Home care software for agencies with 5 to 40 caregivers
CareVerify does four things: you schedule the visits, the caregiver checks in at the door, the system verifies what happened, and the hours export to payroll. It is not an agency management platform and it is not trying to become one.
Most home care software is sold as a suite covering billing, recruiting, marketing and clinical documentation, priced on request after a demo. This is the narrow version: the operational loop that actually breaks in a small agency, with the price on the pricing page.
What a week looks like
Feature lists are hard to judge. Here is the same product described as the week it is meant to survive, for an agency running about sixty visits.
Monday morning
Build the week
The schedule is a week grid with caregivers as rows. Repeat visits copy forward from last week, so most Mondays are edits rather than data entry. Double-book someone and it tells you at the point you do it, not on Thursday when the client calls.
Tuesday, 9:02am
A caregiver arrives
She opens the app, taps once, and the check-in records the time and the location against the client's address. It takes about fifteen seconds. If the signal is gone it still works and syncs later. If she is early, or at the wrong house, it records anyway and flags it rather than refusing.
Tuesday, 9:32am
A caregiver does not arrive
Thirty minutes after a scheduled start with no check-in, the office is notified. Not at the end of the week when a timesheet arrives, and not when the client's daughter phones. That half hour is the difference between covering a visit and apologizing for it.
Wednesday, 8am
Open the exception queue
An agency running sixty visits a week will typically have a handful that need a decision: a late start, a check-in outside the geofence, a visit with no check-out. Those are the only ones in the queue. The rest verified themselves overnight and are out of your way.
Friday afternoon
Export hours
Verified visits become hours as CSV or PDF for your payroll provider. Anything still unresolved is shown before the export runs, so a visit nobody sorted out does not quietly vanish from someone's pay and turn into a Monday conversation.
The five parts, in detail
Each of these has its own page describing what it does, how it behaves when something goes wrong, and where it stops.
Visit Verification
Prove the visit happened
GPS and time captured at the door, checked against the schedule, and recorded whether or not the phone cooperates.
Read more
Scheduling
Build the week once
A week grid that catches double bookings before they happen and copies repeat visits forward.
Read more
Caregiver App
Fifteen seconds at the door
Works with no signal, never blocks a check-in, and lets caregivers see their own verified hours.
Read more
Payroll Export
Turn verified visits into hours
Unresolved visits surface before you export, so nothing is silently dropped from someone's pay.
Read more
Exception Management
Handle only what needs a human
The queue you open at 8am. Everything that went to plan is already verified and out of your way.
Read more
How this sits alongside your state EVV system
This matters more than any feature on the page, so it goes here rather than in the small print.
We are not an EVV aggregator. We are not the designated system in any state. We do not submit Medicaid claims. If you bill Medicaid, your verified visits still reach your state through whatever system your state designates, and many states let you use a free sponsored portal for exactly that.
So nobody has to buy this to be compliant, and any vendor telling you otherwise is selling rather than explaining. What we cover is the operational layer around compliance: private pay visits the portal never sees, several payers in one schedule, and turning a week of visits into payroll hours without retyping them.
Find your state in the EVV guides before you decide, or read the free portal comparison if your state gives you HHAeXchange.
The practical questions
What caregivers need
An iPhone or Android phone. No password to forget, they sign in with a code. Built to be readable on an older Android screen in bright sunlight, because that is the actual working condition.
What the office needs
A browser. Nothing to install, no server, no IT project. Unlimited admin users on every plan, with role-based access and session timeouts.
Setup
An afternoon. Caregivers, clients, one week of visits, then send the app out. The trial clock starts at your first caregiver check-in rather than at signup, so a slow week of setup costs you nothing.
Getting your data out
Export everything at any time, in formats you can read without us. A business associate agreement is signed on request. Details on the security page.
What is deliberately missing
A short feature list is a choice, not a gap. These are permanently out of scope, not on a roadmap:
- Clinical documentation, OASIS assessments and medication administration records
- Payroll calculation, wage payment and tax filing
- Medicaid claims submission. We are not an EVV aggregator
- Applicant tracking, general accounting and marketing tools
Each one is how a focused product turns into a worse version of an enterprise suite. If you need clinical charting you need a clinical system, and we will tell you that rather than sell you this. The comparison pages name the competitors who do cover those things, and where they beat us.
Questions
What does CareVerify actually do?
Four things. You build the schedule, the caregiver checks in at the door with time and location captured, the system verifies the visits that went to plan and flags the ones that did not, and the verified hours export to your payroll provider. Everything else on this page is one of those four steps or the screen where you handle exceptions.
Is this EVV software?
It captures electronic visit verification data, so in the everyday sense yes. In the regulatory sense it is important to be precise: we are not an EVV aggregator and we are not the designated system in any state. If you bill Medicaid, your visits still reach your state through the system your state designates. We support that work rather than replace it.
Do I need this if my state gives me a free EVV portal?
Possibly not, and you should work that out before paying anyone. A sponsored portal is free and satisfies the EVV requirement on its own. Agencies add us when they run private pay visits the portal never sees, work across several payers, or spend hours rebuilding payroll hours by hand. If none of that is you, the free portal alone is a good answer.
What size agency is it built for?
Five to forty caregivers. Below five you can probably hold the week in your head. Above forty you start wanting things we deliberately do not build, like recruiting and billing, and one of the larger platforms will serve you better. We say so on the comparison pages.
How long does setup take?
An afternoon for most agencies. Add your caregivers and clients, build one week of visits, and send caregivers the app. The trial clock does not start at signup, it starts at your first caregiver check-in, so setup time is not billed against you.
Does it work when there is no phone signal?
Yes, and this is a design rule rather than a feature. A check-in is never blocked. If GPS fails or the signal drops in a client's back bedroom, the visit is captured on the device, flagged, and synced when coverage returns. A caregiver is never left standing at a door unable to start work.
See the whole loop on your own visits
14 day trial. No card required. The clock starts at your first caregiver check-in.