Home care agency software for your office and caregivers
Run the office side of private home care with a connected record of planned visits, delivered care, completed hours and client invoices.
Organize the handoffs that run an agency
An agency does not run on scheduling alone. Intake creates a client record and a service agreement. The office turns that agreement into a weekly pattern. A caregiver delivers the visit and records time, tasks and notes. Someone then checks the hours before invoicing the client or preparing pay information. Home care agency software is useful when these handoffs remain connected and understandable.
Start by assigning ownership to each handoff. Decide who records changes to client hours, who reviews the next week, who checks missing clock outs and who approves information for invoicing. These can be the same person in a small office. The important point is that a missed step has a clear owner rather than becoming a message that everyone assumes someone else handled.
Keep a usable client record
A client record should support care delivery and office work without turning into a collection of unrelated details. Record the person's preferred visit pattern, relevant care needs and the bill rate agreed for private pay services. Describe tasks in plain language that a caregiver can act on. Review the care plan when needs change rather than relying on a note buried in an earlier visit.
Be deliberate about access to personal information. An agency controls the client data it enters, and Aides processes that data on its behalf. Give office staff and caregivers access appropriate to their work. Growth adds roles and permissions and an audit log. These tools support your agency's procedures, but they do not replace decisions about who should see a care record or how staff should handle it.
Make the weekly schedule a shared reference
Use home care scheduling software to translate the service agreement into recurring weekly visits. Review caregiver skills and availability before confirming coverage. A change in weekly hours should lead to a review of visit lengths, continuity and workload, rather than simply making the calendar look full. Compare each client total with the agreed care requirement.
The office and caregivers need the same understanding of the visit, even when they use different views. The office looks across the week. A caregiver needs to understand the assigned visit and its care tasks. The home care app gives caregivers a phone browser workflow for clock in, clock out, task checklists and notes, with no native app store installation claim.
A practical office review also considers travel and handoffs. Aides does not optimize routes. Check that caregivers can reach consecutive visits and that replacement caregivers have the care plan information they need. Software can make assignments visible, while the agency remains responsible for making those assignments workable for the people delivering care.
Review completed work before money moves
Scheduled time is an expectation. Recorded time is a source for review. Compare the two when a visit starts late, ends early or has an incomplete record. Read relevant notes to understand an exception. A location point at clock in or clock out adds context to that event, but it does not prove continuous attendance or verify the quality of every care task.
Use home care billing software for private pay invoices based on completed visits and client bill rates. Review the service period and hours before sending an invoice. Keep the pay workflow separate. Caregiver pay rates can differ from client bill rates, and payroll preparation may need compensable travel or other work that is not a billable client visit.
Agency and Growth include caregiver payroll export as CSV and overtime alerts. The export supports your payroll provider. Aides does not run payroll, withhold taxes or send wages. Decide who reviews the export, who enters other payable work and who confirms the payroll provider accepted the final data. An exported file is a handoff, rather than the end of your payroll responsibilities.
Choose limits around your actual office
Aides plans use monthly client limits and office user limits. Caregivers are unlimited on every plan. A client counts when they have at least one visit scheduled in your billing month. This means the useful planning question is how many clients your agency schedules during that month, rather than how many old names remain in an archive.
Starter includes scheduling, the caregiver web app, care plans and notes, hours reports and client invoices. Agency adds payroll CSV export and overtime alerts. Growth adds EVV data export, roles and permissions and an audit log. Compare the home care software pricing with the number of clients and office staff who will use the workflow, then choose the additional controls your office needs.
Introduce the workflow with a deliberate review
Before moving real care records, agree on naming conventions and a process for updating availability. Set a review routine for incomplete visits and for hours that do not match the schedule. Explain to caregivers when location is captured and how to record useful notes. Give the office a clear place to resolve questions before an invoice or payroll file is prepared.
The public scheduling demo is a practical way to discuss constraints with your office team. It uses examples rather than agency data and runs inside the browser. Change a caregiver day or client hour requirement and inspect which visits remain uncovered. That exercise can help your team distinguish a missing skill from a lack of capacity before building its own real week.
Questions about home care agency software
Is Aides intended for a private home care agency?
Yes. Aides focuses on private, non medical and private duty home care agency workflows, including visits, care records, hours and private pay invoices.
Are caregivers counted as office users?
Caregivers are unlimited on every plan. Office user limits are separate and depend on the plan you choose.
Does Aides replace my payroll provider?
No. Agency and Growth export hours and pay calculations as CSV for your payroll provider. Payroll processing and tax payments remain outside Aides.
Which plan adds access controls and history?
Growth includes roles and permissions and an audit log, alongside the shared visit and billing features.
Can I test the scheduling approach before creating an account?
Yes. The homepage demo builds a real example schedule in your browser using editable client hours and caregiver availability.
Bring your next week into focus
Use the home care scheduling demo with example clients and caregivers, then compare home care software pricing. Create your agency account to organize your own visits, care records and completed hours.