Automated Document Tracker for Students and Colleges



Most health programs within college and university systems require students and faculty to provide proof of vaccinations and CPR certifications, all in addition to a standard background check and drug test. Tracking this information across cohorts can prove difficult for administrators, especially when keeping up with individual requirements that may expire and need to be renewed, such as CPR certification and TB tests. A Medical Document Management system can assist with automating the entire process, freeing up valuable school administrator time.  

The document tracker and background check system should be easy to use to ensure students understand the online process. Unfortunately, students seldom take time to read instructions, so if the process is complicated, has lengthy paragraphs to instruct, or looks outdated and cluttered, this may result in student and administrator frustration. The frustration may ultimately result in missed deadlines.  

The Review Process

Another critical element in the process is reviewing the medical records (and other school requirements) after the student or faculty member has uploaded them. Some background screening organizations offer complete review services for an additional fee. If this service is essential to your institution, determining who is on the back end reviewing the records is extremely important. If they lack experience, they may incorrectly reject or approve a requirement. This will again lead to student frustration and the school administrator may need to re-review the document to ensure accuracy, which nullifies any benefits of having a third-party review the first place!

Top Questions

To help avoid these complications, the top questions to ask a potential background screening provider before moving to Medical Document Manager automation should include:

  • How will your department set up a new account in their system?
    • How long will this process take?
    • How much time will you need to invest in the process?   
    • How do your administrators invite students to begin and pay for the Medical Document Management system? Is it confusing?
    • What is the student process to create an account and upload documents? How clear is it to understand what they need to do?
    • How do administrators view reports and ensure students are in compliance?
    • Lastly, ask these critical questions:
      • Who is reviewing the medical documents at the background screening company?  
      • How many representatives will I be assigned?
      • What are the assigned employee’s credentials?  
      • How long have they been reviewing medical documents?


When choosing a background screening company that can deliver your school value in the form of an easy-to-use, cost-effective system, for both administrators and students, it’s essential to consider the system’s ease of use and the credentials of the employees approving and rejecting student’s documents.

Asking the right questions upfront will save you and your students a lot of time and frustration. Both you and your students’ time is valuable, if the service cost is within a few dollars of another provider, always choose the provider that will provide the best support for you and your students. 

If you’re looking for an automated, hassle-free student health and immunization management system from a company that only hires Registered Nurses to review documents, look at CoreScreening. Our team of experts can help you navigate the complex world of background, drug screening, AND medical document management processes. We provide an easy-to-use system with industry-leading reporting tools that ensure you remain in compliance with your clinical agreements. With over 16 years of experience in background screening and medical document management, our team of experts are here to assist you. Contact CoreScreening today to learn more!

Subscribe to CoreScreening News

"*" indicates required fields