Reference Checks
Automated

Nope, referees don't need accounts - they get a secure one-time access link via email: How it works: Applicant provides referee details in Statixs (name, email, relationship), Statixs automatically sends referee an email: 'Reference request for [Applicant Name] from [Your Care Home],' email contains unique secure access link, referee clicks link (no login required, token-verified access), completes reference form online, can save progress and return later (link stays active 30 days), submits completed reference. Referee experience: Professional-looking form with your care home branding, clear instructions and estimated completion time (usually 10-15 minutes), progress indicator showing what's complete, option to upload supporting documents (employment contract, appraisal notes, certificates), submission confirmation email. Security: One-time access tokens that expire after 30 days, referees can only access their specific reference (not others), SSL encryption for data transmission, completed references stored encrypted in Statixs. Tracking and reminders: You see referee status in real-time (sent, opened, in progress, completed), automated reminder emails (after 7 days if not started, after 14 days if in progress, final reminder at 25 days), manual reminder option if you want to chase sooner. Why this beats email: No back-and-forth attachments, structured data instead of free-text emails, automatic tracking vs searching inbox, secure and professional process, faster completion (typically 3-5 days vs 2-3 weeks for email/postal).

Yeah, non-responsive referees are annoying - Statixs has automated chasing built in: Automatic reminder sequence: Day 0: Initial reference request email sent. Day 7: First reminder ('friendly nudge - reference still pending'). Day 14: Second reminder ('urgent - please complete reference for [Name]'). Day 25: Final reminder ('last chance - reference expires in 5 days'). Day 30: Access link expires, status shows 'Not Completed.' Manual reminders: You can send manual reminder anytime before automated schedule (sometimes you need reference urgently and can't wait 7 days). Button click sends immediate reminder email. Tracks how many reminders sent (useful if you need to chase elsewhere or use different referee). Alternative referee option: If referee doesn't respond after 30 days, you can: mark reference as 'Unable to Obtain' with reason (referee unresponsive, company closed, contact details incorrect), request applicant provide alternative referee, document attempted contact for audit trail (CQC expects reasonable efforts to obtain references, not guarantees). Phone follow-up: Statixs shows referee phone number if provided. You can call and say 'Hey, we sent reference request to your email, can you check spam folder?' Sometimes emails get filtered - phone call resolves it. Escalation to applicant: If referee not responding, notify applicant (they can chase their former manager directly, might be more effective than you chasing). Why this matters: Getting references is often the slowest part of recruitment. Automated reminders save you from manually tracking 10+ pending references and remembering to chase people.

Absolutely - you've got complete control over questions using the custom question builder: Question types supported: Yes/No questions (e.g., 'Would you re-employ this person?'), multiple choice (e.g., 'Rate attendance: Excellent/Good/Satisfactory/Poor'), rating scales (1-5 stars for various competencies), text responses (free-text for detailed comments), date fields (employment dates, qualification completion), file upload (supporting evidence). Building custom questions: Navigate to Reference Schema builder, add new question with clear wording, select question type, mark required or optional, add help text if question needs clarification, set validation rules (minimum length, maximum score, etc.). Question organization: Group questions into categories (Personal Details, Employment History, Performance, Conduct, Safeguarding Knowledge, Clinical Competence, Reason for Leaving). Improves referee experience - logical flow rather than random questions. Conditional logic: Show/hide questions based on previous answers. Example: 'Was staff member subject to disciplinary action?' If Yes → show follow-up 'Please provide details.' If No → skip follow-up. Keeps references concise when not applicable. Industry-specific questions: For healthcare roles, you might ask: 'Any safeguarding concerns during employment?' 'Competent in medication administration?' 'Appropriate for working with vulnerable adults?' 'NMC/HCPC registration status if applicable?' 'Reason for leaving (retirement, career change, dismissal, resignation)?' Preview mode: Test your custom schema before assigning to see exactly what referees will experience. Iterate until questions are clear and comprehensive.

Stored permanently while you're a customer, instantly accessible for CQC inspections: Storage duration: All reference records stored as long as your Statixs subscription is active (even after employee leaves). When employee is marked as 'leaver,' their references stay in system for audit purposes. If you cancel Statixs, references retained for 90 days then securely deleted per UK GDPR. CQC inspection access: When inspector asks 'Show me safe recruitment evidence for these 5 staff,' you: select the 5 staff members in Statixs, click 'Generate Recruitment Evidence Report', platform compiles: all references received (employment, personal, education, gaps explained), DBS certificates, right-to-work verification, interview notes and selection justification, complete audit trail of recruitment process. Outputs professional PDF in 30 seconds. Reference status tracking: Dashboard shows reference completion status across all staff: green (all references complete), amber (pending references), red (missing references - hire shouldn't have been approved). Identifies compliance gaps before inspectors do. Search and filter: Search references by staff name, date range, referee name, reference type. Useful when inspector asks 'Show me all references obtained in last 12 months.' Data retention compliance: Statixs follows UK employment law guidance (keep recruitment records minimum 6 months after hire, recommendation is longer for care homes due to CQC). We default to indefinite retention while subscribed. Export capability: Download individual references as PDF or export bulk data as CSV for offline archive. Why permanent storage matters: CQC can inspect recruitment decisions years after hire. Having references instantly accessible demonstrates ongoing compliance rather than 'we can't find the paperwork from 2019.'

Yes, platform actively flags concerning patterns and missing information: Employment gap detection: If someone's employment history has gaps >1 month between roles, Statixs flags it with red alert ('Gap explanation required'). Forces applicant to document gaps before proceeding. Common gaps explained: maternity/paternity leave, education/training, health issues, travel/sabbatical, unemployment, caring responsibilities. All documented with dates and reasons. Negative reference indicators: When referee submits reference, Statixs scans for red-flag responses: 'Would not re-employ' answer, disciplinary action mentioned, safeguarding concerns noted, poor performance ratings (below 'Satisfactory'), dismissal as reason for leaving, gaps in explanation or evasive answers. These trigger alerts for hiring manager to review carefully before proceeding. Validation errors: Platform checks for: dates that don't make sense (employment end date before start date), references that contradict each other (one referee says 2018-2020, another says 2019-2021 for same role), missing mandatory questions, insufficient detail in text responses. Risk assessment requirement: If reference contains concerning information, Statixs requires structured risk assessment before hire: what's the specific concern?, how recent was the issue?, what's the applicant's explanation?, what mitigation can be put in place?, decision and sign-off. Prevents unsafe hires: Forcing documentation of concerns, risk assessments, and sign-offs creates audit trail showing you took references seriously. CQC Regulation 19 expects evidence of safe recruitment decisions. Statixs makes cutting corners difficult - which is good, because cutting corners in recruitment can lead to safeguarding failures and CQC enforcement.