Contract Lifecycle Guide: From Application to Contract End

Step 1: Tell your recruiter what you're looking for

• Settings you're interested in (outpatient, SNF, acute, home health)
• Geographic preferences (specific cities, regions, states)
• Timeline (what date can you start?)
• Pay expectations

Step 2: Your recruiter searches for open positions

• They have access to a database of contracts (some exclusive to their agency, some not)
• They filter based on your preferences
• They send you 3-10 options that match

Step 3: You review the options and pick which ones interest you

• You're not applying yet. You're just expressing interest
• Your recruiter gives you more details if needed/desired
• You tell your recruiter to submit you to your positions of interest

Step 4: Your recruiter "submits" you to the facility

• They send your resume, licenses, and profile to the facilities
• Important: Once you're submitted to a facility through one agency, you CANNOT be submitted to that same facility through a different agency. You must to coordinate with your recruiters if you're working with multiple.
• Pro Tip: Pick one or two recruiters that you like and work with them directly. It will save you a ton of time and effort.

Step 5: The facility reviews submissions

• The facility will reach out to candidates directly
• Coordinate with your recruiter how the site can best reach you. 
• Travel therapy assignments are cutthroat. As a new grad you do not want to miss your interview.

Timeline: Application to Interview

• Typical turnaround: 24-72 hours
• Fast-moving facilities: Same day
• Slow facilities: 1-2 weeks (not common) 
• Pro Tip: If you do not hear from a facility within 24-48 hours, message your recruiter to nudge the hiring manager. 

Most facility interviews for travel PT are not like traditional job interviews. They're shorter, more casual, and focused on logistics.

Typical Format:

• Phone or video call (rarely in-person)
• 15-30 minutes long
• 1-2 people from the facility (clinic director, lead PT, HR rep)

What They're Assessing:

• Can you actually do the job? (Previous experience in the setting)
• Are you pleasant to talk to? (Soft skills)
• Do you understand/fit the needs of the assignment? (Pace, population)
• Are you reliable? 

What You Should Be Assessing:

• Is this facility organized and professional?
• Do they seem supportive of travelers?
• Are there red flags in how they talk about the role?

Questions YOU Should Ask

This is your chance to vet the facility. Don't skip this.

• "What does a typical day look like?"
• "What's the patient population?" (age range, diagnoses, acuity)
• "What's the productivity expectation?" (patients per day, units per week)
• "Will I have mentorship or a lead PT I can go to with questions?"
• "Is there documentation time built into the schedule?"

Can you actually do the job? (Previous experience in the setting

• "How many PTs work here? Will I be the only traveler?"
• "What EMR system do you use?"
• "Why is this position open?" (expansion, staff PT left, seasonal need?)
• "Have you had other travelers in this role? How did it go?"

About Support & Onboarding:

• "What does orientation look like?"
• "Will I have a reduced caseload my first week?"
• "Who do I report to if I have questions or concerns?"

Red Flags to Listen For:

• Vague answers about productivity 
• Dismissive of your questions 
• Mentions of "high turnover" without explanation
• Unrealistic expectations ("You'll be fully independent Day 1")

What Happens After the Interview

• Reach out to your recruiter immediately and provide feedback. 
• Let the recruiter know if you would like to accept or decline if an offer is presented

Timeline: Interview to Offer

• Fast facilities: Same day or next day
• Typical: 2-5 days
• Slow facilities: 1-2 weeks

 What Is Credentialing?

Credentialing is the process of verifying that you're qualified and cleared to work at the facility. 

It involves:

• Verifying your PT license
• Background check 
• Drug screen 
• Reference checks (not always needed. Ask your recruiter)
• Education verification
• Immunization records (TB test, flu shot, COVID vaccine, hepatitis B, MMR)
• CPR/BLS certification
• Facility-specific competencies

Who Handles This?

• Your agency and sometimes the facility's compliance team (for facility-specific items)

Timeline:

• Best case: 1-2 weeks
• Typical: 2-4 weeks
• Worst case: 4-8 weeks (if there are issues with licenses, references, or documents)
• Pro Tip: Adjust your application timeline farther out (6-8 weeks) from your start date to account for this on your first contract with a new agency.

Documents You'll Need (Get These Ready beforehand)

Licenses:

• PT license for the state you're working in (must be active before you can be submitted)
• Compact license (if applicable and if the state accepts it)
• Copy of your license (front and back, high-quality scan)

Education:

• DPT diploma or official transcripts
• Sometimes: verification letter from your PT school

Certifications:

• CPR/BLS card (must be current, American Heart Association is standard)
• Any specialty certifications (dry needling, pelvic health, etc.)

Immunizations: 

• TB test (QuantiFERON or PPD skin test—must be within the last year)
• Flu shot (if you're starting during flu season, Sept-March)
• COVID vaccine record (most inpatient/acute facilities still require this)
• Hepatitis B series (or signed declination)
• MMR (measles, mumps, rubella)
• Varicella (chickenpox) or proof of immunity
• Tdap (tetanus, diphtheria, pertussis)

Background & Drug Screen:

• Background check: Your agency will initiate this (you just need to provide info)
• Drug screen: You'll go to a designated lab (you'll work with your agency to schedule)
• Important: Don't use any substances that could cause a failed drug screen. Even legal substances (CBD, certain supplements) can sometimes flag. If you take prescribed medications, disclose this.

References:

• 2-3 professional references (supervisors or clinical instructors)
• Their contact info (name, title, phone, email)
• Give your references a heads-up that they'll be contacted

Skills Checklist:

• Facility-specific form listing clinical skills
• You'll check boxes for skills you're competent in

What If Credentialing Takes Longer Than Expected?

Common Delays:

• License not active yet in that state
• References don't respond (follow up with them proactively)
• Immunization records missing 
• Background check flags something (old address, name mismatch, etc. - usually resolvable)

What Happens:

• Your start date gets pushed back
• You might lose the contract (if the facility needs someone immediately)
• You'll be in limbo waiting

How to Avoid This:

• Start credentialing as soon as you sign the contract
• Have all documents ready before you even apply
• Follow up weekly with your agency on credentialing status

Day 1:

• First day instructions with be sent to you by your recruiter, or the facility on the Thursday or Friday before your start date
• Depending on your agency, your first day is when you enroll in health benefits. 
• Benefit enrollment periods are typically 1-2weeks. Its best to get it done early.

Week 1: 

• This is usually the most challenging for new grads; new facility, new EMR, evals and new patients. 
• Give yourself space to learn and grow into your new role. You will find your stride.

Around half way into your contract, the facility will usually approach you (or your recruiter) about extending.

Why Facilities Offer Extensions

• They like you and don't want to replace you
• Hiring/training new travelers is expensive
• You're already integrated and productive
• They have ongoing staffing needs

Why You Might Want to Extend

• No need to move (saves money and stress)
• You're comfortable with the facility and city
• Pay sometimes increases for extensions (not always, but worth asking)
• Easier than starting over somewhere new