Compliance
Volunteer compliance that chases itself
Nehemiah gives each volunteer role its own checklist (licenses, background checks, trainings, agreements), asks for what’s missing and reminds people before anything expires.
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By role
How do you track volunteer credentials by role?
Attach requirements to roles. When someone takes on a role, Nehemiah adds that role’s items to their checklist, asks for each one and shows everyone’s status in one queue and one matrix.
- Requirements belong to roles. A nurse needs a license and BLS; a greeter needs an agreement. Some items apply to everyone.
- Checklists build themselves. When someone takes on a role, its items are added to their checklist and Nehemiah asks for them.
- One review queue. Every upload that needs a person waits in one place, with tabs for what’s due for review and what’s expiring.
- One matrix. People down the side, requirements across the top, and each item’s status at a glance.
Requirement types
What kinds of requirements can I set?
Six kinds, from a document the volunteer uploads to a check only your team can do.
| Kind | Examples | Who completes it | Review |
|---|---|---|---|
| Document upload | Professional license, TB result, BLS card | The volunteer, from a phone or computer | AI pre-check; your team approves, or Nehemiah approves clear reads at Full |
| Agreement | Volunteer agreement, confidentiality, waiver | The volunteer signs on screen | Recorded when signed |
| Training | HIPAA privacy, abuse prevention, orientation | The volunteer completes it at a link, or your team checks it off in person | Your choice per requirement |
| Verification | Background check, license lookup | Your team, outside Nehemiah | Your team marks it done |
| Attestation | I’ve read the safety policy | The volunteer ticks a box | None needed |
| Form | Emergency contact | The volunteer answers a few questions | None needed |
Each requirement also sets how often it renews (every so many months, or through a fixed date such as July 31), which days to send reminders, whether it needs a review, and whether it holds scheduling. You can also ask for the license number, issuing state and dates.
Expirations
What happens before a credential expires?
The volunteer gets a heads-up on each reminder day, usually 30, 14, 7 and 1 day before, with a link to upload the new one. If it lapses anyway, they’re put on hold and your team gets a to-do.
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30 days before
A heads-up
The volunteer gets an email with a link to upload the new one.
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14, 7 and 1 day before
More reminders, closer together
Each one links straight to the item, so renewing takes a minute on a phone.
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The day it expires
A hold and a to-do
The person is put on hold, gets a kind note about what’s needed, and your team gets a to-do to check their upcoming shifts.
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When it’s renewed
Back on the schedule
Once everything is current again, the hold lifts and they get a short “you’re all set” note.
For volunteers
Can volunteers upload documents from a phone?
Yes. Every request and reminder has a one-tap link to their portal, where they take a photo or pick a file and sign agreements on screen. There’s no app and no password.
- Files are private: only your staff (coordinators and up) and the volunteer who uploaded them can open them.
- PDFs and photos up to 15 MB. Several files per item, so a card’s front and back both fit.
- Their portal shows what’s done, what’s waiting on review and what’s still needed.
AI pre-check
What does the AI pre-check look at?
It reads each upload the way a careful reviewer would, fills in the dates it finds, and writes one plain sentence for your team. Clear reads can be approved for you; for the rest, your reviewer confirms instead of typing.
- What kind of document it is, and whether it matches the requirement
- The name on it, and whether it matches the volunteer
- Issue and expiration dates, license number and issuing state
- Whether it’s readable, and any problems, in one plain sentence for your reviewer
Exclusion screening
Does Nehemiah check the OIG exclusion list?
Yes. Every month, Nehemiah checks the volunteers who need an exclusion check against the HHS Office of Inspector General’s list (the LEIE) and flags possible matches for your team. Checking SAM.gov stays with your staff.
- A clear result keeps an OIG-only requirement approved for another month. A combined “OIG / SAM” requirement keeps waiting on your team for the SAM.gov part.
- A possible match goes back to review, holds scheduling while your team checks, and opens a high-priority to-do. The volunteer is never emailed about it.
- If the list can’t be downloaded, nothing is approved that day, and Nehemiah tries again.
Holds
Can I block scheduling until paperwork is done?
Yes, item by item. Mark a requirement “Holds scheduling” and Nehemiah won’t invite or schedule anyone for that role until it’s approved or waived.
- This works through the setting “Only schedule people whose paperwork is complete”, which is on by default. It applies to auto-fill, to volunteers claiming spots and to staff adding people by hand.
- An expired item puts the person on hold until it’s renewed.
- At the kiosk, a volunteer missing a required item sees “please see the coordinator”. A coordinator can override with the kiosk PIN, and Nehemiah adds a to-do and emails the volunteer what’s still needed.
Health records
How are health records handled?
Your organization decides. Reading health records, such as TB results and immunizations, is part of the default AI package, and it starts only after an owner or admin reviews a plain-language notice and turns the AI on. Switch it off at any time; your team then reviews those records, and licenses and certificates are still pre-checked.
Templates
What requirements come with each template?
Every template starts you with a sensible set, already attached to its roles. South Carolina items are examples: rename or replace them for your state, and edit anything else.
Clinic
Clinicians and support staff.
Church
Serve teams and kids ministry.
Community
Projects, programs and ongoing positions.
Nonprofit
A lighter starting set.
Compliance for free clinics Kids ministry screening for churches Free clinic credentialing guide
Plainly
What isn’t Nehemiah?
A tool that keeps your volunteer paperwork moving. It doesn’t replace the people and vendors who make the calls.
- Not a background-check vendor. Run checks with your usual provider; Nehemiah records the result and when it’s due again.
- Not a credentials verification organization. Nehemiah tracks, asks and reminds. Your team or medical director makes credentialing decisions.
- Not a home for patient information. Nehemiah manages volunteer records, not patient records, and there is no business associate agreement today.
Security and privacy AI guardrails
Sources
FAQ
Questions people ask
Does Nehemiah run background checks?
No. You order checks from your usual provider and your team marks the result in Nehemiah. Nehemiah shows what is still waiting on your team, never asks the volunteer for staff-only checks, and tracks when each check is due again.
Can a credential expire on a set date?
Yes. A requirement can renew every so many months, or be good through a fixed date, like a flu shot good through July 31 or a license that renews on April 30 of even years. Reminders follow whichever date applies.
Can volunteers see what they still need?
Yes. Their portal lists each requirement with its status and what to do next, and every reminder links straight to the item. They sign in with a link by email, with no password.
Is Nehemiah HIPAA compliant?
No. Nehemiah manages volunteer records, not patient records, and we don’t sign BAAs today. Don’t store patient information in Nehemiah.
Security and privacyTell us about your volunteer program.
We’ll show you Nehemiah running with your own roles, schedule and paperwork.