Disclaimer: This blog post is for informational purposes only and does not constitute legal advice. Please consult an attorney for guidance on specific laws regarding Remote Online Notarization (RON), digital signatures, and related legal matters. As laws concerning RON and notarization are subject to frequent changes, it is advisable to verify current regulations with your local government. The need for efficient and secure hiring practices in healthcare has never been greater. From hospitals and long-term care facilities to outpatient clinics and urgent care centers, organizations are under constant pressure to hire qualified personnel quickly—without compromising compliance, patient safety, or due diligence. One persistent challenge in the hiring process has been the notarization and submission of background checks, a necessary but often time-consuming step. In part 1 of our series, How NotaryCam Is Revolutionizing Background Checks for Healthcare Facilities, we explored how our team helped develop a direct integration with the State Police for background check notarization—a foundational change that helped eliminate delays, paperwork, and logistical confusion. In this article, we’ll take a closer look at the entire application process for healthcare workers and how this newly streamlined system—powered by NotaryCam—is helping to accelerate hiring timelines and enable facilities to meet staffing needs faster than ever before.

The Evolving Healthcare Workforce Landscape

Before diving into the technicalities, it’s important to recognize the unique demands placed on healthcare employers today. From the rise in travel nurses and contract physicians to a growing reliance on international medical graduates, healthcare HR departments must often process and verify applications across a broader geographic and professional spectrum. That requires an application process that is not only secure and compliant—but also modern, mobile-friendly, and accessible from anywhere.

The Role of Background Check Notarization in Healthcare Hiring

Healthcare facilities are bound by strict regulations when it comes to verifying the credentials and trustworthiness of potential employees. Background checks are standard practice, but in many states, there are still notarization requirements associated with these checks that introduce friction into the process. Traditionally, to complete this background check, candidates often had to:

• Download or pick-up paper forms.
• Print and sign documents.
• Schedule a visit to a certified notary.
• Physically mail or scan documents to HR departments or law enforcement agencies.

This process added days or even weeks to hiring timelines and could be particularly burdensome for travel nurses, remote applicants, and international candidates who lacked easy access to U.S.-based notaries. Facilities that needed to onboard quickly were forced to wait—not because of licensing delays but due to simple logistical hurdles.

Verifying Identity Made Simple: A New Digital Experience Powered By NotaryCam

The application process changed for the Educational Commission for Foreign Medical Graduates (ECFMG) with the integration of NotaryCam—an online, video-based notarization platform that allows applicants to complete required forms from virtually anywhere in the world (as long as permitted by state or local legislation). One of the most notable improvements was in the processing of the Certification of Identification Form (Form 186) for ECFMG certification, a requirement for international medical graduates seeking U.S. licensure. As of September 13, 2018, ECFMG began requiring Form 186 to be completed online via NotaryCam, allowing applicants to verify their identity digitally with a licensed notary present via live video (as applicable by law). Here’s how the process works today:

1. Applicant completes their online application for ECFMG Certification.
2. Form 186 is presented within the portal.
3. The applicant selects a time or initiates an on-demand session with a NotaryCam representative.
4. Using video conferencing, the applicant presents valid identification, signs the document, and completes the notarization process—all online.
5. The notarized document is submitted electronically and securely to ECFMG.

This digital process can offer 24/7 availability, including weekends and holidays, making it ideal for healthcare workers across time zones, including those in clinical roles during business hours.

NotaryCam: Driving the Evolution of Healthcare Hiring

Beyond just ECFMG Certification, the same remote notarization technology is now being used in background check submissions for healthcare facilities—a development that can dramatically change how hospitals and clinics hire staff. Healthcare organizations that use remote notarization as part of their screening and onboarding workflows can see benefits, including:

Faster Hiring Turnaround

With the elimination of in-person notarization and manual document delivery, background checks can be processed within hours, not days. Candidates can complete their required documents from their phone, tablet, or laptop, allowing facilities to move candidates through the pipeline quickly. Many HR departments report that this often reduces hiring timelines from two weeks to as little as three days—an essential improvement when trying to fill last-minute or emergency shifts.

Support for Travel Nurses and Remote Applicants

The rise of travel healthcare professionals has exposed gaps in traditional hiring workflows. Many travel nurses are moving from state to state or working remotely on assignment contracts, making it nearly impossible to visit a notary or mail paperwork. NotaryCam enables these workers to complete their applications from their hotel rooms or even while on break between shifts, depending on state notarization laws. The process can be digitally optimized, fast, and doesn’t require physical paperwork or shipping.

Expanded Access for International Hires and USMLE® Candidates

Remote notarization can also be noted as a major step forward for international medical graduates and physicians pursuing the United States Medical Licensing Examination® (USMLE®). NotaryCam can eliminate the need to find a U.S.-based notary or send physical documents across borders—helping to streamline the process for completing critical forms like Form 186 and background screenings. This can mean less back-and-forth, faster document processing, and a smoother path to certification and employment in the U.S.—helping facilities tap into a broader, global talent pool.

Improved Recordkeeping & Audit Trails

Because every NotaryCam session is recorded and logged, healthcare employers can benefit from a detailed, traceable record of each notarization event. This can support audit readiness and regulatory compliance, particularly for roles in which the potential worker will handle sensitive patient information or medication access.

Cost and Resource Efficiency

While some facilities initially expressed concerns about the cost of digital notarization, many find that the time, efficiency, and labor savings far outweigh the service fee. This process can reduce reliance on physical office staff, scanners, postage, and fax machines—freeing up HR departments to focus on higher-value onboarding tasks.

Enhancing the Applicant Process: A Seamless Experience from Start to Finish

The application process can often feel like a maze—endless forms, multiple steps, and paperwork that seems to never end. But in today’s fast-moving healthcare sector, the goal is to make it as quick, clear, and efficient as possible for candidates while ensuring compliance and accuracy every step of the way. Here’s how integrating your application process with remote online notarization can help streamline the process and improve applicant experience:

• Clear, Step-by-Step Guidance: The new application platform can guide candidates through each step of the process, from creating their account to completing background checks. This can make it easy for applicants to know exactly what to do and when—without any confusion.
• All-in-One Digital Application: Instead of jumping between multiple systems or tracking down paper documents, applicants can now complete everything in one place. From application to document notarization, seamless integration can be designed to be intuitive and digital.
• Faster Document Submission: Applicants no longer need to worry about printing, mailing, or scanning documents. NotaryCam’s integration can allow them to complete notarizations digitally in minutes.
• Real-Time Updates and Tracking: Candidates and HR professionals can stay in the loop throughout the process with real-time updates.
• Flexibility and Accessibility for All Applicants:  Whether a candidate is applying from the comfort of their home or between shifts at a remote healthcare facility, the platform is designed to be flexible—without sacrificing security or compliance.

This approach can ultimately benefit everyone: healthcare facilities are able to fill positions faster and more efficiently, while applicants have a seamless, straightforward experience that reflects the modern, digital-first approach of today’s healthcare industry.

Looking Ahead: A Model for Modern Healthcare Hiring

As hiring needs continue to intensify, healthcare organizations are being forced to rethink outdated workflows. By partnering with technology providers, like NotaryCam, and modernizing their hiring platforms, facilities can create a hiring experience that is not only more efficient—but also more humane. This transformation can:

• Reduce applicant stress and barriers
• Enable faster access to critical talent
• Enhance compliance and document security
• Deliver a better experience for both HR teams and candidates

What was once a cumbersome, paper-laden process is now a streamlined digital journey—one that empowers healthcare facilities to meet staffing demands without sacrificing quality or compliance.

Conclusion

The integration of NotaryCam into the healthcare hiring process isn’t just a minor tech upgrade—it can be a significant leap forward in how medical professionals are screened, verified, and onboarded. For an industry that relies on speed, safety, and trust, this new model can offer a welcome solution to one of the most persistent pain points in the hiring lifecycle. If you haven’t already, be sure to check out, How NotaryCam Is Revolutionizing Background Checks for Healthcare Facilities, where we detail how our direct integration with the State Police could remove bottlenecks and set the stage for this powerful transformation. By continuing to innovate, collaborate, and modernize, we’re helping healthcare institutions build stronger teams—faster and smarter.

Frequently Asked Questions (FAQs)

1. How does NotaryCam integrate with the healthcare hiring process? NotaryCam can streamline the hiring process by allowing candidates to complete the notarization required for background checks digitally and remotely. It integrates directly with healthcare facilities’ applicant portals, and can make it easier for candidates to submit required documents from anywhere at any time. 2. How does NotaryCam help international applicants and USMLE® candidates? For international applicants and USMLE® candidates, NotaryCam can eliminate the need to travel to the United States solely to appear beforea U.S.-based notary in person. Instead, the notarization can occur remotely, without the international applicant leaving their home country, thus reducing the time it takes to obtain the notarization. This can simplify the submission of forms like Form 186 for ECFMG certification, speeding up the process and improving access to opportunities in the U.S. 3. What impact does NotaryCam have on background check processing times for healthcare facilities? NotaryCam can significantly reduce background check processing times by allowing candidates to complete notarizations and document submissions digitally. What typically took days or weeks can now be completed in hours, accelerating the overall hiring process. 4. Can NotaryCam integrate with my application process? Yes, NotaryCam can integrate with your application process and help enable candidates to complete background check notarization directly within your hiring platform. The integration provides on-demand notarization via video conferencing, available 24/7. Documents can be securely submitted and stored, reducing physical paperwork. Real-time updates can help your HR team track progress, supporting a streamlined hiring process and improving efficiency.