Built for non-medical home care agencies with 5 to 40 caregivers
One to three people in the office, usually where the owner is also the person who runs payroll on a Sunday night. Private pay, Medicaid, or the mix of both that most agencies actually run.
Three situations below, and the advice genuinely differs between them. Pick the one closest to yours.
New agencies
Licensed recently and being sold to from every direction
Four things worth doing before you buy any software, including the one that may mean you spend nothing at all.
Private pay only
No Medicaid, so no EVV obligation
The federal requirement does not apply to you. The honest case for verifying visits anyway, and when to ignore it.
Medicaid and mixed payers
You already have a portal, and probably more than one
Keep the free portal. What it was never scoped to cover, and where a second system earns its cost.
What changes as you grow
Software vendors rarely tell you that you are too small to need them. The honest version is that the case for any of this depends almost entirely on your size, so here is where it changes.
Under 5 caregivers
Probably do not buy anything
You can hold the week in your head, you know where everyone is, and a spreadsheet plus a group chat is genuinely adequate. Buying software here is solving a problem you do not have yet. The exception is a Medicaid caseload, where the EVV requirement applies regardless of your size, and even then your state portal may cover it for free.
5 to 15 caregivers
The point where things start slipping
This is where owners stop being able to remember the whole week. Someone misses a visit and you find out from the client. Payroll starts taking a real evening because timesheets arrive as photographs. The problem is not usually the schedule, it is that nobody knows what actually happened until Friday.
15 to 40 caregivers
Where this product is aimed
Two or three people in the office, sixty to two hundred visits a week, and probably a mix of payers. Reconciling hours by hand is now a job rather than a task, and a missed visit is a client relationship rather than an inconvenience. Everything in the product is shaped around this size.
Past 40 caregivers
You will start wanting what we do not build
Multi-office management, deeper permission structures, recruiting pipelines and billing in the same system. We price past 40 and the product keeps working, but at some point one of the larger platforms genuinely serves you better and we would rather say so. The comparison pages name which ones.
The signals that actually matter
Not caregiver count, in the end. These are the specific things that tend to be true when an agency has outgrown what it is using:
- You find out about a missed visit from the client, or from the client's daughter, rather than from your own system
- Payroll involves reading handwritten or photographed timesheets and typing the numbers somewhere else
- A caregiver disputes their hours and you have no record that settles it either way
- Private pay visits and payer-billed visits live in different places, so nobody can see the whole week at once
- You are being quoted for an enterprise platform to solve what is really an operations problem
If none of those are true, keep doing what you are doing. That is a genuinely good outcome and there is no version of this page that benefits from telling you otherwise.
Who this is not for
Being explicit about this saves everybody time, and it is more useful than a testimonial.
Medicare-certified home health
If you need clinical documentation, OASIS assessments or medication administration records, you need a clinical system. That is a different product with a much larger compliance surface, and we are not going to pretend otherwise to win a sale. The Alora comparison covers a product that does handle skilled care.
Agencies wanting one system for everything
We do not do billing, claims submission, accounting, applicant tracking or marketing. If a single platform for all of it is the requirement, an enterprise suite is the honest answer even though it costs more. The comparison pages name which ones and where they beat us.
Very large agencies
Past a few hundred caregivers you need multi-location management, deeper permissions and reporting we have deliberately not built. The product is shaped for small agencies and it shows in both directions.
Anyone whose free portal already covers everything
If every visit you run bills to one payer, that payer gives you a portal, and payroll is not painful, you are done. Read the comparison and keep your money.
Questions
Does agency size mean caregivers or clients?
Caregivers, and specifically people who check in. Our pricing is sized the same way. That matters when comparing quotes, because several competitors price by active client count instead, and an agency with twelve caregivers running short daily visits can easily serve thirty or forty clients. The same agency lands in very different tiers depending on which unit the vendor uses.
We are non-medical but also do a little skilled nursing. Is that a problem?
It depends how much. We have no clinical documentation, no OASIS and no medication administration records, so the skilled side of your work would live somewhere else. If that is one nurse doing occasional assessments, agencies manage. If skilled care is a real line of business, you want a system that covers it and we are not one.
Is this only for agencies that bill Medicaid?
No, and quite a few private pay agencies have no EVV obligation at all. The federal requirement follows Medicaid funding, so a purely private pay agency is outside it. The reason to verify visits anyway is evidence and payroll accuracy rather than compliance, and that page says so plainly rather than inventing an obligation.
We are a franchise. Does that change anything?
Possibly, and the thing to check is what your franchisor requires. Some franchise agreements specify a management system, in which case that decision is already made for you. Ask before evaluating anything, because it will save you the evaluation.
What if we grow past 40 caregivers?
Pricing continues past 40 at $6 per caregiver per month over the threshold, so there is no cliff. What happens instead is gradual: you start wanting multi-office management or billing in the same system, and at that point moving to a platform is a reasonable decision rather than a failure. Your data exports at any time in formats you can read without us.
Find out in a week of real visits
14 day trial. No card required. The clock starts at your first caregiver check-in.