Getting the most out of HealthPass

Our mission is to help you onboard candidates faster, while maintaining complete accuracy and compliance throughout their employment.

You don’t need more systems - you need one that keeps you moving. That’s why we built HealthPass. It removes the admin overheads, streamlines every step, and frees your team to focus on other work.

Customisable onboarding, complete at their convenience 

Give every worker a personalised onboarding experience without adding extra steps. Your onboarding questionnaire can be customised to create tailored questions for each role and lets HealthPass convert responses into ready-to-use data for forms, checks, and verifications. 

Automated compliance collection

HealthPass analyses each answer in real time and generates the required document tasks automatically.

No chasing. No delays. Just smooth, hands‑free compliance.


Collect everything you need in one place

  • Registration board checks

  • References

  • Compliance documents

  • Hospital document templates

  • Criminal record checks

  • VEVO checks

  • Contracts

  • Training certificates

  • Qualifications

  • And more…

Paperless paperwork

This is usually the moment candidates face a mountain of paper.

Not anymore.

Your hospital document templates are automatically pre‑populated using the candidate’s questionnaire responses.

All they need to do is log in, review the pre‑filled document, complete any remaining fields, and sign with a one‑click digital signature.

A single place to help your candidates stay organised

The Community Portal gives candidates a single, organised place to manage their entire onboarding journey. They can complete their questionnaire, finalise pre‑filled documents, upload compliance files, and update personal information - all within one easy, user‑friendly portal.

Maintain workforce compliance 

Onboarding may end, but compliance doesn’t.

HealthPass tracks expiring documents in the background and sends automatic update requests - keeping you compliant without the admin burden.

Candidate enters your pipeline

You create their profile and invite them to the Community Portal.

Computer monitor displaying a web form for creating a new candidate profile on a healthcare-related platform, with options for team allocation and personal details.

Candidate receives invite

They set up their login and begin their onboarding questionnaire.

Computer monitor displaying a healthcare community portal login page with a blue help box and an email and password form. There is a partial view of a smartphone showing the same login page.

HealthPass gets to work automatically

As they answer questions, HealthPass analyses their responses and instantly sends the necessary compliance document requests to their portal.

Screenshot of a community portal webpage on a computer and mobile device, with a dark header, a sidebar menu, and a main content area showing a message about uploading primary medical qualification documents and a logo at the bottom that reads 'HealthPass'.

Candidate works through their task list

After completing the questionnaire, they will complete the required compliance document uploads.

A computer monitor and a smartphone display a healthcare community portal website interface for uploading primary medical qualification documents, with options to browse files, name the document, and set expiry dates.

Agent reviews the uploads

You then review the documents uploaded against a client’s requirements to check for any gaps. You then send any additional upload or training requests needed to fill those gaps.

Computer screen displaying a health pass response portal, showing a compliance score of 50%, with sections for uploading documents and verifying different health certifications listed as not requested yet.

Candidate submits additional compliance uploads

The candidate will upload any additional documents or complete any required training.

Screenshot of a community portal webpage displayed on a desktop monitor and a mobile device. The page shows a menu with options such as Messages, Profile, Agents, Security, Training, and Contracts. The main section titled "Your messages" contains notifications about assigned tasks, training requests, and medical placements, with some messages marked as sent at specific times. The upper right corner shows the user name Jane Doe and a community member role.

Agent performs review and validation

You review the uploads, return them for edits if needed, resize files, rotate images, crop as required, add verification details, and validate documents with a single click.

Computer monitor displaying a healthcare compliance dashboard with list of documents such as BLS Certificate, criminal history check, passport, and language proficiency marked as validated.

The candidate is ready for placement!!

A computer monitor displaying a website or document with a 100% compliance score message and an explanation about valid documents required for compliance.

Send required hospital document templates

Once they are compliant, you send the hospital document templates. HealthPass pre‑populates them using the candidate’s questionnaire data to speed up completion.

Computer screen displaying a HealthPass interface with a request to complete a Queensland documentation form for universal medical placements

Candidate completes hospital documents

They review the pre-populated documents, fill in any remaining fields, sign with one click signature and return the completed forms to you.

Close-up of a digital form on a computer screen for managing superannuation funds, with fields for fund details, personal information, and signatures, and an email notification option.

Issue contract to candidate - using your CRM

Add your candidate to the placement in your CRM, then navigate back to HealthPass. Go to Contracts to send the candidate their contract for review and signature, which will be pre‑populated where possible using details from the placement and their profile.

Computer monitor displaying a healthcare portal with sections for responses, documentation, forms, contracts, and client information, specifically showing a contract for a locum doctor at Western Hospital.

Issue contract to candidate - using HealthPass only

Go to Contracts, where you can send the candidate their contract for review and signature. It will be pre‑populated where possible using details from the candidate profile.

Screenshot of a healthcare compliance portal called HealthPass, showing responses from Dr. Jane Doe, with navigation options including search, questionnaires, messages, and reports. The portal displays contract details for a locum doctor at Western Hospital, with start and end dates in July 2026 and 2030.

Candidate signs their contract

Using the community portal, the candidate can review, sign, and return their contract, as well as view and download contracts for upcoming and completed placements.

A digital screenshot of a community portal webpage displaying an employment contract with a red button labeled "Add saved signature image" and an employee signature line. The webpage has a header with a logo and title, and the contract text includes acceptance of offer clauses with a date of June 22, 2026. A phone screenshot of a mobile device showing the same portal with a signed contract including the date, signature, and sender's contact details.

The candidate is now work‑ready.

All compliance is complete, all documents are signed, and the candidate is fully ready to work.