Document verification for healthcare placements.
Universal Health Hub manages pre-placement compliance for colleges, universities, and healthcare employers. Our registered nurses verify immunization records, TB tests, police checks, and training certificates against your requirements, follow up on missing items, and report cohort status through a single dashboard.
Verification support for
placement and HR teams.
We work with placement coordinators, practicum offices, and clinical HR teams that manage large volumes of compliance files against fixed start dates.
Colleges & Universities
Placement and practicum offices for nursing, PSW, paramedic, OTA/PTA, ECE and allied health programs - we verify to your exact program requirements.
- Program-specific requirement checklists
- Cohort-level compliance dashboards
- On-campus clinic days or fully remote
- Students supported directly - not routed to you
Hospitals, LTC & Retirement Homes
Clinical HR and occupational health teams that need every hire's compliance file complete and defensible before day one on the floor.
- Pre-hire compliance file verification
- Expiry tracking & renewal alerts
- Audit-ready reports for accreditation
Staffing & Home-Care Agencies
Agencies placing nurses and PSWs across multiple client facilities, each with its own compliance checklist and onboarding deadlines.
- Per-facility requirement mapping
- Bulk onboarding for new rosters
- One compliance file, many placements
The documents your
placements require.
Our reviewers check each record for validity, dates, dosing schedules, and fit with your program's requirements - not just that a file was uploaded.
Health & immunization
Reviewed by registered health professionals against your program's health form - including titre results and multi-dose series timing.
- MMR - record or titre report
- Varicella - record or titre report
- Hepatitis B - series + serology
- Tdap / Td - 10-year booster
- Polio - primary series
- COVID-19 & influenza
- Two-step TB skin test results
- Chest x-ray reports (TB-positive)
- Serology / lab reports
- Program medical forms & provider notes
Non-medical requirements
We confirm issuer, level, and expiry on the certificates and screenings that most often hold up placement files.
- Police check / VSS - recency & type
- CPR - BLS/HCP level & validity
- Standard First Aid certificates
- Mask fit testing records
- WHMIS certificates
- Health & safety training
- AODA / program-specific modules
- Placement agreements & consents
What our clearance report is
- A professional verification that each file meets your program's or facility's stated placement requirements
- Reviewed by registered health professionals in Ontario
- An itemized deficiency list when something is missing, expired, or incomplete - with clear next steps
What it is not
- Not notarization or a certified true copy - those require a notary public or commissioner of oaths
- Not an immigration medical exam - IRCC only accepts exams from its designated panel physicians
- Not immigration advice - consult a licensed consultant or lawyer for application guidance
Reviews handled by registered health professionals.
Universal Health Hub is a Canadian healthcare provider. The same clinical organization behind our wound care, foot care, and staffing services runs your verification program.
- Registered health professionals review every file and know what a valid two-step TB record looks like.
- Familiar with placement requirements - our reviewers work from the same checklists your programs and placement partners use.
- On-site options - campus clinic days for cohorts, with fully remote reviews the rest of the year.
- Direct support for your students and staff - their questions come to our team instead of your coordinators.
How the service
works.
You define the requirements once. Intake, verification, deficiency follow-up, and reporting are then managed by our team.
Map your requirements
We encode your program or facility checklists - every document, dose schedule, level, and validity window - exactly as your placement partners demand.
We handle intake
Your students or staff upload documents to a secure portal - express consent built in, progress tracked live, questions answered by our team.
RN review & follow-up
Registered health professionals verify each file within the SLA. Deficiencies get itemized notices and we chase the corrections - not your coordinators.
Track it on your dashboard
Live cohort compliance status, exportable audit-ready reports, and automatic expiry alerts before renewals lapse mid-placement.
Turnaround times you can plan around.
Placement start dates are fixed, so our review timelines are written into every agreement:
- 48-hour review SLA from completed upload - most files are turned around in one business day.
- Itemized deficiency notices sent directly to the student or staff member - never a vague "not cleared."
- We chase the corrections - resubmission reminders and free return reviews happen on our side, not your coordinators'.
- A named account manager - one person who knows your programs, your deadlines, and your placement partners.
How we protect personal
health information.
Immunization histories, lab reports, and police checks are handled under Canadian privacy law, with express consent, encryption, and strict retention limits. A privacy pack with our full handling practices is available for your review before you sign.
Express Consent
Nothing is collected, reviewed, or shared without your signed consent - and you can withdraw it at any time.
PIPEDA + PHIPA Aligned
Our handling of personal health information follows Canadian federal and Ontario privacy requirements.
Encrypted End-to-End
Documents are encrypted in transit and at rest, on Canadian infrastructure - never emailed around as attachments.
Limited Retention
Records are kept only as long as your clearance requires, then securely destroyed under our retention policy.
Clinics to complete
missing requirements.
The same three gaps hold up most cohorts: CPR certification, mask fit testing, and TB testing. As a healthcare provider, we run these clinics ourselves - on your campus or at your facility.
CPR & First Aid courses
BLS/HCP-level CPR and Standard First Aid for entire cohorts, delivered by certified instructors - the levels placement partners actually require.
Mask fit testing
Qualitative N95 fit testing with recorded make, model and size - we set up on campus or at your facility and clear a cohort in a day.
TB testing & immunization clinics
Two-step TB skin testing and immunization catch-up run by our clinical team, with results flowing straight into each compliance file.
Frequently asked
questions.
Answers for coordinators, practicum leads, and clinical HR teams evaluating a verification partner.
How fast can a cohort go live?
Can you match our exact program requirements?
Who pays - the institution or the student?
How do we see compliance status?
What happens when someone isn't cleared?
How is student and staff health information protected?
Is this notarization or an immigration medical exam?
Get a verification plan
for your organization.
Tell us about your programs or facilities and we'll send back a tailored verification plan, pricing, and privacy pack within two business days.