Home Care Agency OS

Field-verified home-care operations — scheduling, EVV, compliance, and a family portal.

Run the whole agency from one system — schedulers dispatch visits on a live day-board, caregivers check in and out in the field with EVV, HR keeps every credential current with automated expiry ladders, timesheets build themselves from verified visits, and families follow their loved one's care from a portal.

Built for home-care agencies running the whole loop — schedule it, deliver it, verify it, bill it — without whiteboards and phone tag.

Your schedulers can

• Dispatch and reassign visits on a live day-board and see coverage gaps immediately
• Catch missed visits the moment they happen — a scheduled sweep flags them automatically

Your caregivers can

• Open a mobile "my day" of their own visits
• Check in and out at the door with EVV time-stamping
• Work the care plan's tasks and leave visit notes on the spot

Your HR team can

• Run the hiring pipeline and track every caregiver credential
• Rely on automated expiry ladders so no one works a visit on a lapsed credential

Families can

• Log in to their own portal and see visit updates for their loved one — no phone tag with the office

And underneath

Timesheets generate from verified visits, incidents and feedback get captured where they happen, and scheduled sweeps — missed visits, reauthorizations, plan reviews, overdue checklists — keep governance running without anyone remembering. Role-scoped access for Scheduler, HR, Caregiver, and Family is enforced by row-level security throughout.

What's included

• 7 user roles: Agency Admin, Scheduler, HR / Compliance, Caregiver, Patient / Family, Applicant, Super Admin
• 14 data tables: Caregivers, Patients, Cases, Visits, EVV Exceptions, Care Plans, Credentials, Timesheets
• 36 workflows: Missed-visit sweep, credential expiry ladder, reminder + confirmation sweep, timesheet generation
• 20 email templates: Shift, credential, compliance, timesheet and family notices
• 8 AI agents: Shift-Fill Assistant, Compliance Watchdog, Family Summary Agent, Care Companion, Caregiver Helper
• Sample data: Demo users for every role + seeded visits, caregivers and clients — optional at install
• Security: Row-level security across all tables

Data tables (14)

• Agencies — Each agency running on the system, with its contact details, licensing paperwork and primary contact, and the tenant every other record is scoped to so agencies never see each other's data.
• Caregivers — Every caregiver on your roster, from applicant to active staff, with their skills, pay rate, compliance hold status and the portal login they use in the field.
• Availability Blocks — The recurring days and hours each caregiver can work, used by schedulers and the open-shift broadcast to offer shifts only to caregivers who are actually free.
• Patients — The clients you care for, with their address, service needs, assigned caregivers and the family member who follows their care from the portal.
• Cases — Each client's authorization: the service type, approved hours, start and end dates and the primary caregiver, so scheduling stays inside what the payer approved.
• Visits — The heart of the day-board: every scheduled shift with its caregiver, EVV check-in and check-out stamps, confirmation status, tasks done and client signature.
• EVV Exceptions — Requests to correct a clock-in or clock-out that went wrong, kept separate from the original stamps so a scheduler can approve a fix without rewriting history.
• Care Plans — The plan of care for each client: goals, tasks caregivers work through on every visit, and review dates so nothing drifts out of date.
• Credentials — Licenses, certifications, background checks and training on file for each caregiver, with expiration dates that drive the automated expiry warnings and holds.
• Compliance Checklists — Onboarding and compliance checklists opened for each caregiver, with due dates and progress that the overdue sweep watches so HR always sees what is still outstanding.
• Timesheets — Pay-period timesheets built from verified visits, with hours, gross pay and an approval trail so payroll starts from EVV-backed numbers.
• Notes — Visit notes caregivers write on the spot, linked to the visit, patient and author, with attachments and a flag for anything that needs the office's attention.
• Feedback — Compliments, complaints and incident reports from families and staff, linked to the patient and visit they concern and tracked from submission through to whoever resolved them.
• Audit Log — Append-only record of who changed what and when across the agency's data, kept without raw client details for compliance review and never edited by hand.

User roles (7)

• Agency Admin — Runs the agency day to day: full access to staff, clients, schedules and billing within their own agency, plus the audit log.
• HR / Compliance — Owns hiring and compliance: reviews applications, runs background checks, keeps credentials and checklists current, and sees the caregiver details schedulers cannot.
• Scheduler — Builds and repairs the schedule: assigns and reassigns visits on the day-board, approves EVV corrections and signs off timesheets, without access to caregiver pay or SSN data.
• Caregiver — The mobile field view: caregivers see only their own shifts, check in and out, complete care-plan tasks, leave notes, upload credentials and claim open shifts.
• Patient / Family — A family login scoped to one loved one: upcoming visits, plain-language visit summaries and a place to leave feedback, with no clinical detail exposed.
• Applicant — A public applicant who fills in the caregiver application form without an account; their record enters the HR pipeline the moment they submit.
• Super Admin — The template owner's seat: provisions new agencies, supports tenants across the platform, and cannot be granted by an agency admin.

Workflows (36)

• W5 Note denorm — When a caregiver saves a visit note, the agency, patient and author are filled in automatically from the visit so the note is filed and secured correctly without extra typing.
• W9 EVV Exception intake — When a caregiver asks for a clock-in or clock-out correction, the original stamps are locked, the request is queued for review and the caregiver gets an acknowledgement.
• W6 Credential denorm — Every new credential is tagged to the caregiver's agency the moment it is filed, so HR reports and role-scoped access work without anyone choosing the agency by hand.
• W1 Visit denorm + assignment fan-out — When a visit is scheduled, it inherits the agency, patient and service type from the case, and the caregiver is granted access to that patient's record and care plans for their mobile day.
• W2 Visit reassignment — When a visit moves to a different caregiver, the new caregiver is given access to the patient's record and care plans so they can see what they need before the shift.
• W3 Care Plan denorm — A new care plan is filed under the patient's agency and shared with the case's primary caregiver automatically, so it is visible in the field from day one.
• W4 Case primary caregiver change — When a case gets a new primary caregiver, they are added to the patient's care team and its care plans so a change of ownership never leaves a caregiver locked out.
• W7 Checklist denorm — Files each new compliance checklist under the caregiver's agency automatically so HR sees it in the right office and the access rules apply.
• W10 Availability Block denorm — Tags each availability block a caregiver enters to their agency so schedulers only ever see the availability of their own staff.
• W11 Feedback denorm — Routes new feedback to the right agency based on the patient it concerns, so the office that delivers the care is the one that sees and resolves it.
• W12 Application submitted — The moment someone applies, they land in the hiring pipeline, get a confirmation email, and HR is told there is a new application to review.
• W13 Background check initiated — When HR starts a background check, the screening is marked pending and an onboarding checklist opens so nothing about the new hire falls through the cracks.
• W14 Caregiver approved — Approving a hire records the start date, creates their caregiver portal login automatically and emails them their invite.
• W15 Assignment compliance gate — Stops a shift being assigned to a caregiver on compliance hold; otherwise it emails them the new shift details.
• W17 Check-in — The moment a caregiver checks in at the door, the visit flips to In Progress so the day-board shows who is on site in real time.
• W18 Check-out — When the caregiver checks out, the visit is marked complete with its EVV stamps, ready to feed the timesheet at the end of the pay period.
• W19 Missed-visit sweep — Every hour, catches scheduled visits where nobody checked in, marks them missed and alerts the office so someone can call the client and re-cover the shift.
• W20 Open-shift broadcast — When a shift is flipped to Open, it is unassigned and offered to every qualified, available caregiver in the agency who is under 40 hours.
• W21 Open-shift claim (first-accept) — First caregiver to claim an open shift gets it; they are assigned and confirmed, and anyone who claimed after is told it has already been filled.
• W16 Reminder + confirmation sweep — Hourly, reminds caregivers about shifts in the next 24 hours and warns the scheduler about any shift still unconfirmed close to start time.

Email templates (20)

• E1 Application Received
• E2 Application Confirmation
• E3 Caregiver Account Invite
• E4 Shift Assigned
• E5 Shift Reminder
• E6 Shift Unconfirmed Alert
• E7 Missed Visit Alert
• E8 Open Shift Offer
• E9 Open Shift Claim Result
• E10 Overtime Warning
• E11 Authorization Hours Warning
• E12 EVV Exception Update
• E13 Credential Expiring / Recheck Due
• E14 Credential Expired - Scheduling Blocked
• E15 Checklist Overdue
• E16 Reauthorization Due
• E17 Timesheet Ready for Review
• E18 Timesheet Approved
• E19 Agency Welcome
• E20 Visit Update (Family)

AI agents (8)

• A1 Shift-Fill Assistant — Suggests the best caregivers for an unfilled shift based on skills, availability, hours and compliance, leaving the final assignment to the scheduler.
• A2 Compliance Watchdog — Drafts a weekly digest for HR of expiring credentials, overdue checklists and caregivers on hold, so remediation starts before anything blocks a shift.
• A3 Visit Note & Family Summary Agent — Turns caregiver visit notes into a family-friendly summary and flags anything that reads like an incident, with PHI protections built in.
• A4 Applicant Screener (v2 - not enabled) — A planned screener that gives HR an advisory fit score for new applicants; it never rejects anyone and is switched off in this version.
• Scheduling Assistant — A chat assistant for schedulers: ask about open shifts, who is available and EVV status without digging through the day-board.
• Compliance Assistant — A chat assistant for HR: ask which credentials are expiring, who is on hold and where onboarding stands.
• Care Companion — A chat companion for families that answers questions about upcoming visits and recent care for their loved one, within what they are allowed to see.
• Caregiver Helper — A pocket assistant for caregivers: check today's schedule, upcoming shifts and which of your credentials need renewing.

Categories: Operations, Healthcare, Field Service, Scheduling, HR & Recruiting