What We Do
Every Step of Hiring, Handled for You
ProviderOps manages and coordinates the full recruiting and onboarding process on behalf of your agency — from the first application through the day a new hire is ready to work. You remain the employer and make every hiring decision. We handle the operational work that slows you down.
Your Outsourced Recruiting Operations Department — Not a Staffing Agency.
ProviderOps doesn't send you a stack of resumes and walk away. We actively manage candidates through every step of your hiring process — from the moment an application comes in through the day a new hire is ready to work. We follow up with candidates, coordinate interviews, track status, collect documents, and keep you informed throughout. Think of us as the recruiting operations team your agency never had the bandwidth to build.
Our Services
From Applicant to Ready-to-Work
Six coordinated service areas that cover every step of the hiring process — managed by ProviderOps on behalf of your agency.
Job Posting & Applicant Sourcing
Build a pipeline of qualified applicants — without your team spending hours on job boards.
We write role-specific job descriptions and post them across the platforms where direct support professionals, case managers, and human services workers actually look for jobs. We manage the listings, monitor applicant volume, and adjust targeting to keep your pipeline active. When volume drops, we reach out proactively — so you're not starting from scratch every time a position opens.
What's included
- Job description writing tailored to DSP and human services roles
- Multi-platform posting and distribution management
- Listing performance monitoring and ongoing optimization
- Proactive outreach to passive candidates when volume is low
Applicant Screening
Only spend your team's time on candidates worth interviewing.
We review every application, filter out unqualified candidates, and conduct initial phone or video screens with the people worth moving forward. We evaluate availability, relevant experience, compensation expectations, and fit for your specific roles — then deliver a curated shortlist with notes on each person. We also follow up with promising applicants who haven't responded, so fewer qualified candidates go cold before your team ever sees them.
What's included
- Application review and initial qualification filtering
- Phone and video screening against your role criteria
- Availability, compensation, and experience verification
- Candidate follow-up to reduce drop-off before the shortlist
- Shortlist delivery with candidate summaries and notes
Interview Coordination
Keep candidates moving — and stop losing good people to slow timelines.
A slow or disorganized interview process is one of the most common reasons agencies lose qualified candidates to other offers. We coordinate scheduling between your team and candidates, send confirmations and reminders, manage all candidate communications, and collect post-interview feedback from your staff. We keep the process moving from first interview to offer — and we follow up with candidates at every stage so momentum doesn't stall while your team is focused on other things.
What's included
- Interview scheduling and calendar coordination
- Confirmation and reminder management to reduce no-shows
- Ongoing candidate communication and status updates
- Post-interview feedback collection from your hiring team
- Offer communication support and candidate follow-through
Pre-Employment & Background Check Coordination
Keep compliance requirements from stalling your start dates.
Human services providers must complete specific background checks and pre-employment verifications before a new hire can work with the people they serve. We initiate each required step according to your agency's requirements, follow up with candidates to collect what's needed, and track status so nothing falls through the cracks during the waiting period. We keep you informed throughout — so you always know where each candidate stands before their start date.
What's included
- Background check initiation and status tracking
- Candidate follow-up to collect required pre-employment documents
- Coordination of required clearances and verifications per your requirements
- Status updates to your team throughout the process
- Documentation collection and organization prior to start date
New Hire Onboarding
From applicant to ready-to-work — without the administrative chaos.
Hiring doesn't end at the offer letter. We guide new employees through the full onboarding process — collecting required paperwork, coordinating orientation logistics, communicating what to expect before the first day, and tracking completion so nothing is missed. We follow up with new hires directly to keep things moving, and we keep your team informed at each step. Your new hire arrives prepared. Your administrators don't have to manage the process manually.
What's included
- New-hire paperwork collection and organization
- Direct follow-up with new hires to keep onboarding on track
- Orientation scheduling and logistics coordination
- New hire communication and first-day preparation
- Onboarding checklist management and completion tracking
HR System & Employee File Setup
Start every new hire with a complete, organized employee record.
Once onboarding is complete, we set up the employee record in your HR platform — entering required information, uploading documents, and configuring any onboarding workflows your system requires. Your team gets a clean, complete file from day one, without spending hours on data entry or chasing down missing information after the fact. We handle the setup so your administrators can focus on managing the team, not building files.
What's included
- Employee record creation and data entry in your HR platform
- Document upload and file organization
- Onboarding workflow configuration within your existing systems
- Handoff to your team with a complete, audit-ready employee file
You Stay in Control
ProviderOps manages and coordinates the hiring process — but your agency remains the employer at every step. You make every hiring decision. You maintain responsibility for regulatory compliance. We handle the operational and administrative work so your team has more time to focus on running the agency and serving the people in your care.
More Than Recruiting
ProviderOps was built with the bigger picture in mind. As we grow, our goal is to provide human services agencies with additional workforce and back-office support — giving providers one trusted partner for the administrative work behind great care.
Ready to Get Your Open Positions Filled?
Let's talk about your agency's current hiring challenges and how ProviderOps can help.