Fill the shift without sending a lapsed licence

A tick box that says licence verified is worse than nothing, because it looks like a control and is not one. It does not say which licence, in which state or jurisdiction, with which number, verified against which source, on what date, expiring when.

Surhires stores each licence and registration as its own record on the candidate: type, issuing body, jurisdiction, number, issue date, expiry date, and who recorded the verification and when. A worker licensed in three states carries three records with three expiry dates, and a booking in one state checks the licence for that state rather than for any licence at all.

Expiry drives the reminders. A licence approaching renewal generates escalating notices to the worker and a task for the desk, timed far enough ahead that a renewal can actually be completed. A document that expires mid-booking flags the booking, not just the worker, because a shift on the twentieth against a certificate expiring on the eighteenth is a problem that has to be found before the eighteenth.

Every facility has its own list. One wants the licence, two references, a background check, immunisation records, a fit-test certificate and a signed orientation. Another wants all of that plus a competency checklist and a drug screen inside ninety days. The pack is the deliverable, and assembling it by hunting through email attachments is where a same-day booking dies.

Surhires holds a credentialing profile per facility: the required document types, the acceptable age of each, and who signs off. A worker's file is measured against that profile and shows a completeness state, so a recruiter can see at a glance which of their available nurses can actually be submitted to that hospital today.

When the pack is complete it can be shared with the facility as a package rather than as nine attachments, and the share is recorded: what was sent, to whom, on what date. When a facility disputes whether a document was provided, the answer is in the record.

A permanent desk fills one role with one person once. A locum or per-diem desk fills a pattern: four nights this week, two of which are still open, at a facility that will take three different workers across the run if it has to. The unit of work is a shift, not a requisition, and a pipeline built around a single vacancy does not describe it.

Surhires models the booking against dated shifts with their own start and end times, the ward or unit, the rate for that shift including any unsocial-hours uplift, and the worker assigned. A run of shifts can be offered as a block or filled individually. A cancelled shift releases the worker back to availability without unravelling the rest of the booking.

Billing follows the shift. Hours worked, breaks and any uplift produce the billing detail per shift rather than a monthly guess, which is what makes a disputed invoice a two-minute conversation.

A ward calls at six in the evening for a night shift. The desk has perhaps ninety minutes. What decides the outcome is how quickly a compliant, available, willing worker can be reached on the channel they actually read, which in this trade is almost never email.

Surhires narrows the list first: workers whose availability covers the shift, whose credentials satisfy that facility on that date, and who have worked that unit or one like it. It then broadcasts to that filtered list over WhatsApp or SMS where the worker has consented to that channel, with the shift detail and rate in the message and a first-response booking. Responses land against the shift, not in a recruiter's phone.

Consent and opt-out are recorded per channel, and out-of-hours contact preferences are respected. A worker who has said not to contact them on nights is not messaged at six, and that setting is a field rather than a recruiter's memory.

The failure that costs an agency an account is rarely a worker with no licence. It is a worker whose file was fine on the day they were submitted and lapsed on day nine of a fourteen-day booking, and nobody noticed until the facility did.

Because expiry dates are on the record and bookings carry dates, Surhires checks the two against each other. A booking that will outlive one of its required documents raises a flag at the point of booking and a task before the expiry, naming the document, the worker, the facility and the shifts affected. What the system cannot do is renew the document; that is a workflow you run with the worker.

Every check, reminder and share is written to the record, so an account review that asks how the agency manages compliance has something to look at other than an assurance.

Surhires is not a primary source verification service, not a credentialing body, and not an accreditation. It does not verify a licence with an issuing authority on your behalf, and it does not hold or assert that your agency meets any particular healthcare staffing standard. It stores what your team verified, when, and against what source, and it makes the gaps visible.

It is also not a rostering system for a hospital's own employed staff, and it is not a clinical system. It handles the agency side: the worker relationship, the facility relationship, the compliance file, the shift booking and the billing detail that comes out of it.