Reach out to clients and caregivers
to build a caring community

Mobile devices and computers open the door to digital communication.
CareWhen helps you reduce your dependence on the phone.

User Portals

Clients and caregivers can view their own schedule, etc. by logging into CareWhen. You, as the agency manager, have comple control over who has access and what they see.

Clients appreciate the freedom to check their schedule at any time, even when the agency office is losed.

Caregiver Mobile App

The caregiver mobile app is intended for field use by caregivers. Using an Apple or Android smartphone, caregivers can check their schedule, get messages, clock in/out from client's home, and more. The rich features of the caregiver app can be viewed in the following video.

View caregiver portal video
NOTE: The video actually describes an earlier version of the app which did not include GPS location sensing. The current version does.

Texting and Voice Mail

Since almost everyone has a cell phone these days, texting becomes a convenient way to communicate. Many CareWhen functions support the texting option.

  • While assigning a visit, you can simultaneously text several qualified caregivers to find out who is available. This is a great time saver in emergencies.
  • You can ask ClockWork to notify you when a caregiver is late for her visit.

Voice mail is another communication option. It works for everyone, whether or not they own a cell phone. You can record notices and reminders for your employees, for example. Or, when caregivers in the field have something to tell you, they can leave you a voice message.

Here are some reasons why voice mail works better than phone calls.

  • Recipients are not interrupted. They can listen to their messages when convenient.
  • There is never a busy signal. So, calls don't get forgotten.
  • You can address a message to multiple recipients, saving the trouble of placing multiple calls.
  • You can find out whether or not a particular message has been picked up.
  • You can save, or transcribe, important messages.

User Access Management

Empower clients and employees with information on a need-to-know basis by giving them access to CareWhen. CareWhen gives you full control over who can access the software, and what they can see.

CareWhen requires a valid User Name and Password to log into the software. Only the system administrator can assign user names, allowing you to grant/deny access as you see fit. Passwords are also assigned by the system administrator, who can change them as needed to maintain access control.

Clients and caregivers can view only their own information. Your office staff, on the other hand, can view and edit other people's information according to their job needs. The scope is controlled through user roles. User roles reflect your agency's organization and job descriptions. Here are some examples: scheduler, accountant, HR manager.

Online Tutorials

Caregivers and clients will find CareWhen easy to use. But, given its extensive capabilities, the office staff will need to refresh their CareWhen knowledge from time to time. The tutorials fill that need.

When you first subscribe, we will help you, via the phone, to get started with CareWhen. The tutorials will keep you going strong afterwards.

  • Master advanced features.
  • Get tips and tricks.
  • Brush up on infrequently used tasks.
  • Train new users.
  • Learn what you need, when you need it.

We have worked with many successful home care agencies, and trained many software users, since the 1990s. All our experience has been distilled into CareWhen video tutorials. The subject matter is divided into short presentations that answer three basic questions: what, why, and how.

  • WHAT – the task being taught
  • WHY – the benefit you can expect
  • HOW – step-by-step walk through