Keeping track of travel nurse paperwork can be a nightmare! Last minute requests for items that you may or may not have easy access to while on the road can be annoying to both you and the recruiter. Avoid having any issues with your travel nurse paperwork by being organized and having everything easily accessible.
Build your Travel Nurse Portfolio
Over the years that I spent as a Travel Nurse, the one thing that consistently impressed my recruiters was my level of organization. Building your Travel Portfolio is an important step in becoming a successful Travel Nurse. At the beginning of each assignment, you will go through a travel nurse credentialing process, so be sure to update your files every so often.
Once you have selected which companies you want to provide with a profile, the next step is to start the application process. For the initial application, you will likely only need your work history and certifications. However, it is handy to have your health information on file for when you start the credentialing process.
EXPERT TIP: Save all of your Travel Nurse paperwork into a .pdf file and save as a .zip folder. This process, although time-consuming the first time, will make it a breeze to apply with new companies as well as making a lasting impression on your new recruiter. You can also use a Google Drive folder if you are comfortable with that. Remember to store this digital information on a secure, password protected site.
Checklist:
Completed Application
Many times this is online. I have had my recruiter complete the application for me in many instances from the information provided in my resume.
Resume
For the purpose of travel nurse paperwork, your resume can be simple and straight forward because your recruiter will usually have to input it in a generic system to submit you. Make certain to list the agency as well as the hospital for previous contracts. Your recruiter will need the agency information for employment checks. For additional tips on writing your resume check HERE
Immunizations / Physical
Tetanus Varicella Hepatitis B Most recent TB Test or Chest X-ray (if indicated)
Covid-19 Vaccine and Boosters Influenza (during Flu season, this is generally mandatory) Childhood immunizations
Annual physical forms will be provided by your agency once you secure a contract.
Licenses and Certifications
BLS ACLS Any other nursing certifications All active nursing licenses (if you have hard copies) Drivers License (for I-9 verification) Social Security Card or Passport (for I-9 verification)
Contact information for two or more references. Most recent job and 1-2 managers are preferred.
Staying on top of all of the travel nurse paperwork is a lot of work to begin but once it’s completed, keeping it updated regularly will save you tons of time and effort when applying for positions in the future.
If you have a company or recruiter ask for information or documents that are not listed on this file, please let us know in the comments!
It’s time now to submit your travel nurse application for the agencies that you are interested in. In Step #7: How to Research Travel Nurse Companies you narrowed your preferred companies list down to three or so. Now it is time to apply for travel nurse jobs!
The Travel nurse application process is a bit different than the standard job application. You will fill out an “application” with the agency, but then to actually apply for travel nurse jobs, your recruiter will have to “submit” your profile to each job need.
If you already have your profile finished it’s a quick step to simply email the completed profile to the recruiter in .pdf format or via Google Drive. Your recruiter should let you know ASAP if there is anything else they need to complete your profile and submit your travel nurse application for jobs.
EXTRA’s
Some agencies may require skills testing before allowing you to apply for travel nurse jobs. This is simply to verify your ability within your speciality. These “tests” take 20-30 minutes to complete and are usually pretty straightforward for experienced nurses.
CONFIRMATION
When the recruiter confirms that all of your paperwork is complete, they can officially start submitting your travel nurse application! By now, you have hopefully discussed where you would like to go, what type of pay you are looking for, and any other important details. Your recruiter can send over a list of jobs, and you let them know which ones you want to submit for.
Due to the fact that most travel nurses work concurrently with several agencies when searching for their next contract it is VERY important to make it clear to your recruiter(s) that they are NOT to submit your profile to any hospital without your prior approval. This is imperative to make clear to the recruiter. It can be very frustrating and appear unprofessional to receive a phone call for a job interview you are not prepared for, so just make sure your recruiter is communicating with you. Ask them to simply confirm when you are submitted, so you know to be watching for a phone call!
HOSPITAL SUBMISSION
It’s perfectly acceptable to be submitted to several hospitals at the same time. You should keep notes on which company has permission to submit you to which hospitals. Keeping track of this information makes it easy to follow-up with the correct recruiter.
TRAVEL NURSE APPLICATION EXPERT TIP
It is okay to let your recruiter know you are working with other agencies! This is to be expected, and a good recruiter will be professional about it.
You can return to the the introduction, or move forward or back using the article links below.
Travel nurse paperwork organization is very simple in the age of technology and online storage. Stay organized as you go to help minimize frustration down the line!
Determine what travel nurse paperwork you need
We have covered most of the important items you will need access to, but now is a great time to review your checklist.
When organizing your travel nurse paperwork, make sure you have the following:
This post by Joseph Smith at Travel Tax answers many Frequently Asked Questions regarding travel nurse taxes and record keeping. For most travel nurses, itemizing tax deductions won’t be worth it, so talk to a tax professional about your unique situation before you drive yourself crazy keeping track of tons of paperwork.
Once you have determined what files you need access to, the next question is how do you organize travel nurse paperwork. There are many ways to organize your paperwork and many websites dedicated to organization that you can check out for recommendations. Perhaps you already have a system that works and need to make it mobile? Here are a few ideas on how to get organized:
Accordion Files
Having an accordion file is a nice, compact way to keep all of your important documents organized and safe.
Binder with Tabs
A three-ring binder with folders or tabs is another great way to store important documents. Keeping each tab organized by color can be helpful.
You can easily make a Google Drive folder to keep digital copies of all of your travel nurse paperwork handy. There are tons of free scanner apps that even let you convert pictures of important documents to PDF format.
Backup
When you are constantly on the move, theft or loss of documents can be more likely. No matter what method you use for travel nurse paperwork organization, be sure to have both physical and digital backup copies. For digital copies, having a portable hard drive is a great way to keep your documents safe without internet access. Consider keeping a safety deposit box or fireproof safe at home to store backup copies of physical documents.
Do you have a great suggestion or tool for staying organized while mobile? I want to hear them. What are your thoughts on the list/suggestions above?
Having a completed portfolio is very important for the travel nurse. One of the most important pieces of your Portfolio are your Travel Nurse References.
You should make certain to obtain a reference (or two) somewhere around week 8 of EVERY contract. By this time, your manager and co-workers should have a good feel for the type of work you perform. If you have picked up an extra shift or went above and beyond in some way…this will only help your cause.
Many times, your agency will obtain a direct reference (that you never see) from the staffing manager or their contact at the hospital. I’ve requested copies of these in the past and they are impersonal and many times inaccurate. I feel that it’s very important to obtain direct references from those that you are actually working with. I normally attempt to obtain a reference from a direct co-worker or supervisor (someone that actually works with me) as well as from my manager.
I utilize a generic ‘reference’ form that I simply make copies of. It’s a 1-5 rating on items like attendance, attention to detail, professionalism, clinical knowledge, etc. At the bottom of the form, there is room for comments and I encourage this section to be filled out. Nothing is better than a personal statement about your work performance. The form also includes the Hospital Name, Address, contact info as well as the name and title of the person filling out the form. I inform the person filling it out that this is for ‘my personal records’ and that the Staffing agency will likely have them fill out an evaluation for the agency.
References are a valuable addition to your Travel Nurse Portfolio. Hold onto them and keep them up to date.
I recommend that you have at minimum the past 1-2 years references close at hand in your Portfolio. You can file away ones that are older than this if you like but keep them somewhere that they can still be accessed if a company requests them.
I’m a brand new traveler and seeking my first contract. I’m having a hard time securing a position. I’ve been submitted to several but nothing is coming through. Is this normal? Are new travel nurse positions normally difficult to find?
Nicola
Thank you for reading The Gypsy Nurse. You have taken the first step on your journey to become A Gypsy Nurse.
Nicola,
Most hospitals that hire travel nurses are looking for someone with travel nurse experience. It can take some time to get your first contract but don’t despair!! Keep your options open and be willing to perhaps accept a ‘less desirable’ location and something will come through for you.
There are several things that you can do to help make yourself a bit more marketable:
Update any certifications
Obtain New Certifications (NIH Stroke Certification is hot right now)
Make sure that you have filled out your skills assessments/resume and included any/all ‘oddball’ items that you may have experience in that someone else may not have.
The current market is pretty busy with a good amount of job positions open. Keep your spirits up and continue looking…the perfect position will come along.
I love hearing the opinions of my readers. Your opinion could be the perfect solution for someone. Please share your thoughts below in the comments.
(Disclaimer: Please note that this is the Authors opinion only. I do not provide career counseling, legal or medical consults. If you require any of these, please search out the appropriate resources)
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