Plan the day
Drag-and-drop scheduling Move visits when plans change Route optimization Each day in an efficient orderIn the field
GPS check-in & EVV Verified check-in at the home Caregiver app The whole day on their phone AI note taking New Talk through the visit, then signBack office
Timesheets & QuickBooks Coming soon Verified hours to payroll and billing HIPAA & compliance Records handled to HIPAA standards
Daily scheduling
Call-out coverage finder New Who can cover without overtime Overtime calculator Weekly and daily OT EVV visit checker New Will this visit get paid? 15-minute unit converter Minutes, units and hoursResources
Guides on scheduling, EVV, compliance, payroll and growing a home care agency, written for the people who run them.
Authorizations
What Medicaid pays home care agencies per hour for personal care, by state: how rates are set, 15-minute units, fee-for-service vs managed care, what caregivers actually earn from it, and the 80/20 rule. With a state table and a margin calculator.
Scheduling
How to pick scheduling software for an agency under 25 caregivers: the must-haves, EVV and payroll record rules, pricing traps and vendor questions.
Compliance
Since 2015, home care agencies must pay caregivers overtime after 40 hours in a workweek. How the rule works, what counts as hours worked, and which states add daily overtime.
Operations
Build your private-pay hourly rate from caregiver wage, payroll burden, unpaid-but-paid time, overhead and margin. Worked example and national benchmarks.
Recruiting
Post where caregivers already look, call back the same day, hire within a week, and keep new hires with steady hours. The numbers behind each step.
Scheduling
Schedule recurring visits first, then backups, geography and a 40-hour check, then post open shifts. A repeatable weekly process with the overtime math.
General
Ten steps to open a non-medical home care agency, from services and state licensing to insurance, hiring, payers, systems and first clients, with real fees.
Workforce
What replacing a caregiver costs, line by line with labeled assumptions, why 75% turnover means 19 hires a year for a 25-caregiver agency, and what reduces it.
Operations
A small agency needs scheduling, GPS check-in, timesheets, payroll export and invoicing in one tool, set up in days with no add-on fees. What to prioritize and skip.
EVV
Start with your state's EVV model. Then compare caregiver experience, exception handling, aggregator connection and whether EVV feeds payroll.
Operations
How home care agencies are valued, how buyers finance a purchase with SBA loans, and the license and Medicaid steps a change of ownership triggers.
Compliance
DOL plans to let agencies use the companionship and live-in exemptions again. In states whose own law requires overtime for home care workers, nothing changes. How to check yours.
Operations
Published prices run from free on a general workforce app to flat tiers like $199 for up to 10 caregivers; many vendors only quote. How to compare total cost.
Compliance
WA Cares benefits began July 1, 2026. Home care agencies must register to get paid. The three-step process, what services count and what to prepare.
Compliance
State program integrity units, Medicaid Fraud Control Units, MCOs and federal contractors all audit home care claims. The findings that cost agencies most, and a prep checklist.
Compliance
Provider tax limits from October 2027, state-directed payment caps from 2028 and new rate transparency rules will move Medicaid home care rates. Where to look in your state.
Compliance
From January 1, 2027, many Medicaid adults 19 to 64 must show 80 hours a month of work. Paid caregiving counts. Exemptions, proof and a free hours letter template.
Workforce
Caregivers who work over 40 hours a week can deduct part of their overtime pay for 2026. Look for box 12, code TT on your W-2. Here is what it means and what to do.
Operations
From 2026 W-2s, agencies must report each caregiver's qualified overtime (the half-time premium only) in box 12, code TT. How to calculate it and what to check before January.
Compliance
A living page of every state minimum wage, home care wage floor and Medicaid personal care rate change taking effect around January 1, 2027, updated monthly, with the notice deadline for private-pay rate letters.
Compliance
What the One Big Beautiful Bill Act's Medicaid provisions mean for home care agencies and their caregivers: six-month eligibility redeterminations, community engagement (work) requirements that affect direct care workers who are themselves on Medicaid, and the retroactive coverage limit from January 1, 2027. With a client redetermination checklist and a caregiver guidance sheet.
Compliance
Fifteen states raise their minimum wage on January 1, 2027, from Montana's $11.20 to Washington's $17.73, and New York raises its home care aide minimum. The new rates, and what each increase does to your bill rate.
Operations
Bill rate = loaded wage plus overhead, divided by one minus your margin. The formula, a quick table by wage, the payroll taxes behind it, and where shortcuts mislead.
Operations
Nine steps before January 1, 2027: find your new wage floor, update payroll, recheck overtime and payroll taxes, rerun your bill rate, check payer rates and give private-pay clients notice in time.
Compliance
From January 1, 2027, New York home care aides must be paid at least $20.00 an hour in New York City, Long Island and Westchester and $19.00 in the rest of the state, even though the general minimum wage doesn't change.
Operations
Raise private-pay rates when costs rise, give at least 30 days' written notice (60 in Connecticut), explain the reason in one sentence. Sample letter included.
Compliance
CMS-2442-F gives providers six years to put 80% of Medicaid HCBS payments into worker compensation. Here's what changes now versus what changes in 2030.
Scheduling
Three ways to staff a 24/7 client, how many paid hours each one costs, when sleep time can legally be excluded, and which pattern fits which client.
Scheduling
Record which ADLs the caregiver helped with, how much help the client needed, what was refused and any change in condition, using the same scale every visit.
Compliance
In most states, yes. Caregivers must report suspected abuse, neglect or exploitation of older or dependent adults to Adult Protective Services. What to report, how fast, and what agencies should train.
EVV
CMS says EVV does not apply when caregiver and client live together, but states may still require it. Which states exempt, what to prove, what to keep.
Authorizations
Join the VA Community Care Network through Optum or TriWest, or sign a Veterans Care Agreement, to deliver Homemaker and Home Health Aide care to veterans.
