When care is urgent, but compliance is slow.
In caregiving, it’s the people who matter most. When inefficient systems and processes delay healthcare providers from starting work on time, it’s the people relying on their care who are left without the support they depend on.
For healthcare staffing agency Brightstar Care, operating out of West Fort Worth, Grapevine, and Keller, this is exactly where those cracks were starting to show up.
With high turnover, year-round hiring, and strict regulatory requirements, the company was under constant pressure to complete I-9s as quickly and accurately as possible — so that new hires could support their clients from day one.
“WorkBright has eliminated our staff’s need to manually check what documents have been completed by each employee.”
Brittney Power
Director of Operations
The challenge: Staying ahead of I-9 requirements amid constant hiring pressure
Brightstar Care’s commitment to delivering personalized, in-home support relies on a steady stream of caregivers who can ramp quickly and start offering its clients the care they need.
But with continuous hiring throughout the year, the organization’s onboarding and compliance processes weren’t built to withstand the volume or the time pressures that come with strict I-9 requirements.
“We aim to hire six new employees per week, and each has a lengthy packet of paperwork to complete,” explains Brittney.
To get the job done, employees had to travel to the office and spend an hour of their time completing the paperwork. And when they didn’t have the right documentation on hand, it led to a domino effect of delays and pushed compliance deadlines uncomfortably close to the limit.
Brittney and her team were spending most of their time stuck in a complex multi-step workflow. In addition to juggling strict I-9 compliance timelines, they had limited visibility over which forms had been submitted, and were struggling to keep certification expiration dates in their sights.
The result was bottlenecks, gridlocked compliance processes, and a whole lot of frustrated new hires.
The solution: Clinical-grade compliance, a mobile-first experience — and features that actually deliver
For Brittney, untangling these complex, time-consuming workflows was priority number one to avoid incurring penalties from I-9 errors and late submission.
Brittney already had a clear idea of what she needed in a tool. For her team, that meant finding a platform that could offer three key capabilities:
- Specialized compliance: Lightning-fast compliance with automated error and fraud detection to authenticate employees’ immigration and certification status.
- Workflow-ready integrations: An I-9 platform that they could roll out quickly and integrate with existing workflows—without disruptions to hiring.
- Built for any workforce: Flexible Section 2 options for all types of hires, including shift workers, full-time, part-time, and contract.
But finding a platform to meet these needs wasn’t easy. Most of the options on the market came bundled as part of all-in-one solutions with a whole host of features Brightstar didn’t want or need. They were costly, overloaded, and slow to implement.
WorkBright stood out because it offered exactly what Brightstar needed without forcing them into a long contract or a bloated compliance stack.
But the thing that really made the biggest difference for their workforce of field-based caregivers was the mobile-first user experience.
Employees could fill out I-9 forms and upload documentation right from their mobile device — while Brittney had a secure, compliant way of authenticating employment status and certifications, complete with built-in error checking and fraud guardrails.
“Allowing caregivers to complete paperwork on their phones was a mandatory feature for us. Many of our employees do not have home computers, so making it easy for them to complete documents and take pictures of items like insurance or certifications on their phone has made them much more likely to complete their onboarding paperwork in a timely manner.”
Brittney Powers
Director of Operations
The impact: Saved 300+ admin hours and streamlined complex compliance processes
WorkBright replaced Brightstar Care’s complex, multi-step compliance process with a clear, dependable system that caregivers and staff could trust.
Since its implementation, WorkBright has helped Brightstar Care stay on top of essential compliance paperwork and certification authentication in a highly regulated industry. The rollout was quick, and by integrating smoothly into existing workflows, WorkBright ensures that no documents or deadlines slip through the cracks.
But that’s not all: WorkBright has also drastically reduced the organization’s compliance workload — for Brittney’s team and for new hires.
The results speak for themselves:
- I-9 compliance cut down from one hour to ten minutes.
- 300+ admin hours saved per year.
- Retained more quality caregivers from offer to first shift.
- Increased visibility and audit trails over employee documentation, certifications, and expiration dates.
“Getting WorkBright implemented was way faster than expected and the customer service team was extremely responsive,” Brittney says.
“WorkBright has eliminated our staff’s need to manually check what documents have been completed by each employee — that information is always right in front of you. We run weekly reports so we can notify caregivers that their documentation is expiring. When they upload new certifications, WorkBright retains those expired documents. WorkBright makes any employee file accessible and easy to find for both our staff and each caregiver.”
Brittney Powers
Director of Operations
Looking to simplify compliance like BrightStar Care? Learn how WorkBright helps healthcare organizations stay compliant and get get their workforce up and running quickly.
