Provide care as promised
on every visit, without fail

Accurate scheduling, together with visit verification,
is your key to home care success.

NOTE: The basic CareWhen solution includes all of the capabilities described here.

Care Plans

Care Plans allow you to define tasks to be completed by the caregiver for a particular client or service offering. Caregivers can view tasks associated with every visit, and report on their completion when the visit ends. Thus, care plans facilitate highly customized care, with close supervision.

Smart Scheduling

Finding the right caregiver for a given shift becomes automatic with CareWhen's smart scheduling. The software takes every possible factor into consideration and recommends suitable caregivers. The following video explains how.

View smart scheduling video

Geographic Zones

Zones are a way to segment your market by geography. If your agency serves a large area, you will really benefit from zones.

To implement zones, divide your service area into numbered zones. Next, add zone numbers to home addresses in client and caregiver records. Now you are ready to start using zones.

  • While assigning visits, CareWhen will identify caregivers who live in the same or a nearby zone to the client. If you select a caregiver from that list, you can be sure that she won't have far to drive.
  • CareWhen can report visits by zone number for billing, payroll, and other management purposes. Thus, if your agency has two or more offices, you can track the activity of each office through a common CareWhen subscription.

Full-Cycle Notification

CareWhen uses texting to communicate with those of your caregivers who happen to own cell phones. It saves time spent on the phone for everybody, plus eliminates telephone-tag. The following video explains how quickly and easily you can reassign a visit, thanks to full-cycle notification.

View full-cycle notification video

Electronic Visit Verification with GPS

Every home-care agency can benefit from ClockWork™—the industry's leading electronic visit verification software—which now supports smartphones and GPS location detection.

Home care agencies have relied on ClockWork for almost 15 years to:

  • find out when caregivers arrive and leave client's home.
  • take corrective action when a caregiver is late.
  • receive reports of tasks completed (or refused by the client).
  • Eliminate timesheet collection and data entry.
  • bill home care clients, and pay caregivers, promptly and accurately.
  • meet State Medicaid Waiver requirements.
  • reconcile State payments with amounts claimed.

ClockWork is extremely cost effective for small and large agencies alike. It pays for itself many times over in client satisfaction, labor savings, and quality reputation.

ClockWork Task Reporting

Task reporting is a feature of ClockWork. When a caregivers clocks out at the end of a shift, she can input all the care tasks she performed that day. This information is saved and can be downloaded in summary reports. These reports can be used to monitor your agency's overall quality of care, or for evaluating individual caregivers.

ClockWork Late Checks and Alerts

Late alerts, also a feature of ClockWork, is explained in the video below. Late alerts warns you when a caregiver fails to clock-in at the start of a visit, so you can follow up appropriately.

Recently (after the video was recorded) we added late checks to late alerts. The new feature does exactly what you would do in the above situation – call the caregiver first.

Before alerting you, the software sends a text to the caregiver's cell phone, reminding her to clock in. Usually, that resolves the issue. Failing that, a late alert is posted on your computer.

Late alerts video