Reusable Reference Checks Overview

Vivian allows candidates to complete reusable reference checks during the job application process. Once verified, these reference checks are valid for one year and can be used for any and all job applications on the platform.

You can find reusable reference checks in the candidate’s profile under the References section:

• “Reference check completed” badge
  Vivian completed and verified the reference check. A PDF is available for download.
  
• “Reference check in progress” badge
  Checkmate has sent the reference check. Once completed, a notification will appear in Vivian's chat, and the PDF will be attached for download.

Additional Reference Check Statuses

During the process, a reference may also show one of the following badges:

• Expired – Reference is over 1 year old.
  
  
• Overdue – No response from reference after 5 days.
  
  

Verification Process via Checkmate

Vivian partners with Checkmate, a third-party service, to conduct reference checks electronically.

Candidate Steps:

• The candidate adds two supervisory references (e.g., Manager, Supervisor, Lead Tech, Team Lead) to their profile.
  
  
• They select “I want a reusable reference check” when prompted.
  
  
• A reference check request is sent to Checkmate.
  
  

Checkmate Process:

• Checkmate contacts each reference via email and SMS, providing a link to submit the reference electronically.
  
  
• If no response is received within 48 hours, up to three follow-up messages (spaced 24 hours apart) are sent.
  
  
• Once a reference completes the form, the PDF is added to the candidate’s Vivian profile, and the candidate is notified by email.
  

Handling Non-Responsive References

• If a reference has not responded within 5 days, Checkmate emails the candidate.
  
  
  • The reference will show as “overdue” in the Vivian profile.
    
    
• The candidate can replace a nonresponsive reference through Checkmate. Once the new reference responds, Vivian updates the profile with the new reference document.

Frequently Asked Questions (FAQ)

Is the process electronic or manual?

• 100% electronic: SMS, email, and web-based submission.

How are references verified?

• The references complete and sign a web form.
  
  
• No ID verification is performed, but references may link their LinkedIn profiles.
  
  
• IP addresses are compared between references, not between the candidate and the reference.
  
  

Are the dates of completion visible?

• Yes. Reference dates are stored electronically and labeled “expired” after one year.
  
  

Can we require supervisory-only references?

• Yes. Only supervisory references (as labeled by the candidate) are accepted.

Can you include the reference's phone number in the PDF?

• We allow the reference to include reference contact details in the PDF if they choose. However,  important to note that the purpose of reusable references is to streamline the process—once verified, they’re valid for a full year, so there’s no need to contact the reference again each time the candidate applies for a new contract. Based on our research, guidance from industry experts, and review of current regulations, including a reference’s phone number, is not mandated to meet standard verification requirements.

Does this reference form meet industry compliance requirements?

We built Vivian’s Reusable Reference Check feature to align with industry and regulatory standards, anticipating the needs of agencies and the expectations of the market. Here’s how our process reflects those standards and best practices:

• We proactively reviewed the 2025 Healthcare Staffing Services Certification Review Process Guide from The Joint Commission (TJC) to ensure our practices align with regulatory expectations. Notably, the guide does not outline specific requirements for employment verification.  Instead, it allows each agency to define its own policy, as long as that policy is clearly documented and consistently followed.
• We consulted with industry regulatory experts from the National Association of Travel Healthcare Organizations (NATHO) to gather insights on best practices in reference verification.
• Multiple healthcare staffing agencies were interviewed to understand their processes and standards for compiling reference checks.
• Agencies have submitted and placed hundreds of candidates using Vivian verified references, demonstrating that this feature meets client expectations and drives hiring outcomes at scale.