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
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Scheduling
Set one series per client pattern, change single visits as exceptions, end series with authorizations, and review holidays a month ahead. Rules, examples and a holiday table.
Operations
Prevent most of it with a signed agreement, deposit and autopay. Then remind at 3 days, call at 7, send written notice at 14, and never stop care abruptly.
Scheduling
Offer the shift to the client's backup first, then to nearby qualified caregivers under 40 hours, all at once, with time, area, tasks and pay in the message.
General
Call your AAA, ask how it buys in-home services, and apply at its next procurement. What AAAs fund, what they require, and how to stay on the list.
Recruiting
A seven-day caregiver hiring process: same-day reply, 24-hour phone screen, interview by day 3, conditional offer, background check and I-9 on time, shadow shift by day 7.
Authorizations
Track units remaining, the end date and the service code for every client, and check them before each schedule change. Hours over the cap are unbillable.
General
Fill the hands-on hours each partner cannot bill for, start within 24 hours, report back, and never pay for a referral. What each partner needs from you.
Scheduling
Plan holidays 6 weeks out, pay a premium that is written into your rates, rotate the big three fairly, and build a weekend crew that wants weekends.
EVV
Four steps over two to four weeks: load verified addresses and app logins, train each caregiver, run one parallel week, then run payroll from check-ins.
General
AI answers draw on the pages Google already indexes. Keep a complete Business Profile, publish plain answers on cost and start time, and earn honest reviews.
EVV
Keep EVV visit records at least six years in most cases. State Medicaid rules usually run six years from payment, FLSA requires three, and audits extend the clock.
Compliance
Payroll 3 years, time records 2, HIPAA documentation 6, tax records 4, and client and Medicaid records 6 to 10 years by state. One schedule covers them all.
Compliance
Plan on 2 to 6 months in most licensing states. Statutory review clocks are 60 to 90 days, but they start only when your application is complete.
Scheduling
Divide weekly client hours by target hours per caregiver and add a 10 to 20% buffer. A 40-hour client needs two trained caregivers; a 24/7 client needs five or six.
Operations
Break-even for a home care agency is a weekly-hours number, not a client count. The formula, a worked example with labeled assumptions, and what moves it.
Authorizations
To bill Medicaid for home care you need a state license, a Type 2 NPI, state Medicaid enrollment and screening, waiver or managed care contracts, EVV and authorizations.
Operations
Most long-term care policies reimburse the client, not the agency. How benefit triggers, elimination periods and assignment of benefits work, and what to send the insurer.
General
Most home care clients come from referral sources, online search and current families. What each costs, how to get on referral lists, and how to turn inquiry calls into starts.
Compliance
Surveyors check client files, caregiver files, visit records, incident logs and policies against your state's rules. Audit a sample of files, fix gaps, and make records fast to pull.
Operations
A weekly caregiver payroll process for QuickBooks: lock the period, review hours, calculate overtime and travel, approve, export, and keep the records the FLSA requires.
Scheduling
A good visit note records what care was given, how the client was and what changed, in plain facts, the same day. Examples of weak and strong notes and the rules behind them.
Authorizations
IHSS is consumer-directed: the recipient hires the provider and the state pays. Agencies mostly serve IHSS clients with private-pay hours, plus contract mode in a few counties.
Compliance
What counts as an incident in home care, what to write down, who to notify and how fast, with a one-page incident report template agencies can copy.
Operations
Build a live-in daily rate from the hours you actually pay: a 24-hour shift minus excludable sleep and meals, plus burden, overtime risk, overhead and margin.
