The business
A home care agency sends caregivers to clients’ homes for scheduled visits. Every visit has to be recorded, matched to the schedule, and reported to the payer in a specific format.
The work happens at the client’s home, on a phone, and the office has to be able to trust the record later.
The problem
The agency was paying for visit verification per caregiver, per month. The cost rose with every hire, and the system still did not fit how the agency ran.
Underneath the pricing, the real risk was the record. If a visit cannot be proved later, it cannot be billed. A missed export is a cash flow problem, not an inconvenience.
Why a product did not fit
We look at configuration before code, because configuration is cheaper. Here the price rose with headcount, and the visit itself had to follow rules this agency already used.
The deciding factor was the record: check in, the exception, and the export had to match how the agency worked. That is the part a product could not be configured into.
Everything else was negotiable.
What we’re building
A custom WordPress plugin that runs inside the agency’s own site. Caregivers use a phone app served from that site. Office staff use screens in the admin. There is no second platform and no per seat licence.
Caregivers are not WordPress users. They sign in with a staff code and a 6-digit PIN, and confirm the PIN again to clock in and out. Office and admin roles can open the EVV screens, but neither can manage plugins or users.
The plugin loads no CDN, third-party font, or analytics. Visit data stays in the agency’s own database.
How a visit flows
Caregivers clock in and out from a phone. With no signal, the visit is saved on the phone and uploads when it is back online. A missing location never blocks a clock in. It is saved and marked for review.
The office works from a live board and a review queue that states each reason in plain language. A manual visit or a time edit needs a reason code and a written justification, and the original electronic record is kept.
Approved visits become claim lines. Validation errors block the billing file. Warnings do not. Each file is stored with a checksum.
Built for an audit
Records are deactivated, never deleted. When a value changes, the earlier value is kept beside it. An admin can put a visit on legal hold, and the office cannot clear it.
Retention follows a six-year rule. For a review, the office can pull an audit packet for one visit, or a monthly archive with a checksum. Neither removes anything.
Reports the office needs
One reports screen filters by date, client, caregiver, service, contract, and visit status, and groups by up to two of them. Time shows as hours, hh:mm, or billing units.
Saved views cover billing by client, timesheets by caregiver, payroll hours, cap usage, exceptions, and six years of claim lines. Each exports to CSV or PDF.
Where it stands
The system is in development and not live yet. We will add results to this page once the agency is running on it.
The rules that cost money when they are wrong have automated tests: claim rules, the billing file, export checks, and the offline clock in and out on the phone.
Have a process software has never fit?
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