How Does We Care Online Facility Registration Work?
We Care Online facility registration allows a facility representative to register a student for a course, provide the student and facility information, and choose whether to pay immediately or have the facility invoiced.
The most important part is entering the facility representative’s email address during checkout, not the student’s email address.
If you are registering employees for training through We Care Online, this guide walks you through the process from choosing the course through completing registration. You can also browse We Care Online training by state before beginning to make sure you have selected the correct course for your student.
Important: Use the Facility Representative’s Email
When checkout asks for an email address, enter the facility representative’s email address, not the student’s email address. This is one of the most important steps for making sure the registration is set up correctly.
Why Correct Facility Registration Matters
Facilities often register employees for CNA, Medication Aide, Activity Director, Social Services, Health Unit Coordinator, continuing education, and other healthcare training programs.
Because the facility may be registering and paying for the course while the employee is the actual student, the registration process requires information from both parties.
Following the steps in the correct order can help prevent incorrect account information, billing confusion, and problems with a student’s registration.
Before You Start
Have the following information ready before beginning the registration:
- The course your student needs
- The correct state
- The student’s contact information
- Your facility information
- Your facility representative email address
- Whether your facility will pay now or needs to be invoiced
How to Register a Student for a We Care Online Course
Step 1: Open the Correct Course Page
Start by opening the course page for the course your student needs to take.
Before beginning registration, review the course title, state, requirements, and other information shown on the page.
This is especially important for training programs with state specific requirements. Do not continue until you are sure you have selected the correct course.
Step 2: Select Registration Options
On the course page, locate the Registration Options button.
Click Registration Options to continue to the registration choices available for that course.
Step 3: Select Your State and Facility Representative
Next, choose the appropriate state from the drop down menu.
For registration type, select Facility Representative.
After selecting both the correct state and Facility Representative, click Submit.
Quick Check
If you are enrolling an employee on behalf of a nursing facility, assisted living community, healthcare organization, or other employer, your registration type should be Facility Representative.
Step 4: Add the Course to Your Cart
You will now see the available registration options for the course.
Select the course in which you want to enroll your student and add it to your cart.
Before proceeding to checkout, check the course information again and confirm that you have selected the correct course and registration option.
Step 5: Enter the Facility Representative’s Email Address
When you continue to checkout, you will be asked for an email address.
Enter your email address as the facility representative. Do not enter the student’s email address in this field.
After entering the facility representative’s email address, click Next.
Please Do Not Skip This Step
USE THE FACILITY REPRESENTATIVE’S EMAIL ADDRESS, NOT THE STUDENT’S.
Step 6: Enter the Student and Facility Information
Next, complete all required fields using the student’s information.
You will also be asked to provide information about the facility that is registering the student.
Review names, contact information, facility information, and all other required fields carefully before continuing.
During this part of registration, you will also have the option to indicate whether the facility should be invoiced for the registration.
If your facility needs an invoice, make sure you select the appropriate invoicing option before continuing.
Facility Billing Tip
If your organization needs to receive an invoice rather than paying immediately, select the invoicing option during registration. You will also need to choose Pay Later when you reach the payment screen.
Step 7: Choose Your Payment Option
After completing the required registration information, continue to your cart.
You will have two payment options:
- Pay in Full Now: Choose this option when your facility wants to pay for the registration immediately.
- Pay Later: Choose this option when your facility will be invoiced for the registration.
Your payment selection should match the billing option you selected earlier in the registration process.
Which Payment Option Should I Choose?
Paying immediately? Choose Pay in Full Now.
Need an invoice? Choose the invoicing option during registration and then choose Pay Later at checkout.
Step 8: Complete the Registration
If this is the first time you have registered through the We Care Online website, you will be asked to create a password.
Create a secure password and keep it somewhere you can access later so you can return to your account in the future.
When all required information has been completed, follow the final checkout instructions and click Pay Now to finish the registration process.
Registration Complete
Once you have completed the checkout process, your student registration is complete. Taking a few extra moments to check the information before submitting can help ensure the student and facility information are entered correctly.
Three Things Facility Representatives Should Remember
1. Use Your Email Address
The email entered at the beginning of checkout should belong to the facility representative completing the registration, not the student.
2. Check the Student and Facility Information
Make sure names, contact information, state, course selection, and facility details are correct before completing registration.
3. Match the Invoicing and Payment Selections
If the facility needs to be invoiced, select the invoicing option during registration and choose Pay Later at checkout.
Registering Multiple Employees for Healthcare Training
Facility representatives can use the same general process when enrolling employees in We Care Online training.
Before beginning, it can help to have the student information and facility billing information available so you do not have to stop midway through registration.
If you are unsure which course your employee needs, start with our Healthcare Training Programs by State page. Because requirements can differ by state and course, always review the individual course page before registering.
Registering Several Employees?
Gather each student’s information before you begin. Having names, contact information, course selections, facility billing details, and payment preferences ready can make the registration process much smoother.
Frequently Asked Questions About Facility Registration
What email address should I use when registering an employee?
Use the facility representative’s email address when checkout asks for an email. Do not use the student’s email address in this field.
Can We Care Online invoice my facility?
Yes. During registration, indicate that your facility should be invoiced. When you reach the payment options, select Pay Later.
What should I choose for registration type?
If you are registering an employee on behalf of your organization, choose Facility Representative as the registration type.
Should I choose Pay in Full Now or Pay Later?
Choose Pay in Full Now if your facility wants to pay immediately. Choose Pay Later if your facility will be invoiced.
What if I am not sure which course to register my employee for?
Review the course information carefully before registering. You can also browse training programs by state or visit the We Care Online Frequently Asked Questions page for additional information.
Ready to Register Your Student?
Start by finding the correct course, choose Facility Representative, use your facility representative email address, enter the student and facility information carefully, and select the payment option that matches how your facility will pay.
Need to find the right course? Explore We Care Online training programs by state.
If you still have questions about registration or facility billing, visit our Frequently Asked Questions page for additional assistance.