facility or if you're new to Carefiller, let the health facility know! Make sure you bring your licenses, identification and proof of insurances with you. Message the facility in advance if you have any questions.


At the end of each contract, both you and the health facility will have 60 days to give each other feedback. Feedback consists of a star rating, from 1 to 5 stars, kudos and constructive feedback should the star rating be less than 5 stars. Providing feedback is optional but we encourage each side to take the time to leave feedback. You can view your official rating at any time by logging into the mobile app. More information on how your official rating is calculated below.

How to leave feedback

When you leave feedback for a health facility, you’ll be asked to select a star rating from 1 to 5. If you leave a perfect rating of 5, you’ll then have the opportunity to give a facility Kudos. If you leave a rating less than 5, you’ll be able to leave a facility constructive feedback. The screen to the right should give you some insight into how our review process works and also highlights the five potential Kudos that health facilities can give to you.

Cancellations

It is important to remember that health facilities count on you to work your contract. However, sometimes life happens and you may have to cancel an agreed upon contract. You may cancel your contract from within the mobile app prior to your contracted time. However, you must cancel at least four hours before your start time for the day and we strongly encourage you to communicate with the health facility as soon as possible and let them know you won't be available. If you don't cancel your contract from within the mobile app then you run the risk of obtaining a negative feedback rating. We strongly encourage you to communicate with the facility when you need to cancel a contract and you should do so from within the mobile app. Lastly, frequent cancellations will result in an account suspension, which will ultimately affect your ability to contract through the platform.

What not to do

Often times health facilities pay a premium for outside contractors due to the short-term nature of their work. Contractors, temporary workers and on-demand workers can get paid more because there's no long-term commitment and they work on an as needed basis. However, this can cause problems for the health facility if the facility's staff don't understand why they aren't getting paid as much as the contractor. We strongly encourage you to limit discussions with facility staff regarding how much you get paid or what it's like to work as a contractor. Please remember that the health facility is your customer and try to navigate these discussions as best you can.

Where do you go from here?

You've now read our documentation and that's great! We've put together some frequently asked questions below to help you even further. We're also here to help so please message us if you have any more questions. Once approved as a contractor you will even be able to message us 24/7 through our mobile app. We'd love to hear from you and we'll do the best we can to help you with any question you may have. Lastly, please come back to this page as we'll be posting new updates.

  • We’ve made it so you can get paid as quickly as possible. For contracts less than one week in duration payments are released no later than 48-hours after the end of the contract. This gives time for both you and the health facility indicate any problems that may arise during the contract. However, if a health facility leaves you a positive rating, we make sure payment is released immediately so you can get access to cash even quicker. For contracts extending beyond a week in duration, payments are released on a weekly basis.

  • There is no long-term commitment. Carefiller was designed with the thought in mind of creating autonomy for healthcare workers. You can decide where and how many contracts that you would like to perform. The choice is up to you allowing for freedom and flexibility.

  • Absolutely.

  • At the moment there is no membership or sign up fees for workers on Carefiller.

  • Your information will never be shared. All data collected is safe and secure while using the platform.

  • There is no travel allowance; however, mileage can be tracked using a distance calculator for 1099 tax purposes. Remember that as an independent contractor, you work for yourself, and are responsible for keeping track of any expenses. You will not be reimbursed by the facility or Carefiller for any expenses that occur while you are completing a contract.

  • The contractor is responsible for his/her own accommodations if needed with the contractor being solely responsible for tracking expenses as a 1099 independent contractor. You will not be reimbursed by the facility or Carefiller for any expenses that occur while you are completing a contract.

  • One of the great things about Carefiller is you are always free to work for other organizations, health facilities or even other digital platforms. It is, however, important to understand Carefiller will only be able to process payment or assist users with contracts requested through the Carefiller platform. Carefiller only recognizes work transacted through our platform and any work done outside of Carefiller is not bound by any of Carefiller’s processes, agreements, terms, etc.

  • Whenever possible, please communicate with the facility and let them know what’s happening. It’s best practice to both message the facility through the Carefiller app AND call the facility. If you can still make a portion of your stated contract time then it’s best to know the expected time you’ll be arriving. Please understand, if you are late, the facility has the right to cancel your contract. However, effective communication when problems arise can help you be successful as a contractor.

  • Yes. However, frequent cancellations may result in account suspension

  • Our platform is made with tech beginners in mind. We are very user friendly and we want everyone to be able to use it and learn it.

  • Your information will never be shared. All data collected is safe and secure while using the platform.

  • Absolutely. Carefiller was made with YOU in mind. We’ve felt confusion and burnout ourselves so we created an app to eliminate the hurdles.

Frequently asked questions


Still need help?

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