Managing Your Documents

Your credentials are essential for getting matched with shifts. This guide explains which documents you need, how to upload them, and how to keep everything up to date.

Required Documents by Service Type

All Healthcare Workers

Every worker needs these basic documents:

Nursing Professionals (RN, LPN)

Additional requirements:

• Nursing Council License - Active registration with Nursing Council of Kenya
• BLS Certification - Basic Life Support (renewed every 2 years)
• ACLS Certification - For ICU/ER positions
• Specialty Certifications - Pediatric, Midwifery, etc.

Certified Nursing Assistants (CNA)

• CNA Certificate - Training completion certificate
• Professional Body Registration - Where applicable
• First Aid Certificate - Current certification

Allied Health Professionals

• Professional License - Specific to your discipline
• Board Registration - Registration certificate
• Specialty Training - Relevant certifications

Facility-Specific Requirements

Some facilities require additional documents:

• Police Clearance Certificate - Background check
• Medical Fitness Certificate - Health assessment
• Vaccination Records - Hepatitis B, COVID-19, etc.
• Professional Indemnity Insurance - For some roles

Uploading New Documents

Step-by-Step Upload

1. Go to Profile > Documents
2. Tap Add Document
3. Select the document type from the list
4. Choose how to upload:
   • Camera - Take a photo directly
   • Gallery - Select an existing image
   • Files - Upload a PDF
5. Capture or select your document
6. Review the image for clarity
7. Enter document details:
   • Document number (if applicable)
   • Issue date
   • Expiry date
8. Tap Submit for Verification

Photo Requirements

For successful verification, ensure your document photos are:

• Clear - All text must be readable
• Complete - Entire document visible, no cut-off edges
• Well-lit - No shadows or glare
• Flat - Document laid flat, not curved
• Original - No photocopies or screenshots

Document Format Support

OnLocum accepts:

• Images: JPEG, PNG (max 10MB)
• Documents: PDF (max 10MB)
• Multiple pages: Upload each page as a separate image

Document Verification Process

How Verification Works

1. Submitted - Document received and queued
2. Under Review - Admin team checking authenticity
3. Approved - Document verified and active
4. Rejected - Issues found (see reason)

Verification Timeline

Expedited Verification

For urgent verification needs:

• Upload during business hours (8 AM - 6 PM EAT)
• Ensure documents are clear and complete
• Contact support for urgent requests

Document Expiry Notifications

Automatic Alerts

OnLocum sends reminders before your documents expire:

Managing Notifications

Customize expiry alerts:

1. Go to Settings > Notifications > Document Alerts
2. Choose notification preferences
3. Add calendar reminders if desired

Re-verification Process

When Documents Need Renewal

You'll need to re-upload when:

• Document expiry date passes
• Licensing authority issues new credentials
• You obtain additional certifications
• Requested by verification team

Renewing Expired Documents

1. Obtain your new/renewed credential from the issuing authority
2. Go to Profile > Documents
3. Find the expired document
4. Tap Update Document
5. Upload the new version
6. Submit for verification

Seamless Transitions

For common renewals (licenses, BLS, etc.):

• Upload new document before old one expires
• Both remain valid during review
• New document replaces old automatically when approved

What Happens When Documents Expire

Grace Period

Some documents have a grace period:

• You can still work on accepted shifts
• Cannot apply for new shifts requiring that document
• Must upload renewal within grace period

Expired Status

If a required document expires:

• Profile shows "Document Update Required"
• Matching is paused for relevant shifts
• Accepted future shifts may be affected
• Facilities are notified of status change

Restoring Full Access

To restore your matching ability:

1. Upload valid replacement document
2. Wait for verification (expedited for renewals)
3. Profile automatically reactivates

Verification Levels

Basic Verification

Entry-level verification includes:

• Government ID verified
• Professional license checked
• Photo matched to ID

Access: Standard open market shifts

Enhanced Verification

Additional checks:

• All documents cross-referenced
• License validity confirmed with issuing authority
• Employment history verified

Access: Float pool eligibility, higher-paying shifts

Premium Verification

Comprehensive verification:

• Background check completed
• References contacted
• Skills assessment passed
• Enhanced credential verification

Access: Premium facilities, sensitive care roles

Upgrading Your Verification Level

To request enhanced or premium verification:

1. Go to Profile > Documents > Verification Level
2. Review requirements for desired level
3. Upload any additional documents
4. Request verification upgrade
5. Complete any required steps (interview, assessment)

Common Document Issues

Rejection Reasons

Documents may be rejected for:

• Poor image quality - Blurry, dark, or partial
• Invalid/Expired - Document past expiry date
• Unreadable - Text not clear enough
• Wrong document - Different document than selected type
• Suspected alteration - Signs of tampering

Fixing Rejected Documents

1. Review the rejection reason in your document status
2. Obtain a better copy or the correct document
3. Re-upload following the photo guidelines
4. Resubmit for verification

Disputed Rejections

If you believe a rejection is incorrect:

1. Tap Appeal Rejection on the document
2. Explain the issue
3. Provide additional evidence if available
4. Wait for review (usually 24-48 hours)

Best Practices

Document Management Tips

1. Track expiry dates - Use calendar reminders
2. Renew early - Start 60+ days before expiry
3. Keep originals safe - Store physical documents securely
4. Save digital copies - Keep backups of all uploads
5. Regular reviews - Check document status monthly

Organizing Your Credentials

Create a system for managing credentials:

• Spreadsheet with document names, numbers, expiry dates
• Calendar alerts for renewals
• Folder of scanned copies
• Contact list for issuing authorities

Professional Development

Consider additional certifications to:

• Qualify for more shift types
• Increase your earning potential
• Access premium opportunities
• Build your professional profile

Frequently Asked Questions

How long does document verification take?

Standard verification takes 24-48 hours. Government IDs are typically faster (2-4 hours).

Can I work while documents are being verified?

For initial verification, no. For renewals, yes - you can work on already-accepted shifts.

What if I lose my professional license?

Contact your licensing authority for a replacement. You can upload a temporary verification letter while waiting.

Do I need to upload documents every year?

Only when they expire. Documents remain active until their expiry date.

What documents are visible to facilities?

Facilities see document verification status (verified/pending/expired) but not the actual document images.

Need Help?

For document verification issues:

• In-app: Profile > Documents > Help
• Email: verification@onlocum.com
• Phone: +254 XXX XXX XXX

Next Steps

• Finding Shifts - Apply for opportunities
• Your Trust Score - Build your reputation
• Managing Availability - Set your schedule