Field-verified home-care operations — scheduling, EVV, compliance, and a family portal.

Table · Agencies

Each agency running on the system, with its contact details, licensing paperwork and primary contact, and the tenant every other record is scoped to so agencies never see each other's data.

• 11 fields · 2 recs
• 4 text
• 2 select
• 1 phone
• 1 email
• 1 files
• 1 decision_box
• 1 connection

Table · Caregivers

Every caregiver on your roster, from applicant to active staff, with their skills, pay rate, compliance hold status and the portal login they use in the field.

• 21 fields · 12 recs
• 4 text
• 1 email
• 1 phone
• 2 date
• 3 select
• 1 multi-select
• 2 decision_box
• 2 files
• 1 currency
• 2 number
• 2 connection

Table · Availability Blocks

The recurring days and hours each caregiver can work, used by schedulers and the open-shift broadcast to offer shifts only to caregivers who are actually free.

• 6 fields · 17 recs
• 1 select
• 2 time
• 1 text
• 2 connection

Table · Patients

The clients you care for, with their address, service needs, assigned caregivers and the family member who follows their care from the portal.

• 15 fields · 10 recs
• 5 text
• 1 date
• 1 phone
• 1 long_text
• 3 select
• 3 connection
• 1 email

Table · Cases

Each client's authorization: the service type, approved hours, start and end dates and the primary caregiver, so scheduling stays inside what the payer approved.

• 15 fields · 8 recs
• 1 text
• 1 select
• 1 multi-select
• 3 number
• 2 date
• 1 currency
• 1 decision_box
• 1 long_text
• 4 connection

Table · Visits

The heart of the day-board: every scheduled shift with its caregiver, EVV check-in and check-out stamps, confirmation status, tasks done and client signature.

• 26 fields · 81 recs
• 2 multi-select
• 7 date_time
• 2 select
• 2 text
• 3 decision_box
• 1 signature
• 1 long_text
• 1 dynamic
• 7 connection

Table · EVV Exceptions

Requests to correct a clock-in or clock-out that went wrong, kept separate from the original stamps so a scheduler can approve a fix without rewriting history.

• 14 fields · 6 recs
• 5 date_time
• 2 select
• 2 long_text
• 5 connection

Table · Care Plans

The plan of care for each client: goals, tasks caregivers work through on every visit, and review dates so nothing drifts out of date.

• 13 fields · 8 recs
• 1 text
• 2 long_text
• 1 multi-select
• 2 select
• 2 date
• 5 connection

Table · Credentials

Licenses, certifications, background checks and training on file for each caregiver, with expiration dates that drive the automated expiry warnings and holds.

• 14 fields · 21 recs
• 3 select
• 2 text
• 1 files
• 3 date
• 1 decision_box
• 1 number
• 3 connection

Table · Compliance Checklists

Onboarding and compliance checklists opened for each caregiver, with due dates and progress that the overdue sweep watches so HR always sees what is still outstanding.

• 9 fields · 7 recs
• 2 select
• 1 long_text
• 2 number
• 1 date
• 1 dynamic
• 2 connection

Table · Timesheets

Pay-period timesheets built from verified visits, with hours, gross pay and an approval trail so payroll starts from EVV-backed numbers.

• 10 fields · 13 recs
• 2 date
• 1 number
• 2 currency
• 1 select
• 1 dynamic
• 3 connection

Table · Notes

Visit notes caregivers write on the spot, linked to the visit, patient and author, with attachments and a flag for anything that needs the office's attention.

• 10 fields · 13 recs
• 1 select
• 1 long_text
• 1 text
• 1 files
• 1 decision_box
• 1 date_time
• 4 connection

Table · Feedback

Compliments, complaints and incident reports from families and staff, linked to the patient and visit they concern and tracked from submission through to whoever resolved them.

• 8 fields · 4 recs
• 2 select
• 1 long_text
• 5 connection

Table · Audit Log

Append-only record of who changed what and when across the agency's data, kept without raw client details for compliance review and never edited by hand.

• 8 fields · 45 recs
• 1 select
• 3 text
• 1 date_time
• 1 long_text
• 2 connection

Role · Agency Admin

Runs the agency day to day: full access to staff, clients, schedules and billing within their own agency, plus the audit log.

• 2 users

Role · HR / Compliance

Owns hiring and compliance: reviews applications, runs background checks, keeps credentials and checklists current, and sees the caregiver details schedulers cannot.

• 1 user

Role · Scheduler

Builds and repairs the schedule: assigns and reassigns visits on the day-board, approves EVV corrections and signs off timesheets, without access to caregiver pay or SSN data.

• 1 user

Role · Caregiver

The mobile field view: caregivers see only their own shifts, check in and out, complete care-plan tasks, leave notes, upload credentials and claim open shifts.

• 3 users

Role · Patient / Family

A family login scoped to one loved one: upcoming visits, plain-language visit summaries and a place to leave feedback, with no clinical detail exposed.

• 2 users

Role · Applicant

A public applicant who fills in the caregiver application form without an account; their record enters the HR pipeline the moment they submit.

Role · Super Admin

The template owner's seat: provisions new agencies, supports tenants across the platform, and cannot be granted by an agency admin.

• 1 user

Workflow · Note denorm

When a caregiver saves a visit note, the agency, patient and author are filled in automatically from the visit so the note is filed and secured correctly without extra typing.

• 1 step
• on Notes

Workflow · EVV Exception intake

When a caregiver asks for a clock-in or clock-out correction, the original stamps are locked, the request is queued for review and the caregiver gets an acknowledgement.

• 2 steps
• on EVV Exceptions

Workflow · Credential denorm

Every new credential is tagged to the caregiver's agency the moment it is filed, so HR reports and role-scoped access work without anyone choosing the agency by hand.

• 1 step
• on Credentials

Workflow · Visit denorm + assignment fan-out

When a visit is scheduled, it inherits the agency, patient and service type from the case, and the caregiver is granted access to that patient's record and care plans for their mobile day.

• 4 steps
• on Visits

Workflow · Visit reassignment

When a visit moves to a different caregiver, the new caregiver is given access to the patient's record and care plans so they can see what they need before the shift.

• 3 steps
• on Visits

Workflow · Care Plan denorm

A new care plan is filed under the patient's agency and shared with the case's primary caregiver automatically, so it is visible in the field from day one.

• 1 step
• on Care Plans

Workflow · Case primary caregiver change

When a case gets a new primary caregiver, they are added to the patient's care team and its care plans so a change of ownership never leaves a caregiver locked out.

• 3 steps
• on Cases

Workflow · Checklist denorm

Files each new compliance checklist under the caregiver's agency automatically so HR sees it in the right office and the access rules apply.

• 1 step
• on Compliance Checklists

Workflow · Availability Block denorm

Tags each availability block a caregiver enters to their agency so schedulers only ever see the availability of their own staff.

• 1 step
• on Availability Blocks

Workflow · Feedback denorm

Routes new feedback to the right agency based on the patient it concerns, so the office that delivers the care is the one that sees and resolves it.

• 1 step
• on Feedback

Workflow · Application submitted

The moment someone applies, they land in the hiring pipeline, get a confirmation email, and HR is told there is a new application to review.

• 3 steps
• on Caregivers

Workflow · Background check initiated

When HR starts a background check, the screening is marked pending and an onboarding checklist opens so nothing about the new hire falls through the cracks.

• 2 steps
• on Caregivers

Workflow · Caregiver approved

Approving a hire records the start date, creates their caregiver portal login automatically and emails them their invite.

• 4 steps
• on Caregivers

Workflow · Assignment compliance gate

Stops a shift being assigned to a caregiver on compliance hold; otherwise it emails them the new shift details.

• 4 steps
• on Visits

Workflow · Check-in

The moment a caregiver checks in at the door, the visit flips to In Progress so the day-board shows who is on site in real time.

• 1 step
• on Visits

Workflow · Check-out

When the caregiver checks out, the visit is marked complete with its EVV stamps, ready to feed the timesheet at the end of the pay period.

• 1 step
• on Visits

Workflow · Missed-visit sweep

Every hour, catches scheduled visits where nobody checked in, marks them missed and alerts the office so someone can call the client and re-cover the shift.

• 3 steps
• on Visits

Workflow · Open-shift broadcast

When a shift is flipped to Open, it is unassigned and offered to every qualified, available caregiver in the agency who is under 40 hours.

• 3 steps
• on Visits

Workflow · Open-shift claim (first-accept)

First caregiver to claim an open shift gets it; they are assigned and confirmed, and anyone who claimed after is told it has already been filled.

• 4 steps
• on Visits

Workflow · Reminder + confirmation sweep

Hourly, reminds caregivers about shifts in the next 24 hours and warns the scheduler about any shift still unconfirmed close to start time.

• 4 steps
• on Visits

Workflow · OT projection guard

Flags any assignment that would push a caregiver past 40 hours in the week and warns the office before overtime is booked.

• 3 steps
• on Visits

Workflow · Authorization guard

Keeps scheduled hours inside the client's authorization: the case is flagged and the office warned when a new visit would exceed the approved hours.

• 3 steps
• on Visits

Workflow · EVV exception decision

When a scheduler approves or rejects an EVV correction, the decision is recorded, adjusted times are applied to the visit and the caregiver is told the outcome.

• 3 steps
• on EVV Exceptions

Workflow · Credential expiry ladder

Runs daily so no caregiver works on a lapsed credential: warns 30 days out, then marks expired credentials and triggers a scheduling hold.

• 6 steps
• on Credentials

Workflow · Recurring-check sweep

Daily check that recurring screenings such as OIG/SAM, registry and DMV checks are redone on time, with a heads-up a week before and a hold when one lapses.

• 5 steps
• on Credentials

Workflow · Compliance hold set/clear

Puts a caregiver on compliance hold the moment a required credential expires or goes missing, so the scheduler cannot assign them until it is fixed.

• 1 step
• on Credentials

Workflow · Checklist overdue sweep

Daily sweep that marks onboarding and compliance checklists overdue once they pass their due date and escalates each one to the office.

• 3 steps
• on Compliance Checklists

Workflow · Reauth + plan review sweep

Gives case managers a month's notice before a client's authorization ends and moves care plans into review two weeks before they are due.

• 4 steps
• on Cases

Workflow · Case status routing

When a case changes status, the schedulers for that agency are identified so the right people are told about a new, paused or closed authorization.

• 1 step
• on Cases

Workflow · Timesheet generation

At the close of each pay period, gathers every completed, EVV-verified visit so timesheets are built from real hours rather than hand-entered ones.

• 1 step
• on Timesheets

Workflow · Timesheet approved

When a timesheet is approved, the approver is recorded and the caregiver is told their hours are cleared for payroll.

• 2 steps
• on Timesheets

Workflow · Training-hours rollup

Whenever an in-service credential is filed or updated, the caregiver's training hours for the last 12 months are tallied so HR can see who is short on annual training.

• 1 step
• on Credentials

Workflow · Audit logging (Patients)

Every time a patient record is created or changed, an audit row is written without raw health details, and the family portal user's email is kept current so visit updates reach them.

• 2 steps
• on Patients

Workflow · Tenant provisioning

Onboards a new agency in one step: creates its admin login, sets them as the primary contact and sends a welcome email.

• 3 steps
• on Agencies

Workflow · Family visit update

Keeps families in the loop: when a visit is updated, the family member linked to that client receives a plain-language update by email.

• 2 steps
• on Visits

Workflow · W31b Timesheet review notice

As soon as a timesheet is generated, the caregiver is emailed to review their hours before payroll.

• 1 step
• on Timesheets

Email · Application Received

New caregiver application: {{applicant_name}} ({{role_title}})

Email · Application Confirmation

We received your application, {{first_name}}

Email · Caregiver Account Invite

Your {{agency_name}} caregiver account is ready

Email · Shift Assigned

New shift assigned: {{visit_date}} at {{start_time}}

Email · Shift Reminder

Reminder: shift with {{patient_first_name}} on {{visit_date}} at {{start_time}}

Email · Shift Unconfirmed Alert

Unconfirmed shift: {{caregiver_name}} on {{visit_date}}

Email · Missed Visit Alert

MISSED VISIT: {{patient_first_name}} - {{scheduled_start}}

Email · Open Shift Offer

Open shift available: {{visit_date}}, {{time_window}}

Email · Open Shift Claim Result

Your shift claim for {{visit_date}}: {{outcome}}

Email · Overtime Warning

Overtime warning: {{caregiver_name}} at {{projected_hours}} hrs

Email · Authorization Hours Warning

Authorization exceeded on case {{case_number}}

Email · EVV Exception Update

EVV correction {{status}}: visit on {{visit_date}}

Email · Credential Expiring / Recheck Due

Action needed: your {{document_type}} expires {{expiration_date}}

Email · Credential Expired - Scheduling Blocked

Compliance hold: your {{document_type}} has expired

Email · Checklist Overdue

Overdue checklist: {{caregiver_name}} - {{checklist_type}}

Email · Reauthorization Due

Reauthorization due: case {{case_number}} ends {{auth_end_date}}

Email · Timesheet Ready for Review

Your timesheet for {{period}} is ready

Email · Timesheet Approved

Timesheet approved for {{period}}

Email · Agency Welcome

Welcome to Home Care Agency OS, {{agency_name}}

Email · Visit Update (Family)

Visit update for {{patient_first_name}} - {{visit_date}}

AI agent · Shift-Fill Assistant

Suggests the best caregivers for an unfilled shift based on skills, availability, hours and compliance, leaving the final assignment to the scheduler.

• 4 tools

AI agent · Compliance Watchdog

Drafts a weekly digest for HR of expiring credentials, overdue checklists and caregivers on hold, so remediation starts before anything blocks a shift.

• 4 tools

AI agent · Visit Note & Family Summary Agent

Turns caregiver visit notes into a family-friendly summary and flags anything that reads like an incident, with PHI protections built in.

• 4 tools

AI agent · Applicant Screener (v2 - not enabled)

A planned screener that gives HR an advisory fit score for new applicants; it never rejects anyone and is switched off in this version.

• 4 tools

AI agent · Scheduling Assistant

A chat assistant for schedulers: ask about open shifts, who is available and EVV status without digging through the day-board.

• 4 tools

AI agent · Compliance Assistant

A chat assistant for HR: ask which credentials are expiring, who is on hold and where onboarding stands.

• 4 tools

AI agent · Care Companion

A chat companion for families that answers questions about upcoming visits and recent care for their loved one, within what they are allowed to see.

• 2 tools

AI agent · Caregiver Helper

A pocket assistant for caregivers: check today's schedule, upcoming shifts and which of your credentials need renewing.

• 2 tools

Page · Login

Page · Sign Up

Page · Profile

Page · Sample Page

Relationship

Caregivers connects to Agencies through "Agency".

• Caregivers
• Agencies

Relationship

Availability Blocks connects to Agencies through "Agency".

• Availability Blocks
• Agencies

Relationship

Availability Blocks connects to Caregivers through "Caregiver".

• Availability Blocks
• Caregivers

Relationship

Patients connects to Agencies through "Agency".

• Patients
• Agencies

Relationship

Patients connects to Caregivers through "Assigned Caregivers".

• Patients
• Caregivers

Relationship

Cases connects to Agencies through "Agency".

• Cases
• Agencies

Relationship

Cases connects to Patients through "Patient".

• Cases
• Patients

Relationship

Cases connects to Caregivers through "Primary Caregiver".

• Cases
• Caregivers

Relationship

Visits connects to Agencies through "Agency".

• Visits
• Agencies

Relationship

Visits connects to Cases through "Case".

• Visits
• Cases

Relationship

Visits connects to Patients through "Patient".

• Visits
• Patients

Relationship

Visits connects to Caregivers through "Caregiver".

• Visits
• Caregivers

Relationship

Visits connects to Caregivers through "Claim Requested By".

• Visits
• Caregivers

Relationship

Visits connects to Visits through "Assigned Caregiver User".

• Visits
• Visits

Relationship

EVV Exceptions connects to Agencies through "Agency".

• EVV Exceptions
• Agencies

Relationship

EVV Exceptions connects to Visits through "Visit".

• EVV Exceptions
• Visits

Relationship

EVV Exceptions connects to Caregivers through "Caregiver".

• EVV Exceptions
• Caregivers

Relationship

Care Plans connects to Agencies through "Agency".

• Care Plans
• Agencies

Relationship

Care Plans connects to Patients through "Patient".

• Care Plans
• Patients

Relationship

Care Plans connects to Cases through "Case".

• Care Plans
• Cases

Relationship

Care Plans connects to Caregivers through "Assigned Caregivers".

• Care Plans
• Caregivers

Relationship

Credentials connects to Agencies through "Agency".

• Credentials
• Agencies

Relationship

Credentials connects to Caregivers through "Caregiver".

• Credentials
• Caregivers

Relationship

Compliance Checklists connects to Agencies through "Agency".

• Compliance Checklists
• Agencies

Relationship

Compliance Checklists connects to Caregivers through "Caregiver".

• Compliance Checklists
• Caregivers

Relationship

Timesheets connects to Agencies through "Agency".

• Timesheets
• Agencies

Relationship

Timesheets connects to Caregivers through "Caregiver".

• Timesheets
• Caregivers

Relationship

Notes connects to Agencies through "Agency".

• Notes
• Agencies

Relationship

Notes connects to Visits through "Visit".

• Notes
• Visits

Relationship

Notes connects to Patients through "Patient".

• Notes
• Patients

Relationship

Notes connects to Caregivers through "Caregiver".

• Notes
• Caregivers

Relationship

Feedback connects to Agencies through "Agency".

• Feedback
• Agencies

Relationship

Feedback connects to Patients through "Patient".

• Feedback
• Patients

Relationship

Feedback connects to Visits through "Visit".

• Feedback
• Visits

Relationship

Audit Log connects to Agencies through "Agency".

• Audit Log
• Agencies