Let Us Do The Chasing: A Deep Dive into Automated Reference Chasing

The never-ending chase

Ask any care manager what takes up more time than it should, and reference chasing will be near the top of the list. It’s one of those unavoidable but exhausting admin tasks, essential for safer recruitment and compliance, but a process that can easily drag on for days or even weeks.

Each new hire can require multiple references, forms, and follow-ups. And because those references often come from busy care professionals themselves, responses can take time. Managers find themselves juggling phone calls, chasing unanswered emails, updating spreadsheets, and trying to keep everything logged correctly.

The result? Hours lost every week, slower onboarding, frustrated candidates, and unnecessary compliance risk.

In a sector already under immense pressure, with staffing gaps, CQC inspections, and safeguarding responsibilities all demanding attention, reference chasing can become the admin straw that breaks the camel’s back.

Why references matter — and why they’re a burden

Getting references right isn’t just about ticking a box. It’s a key part of safer recruitment. A thorough, timely reference can confirm experience, highlight patterns, and ultimately protect the people you care for.

But even with the best intentions, the manual process is fraught with problems:

• Delays in responses mean new starters can’t begin when planned.
• Human error can creep in — missing forms, incomplete questions, or inconsistent data.
• Compliance risks rise when paperwork isn’t logged correctly or stored securely.
• Managers lose valuable time chasing what feels like a never-ending paper trail.

In short: it’s an essential step, but one that’s crying out for automation.

Enter Orta: let us do the chasing

Orta’s automated reference chasing transforms what was once a manual, time-consuming process into something smooth, simple, and fully trackable.

It’s part of our wider onboarding and compliance platform, designed specifically for care providers. That means every feature — from IDVT checks to DBS integrations — works seamlessly to keep your service compliant, efficient, and inspection-ready.

How it works

1. Set it up once, and you’re ready to go
   Within Orta, you can tailor your reference request templates to suit your organisation’s needs. Choose which questions to ask, set your timeframes, and select the reference period you need — six months, twelve months, or more. Once set, it’s ready to use across all candidates.
2. Send requests automatically
   When a candidate reaches the reference stage, Orta automatically sends out the requests to their referees. There’s no need to draft separate emails or check who’s been contacted — the system takes care of it instantly.
3. Smart reminders that do the chasing for you
   Orta tracks every pending request and sends polite, automated reminders to referees who haven’t yet responded. This simple feature saves hours of follow-up time, keeping your onboarding on track without a single extra click.
4. Clear visibility, every step of the way
   You’ll have full oversight of what’s outstanding, what’s complete, and what needs your attention — all from one clean dashboard. The system flags missing information and updates candidate profiles the moment references are received.
5. Secure storage and compliance built in
   Every completed reference is stored automatically within the candidate’s digital file, along with timestamps and audit trails. No lost paperwork, no confusion, no stress when inspection day comes.

The impact: faster hiring, stronger compliance

Automated reference chasing is about more than convenience. It changes the pace and confidence of your entire recruitment process.

Faster onboarding

When references come in quickly, you can move candidates from “offer” to “ready to work” in days rather than weeks. That means rota gaps close faster, managers spend less time waiting, and services stay safely staffed.

Consistent compliance

With everything tracked and stored digitally, nothing slips through the cracks. You can show evidence of safer recruitment instantly, whether for internal audits, CQC inspections, or new contract tenders.

Less admin, more care

On average, care providers using Orta save several hours per week per site on manual onboarding tasks. That’s time that can be reinvested into supervision, support, and the day-to-day running of services.

A smoother candidate experience

Candidates don’t like waiting either. A slick, transparent onboarding process reflects well on your organisation, reduces dropout rates, and helps you secure the best talent faster.

Automation that fits your world

The care sector isn’t like any other. Compliance standards are strict, staffing demands are constant, and the human impact of every decision is real. That’s why Orta’s automation isn’t generic — it’s built around the specific needs of care.

Our automated reference chasing works hand-in-hand with:

• Integrated DBS processing via Ucheck
• IDVT Right-to-Work verification
• Automatic document expiry tracking (60-, 30-, and 0-day alerts)
• Electronic signatures and contracts
• Live communication tools so you can message candidates directly within Orta

Together, these features form a complete, compliant onboarding ecosystem — one that removes friction, reduces risk, and helps you focus on what really matters: people.

The proof’s in the pudding

Providers already using Orta’s automated reference chasing report faster turnaround times, fewer errors, and much calmer onboarding. Managers describe it as “a genuine time-saver” and “the best system on the market for care recruitment.”

When recruitment and compliance processes run smoothly, teams feel the difference. Managers aren’t bogged down by admin; staff feel supported and informed; and services stay consistently safe and well-staffed.

The future of safer recruitment

Automation doesn’t replace people — it empowers them. By removing repetitive, manual tasks, Orta helps care managers do more of the work that really matters: leading teams, supporting staff, and delivering exceptional care.

With every process tracked, every reference verified, and every candidate file audit-ready, you can face inspections with confidence and fill rotas without delay.

Ready to stop chasing and start progressing?

Let Orta handle the admin while you handle the care.

Book your free demo today at www.ortagroup.co.uk or call 0333 880 1626 to speak with our friendly team.

We’ll show you how automated reference chasing — alongside Orta’s onboarding and compliance tools — can save hours, strengthen your processes, and keep your service inspection-ready every single day.

Safe staffing. Every shift. Every time.