8 things to Consider Before you Choose a Home Healthcare Software

1. Scheduler 

Scheduling is one of the most complex and important parts of running a home healthcare agency. If you get it right, caregivers will be happy, care receivers will get high-quality services, and your profits will be maximized. Of course, getting it right isn’t always easy, especially if you’re not using an intuitive scheduler.

Check if the software’s inbuilt scheduler allows caregivers to add their availability and request time off. Having to do it manually can be time-consuming and easily leads to errors.

A well-designed scheduler will allow you to match caregivers and receivers and build shifts in minutes. Look for one that only shows available staff members and allows you to quickly set up group and recurring shifts.

2. Documentation Manager 

Your home healthcare software should have a documentation manager that functions for both caregivers and receivers.

For caregivers’ documentation, you’ll want to confirm that you can securely store records relating to vaccination dates, qualifications, and the right to work in the US. Ideally, the software will have an automated notification system for document expiry dates, meaning you can rest assured that you will always be operating within the law.

As for care receivers, the software should be able to store a wide range of important documentation, such as care plans, billing information, and progress notes. Check how easy it is to share this information securely with caregivers and whether caregivers can access it on the go. Can you provide varying levels of access to different people?

3. Progress Notes 

Progress notes are an important tool for caregivers and home healthcare agencies, helping staff members share information about a client, report incidents, and track a client’s health and well-being. 

All home healthcare software should have a progress notes function, but don’t forget to check how easy it is to use. Can caregivers add progress notes on the go? Do they need to type them up, or can they use voice notes? How are the notes stored, and how easy are they to access?

4. Timekeeping and Expenses

Most home healthcare software will come with timekeeping and expense features. If the program has a mobile app for caregivers, it should also have location-verified timekeeping that will allow you to both bill care receivers and pay staff members the correct amount. There will be no need to worry about human error or incorrect time slips.

Check to see if the software is intuitive and records all the details you need for expenses. Can you upload photos? Where is the information stored? Is there an option for verifying evidence of expenses and rejecting it if necessary?

5. Invoicing and Accounting Integration

Some home healthcare software will allow you to invoice directly from the program, while other options will integrate with popular invoicing and accounting software. 

With all the information about timekeeping, expenses, schedules, services provided, and billing details that you store in your home healthcare software, accounting integration can make your work much easier. So, make sure to double-check if the home healthcare software you have chosen integrates with your preferred accounting software.

Some home healthcare software will also generate reports for you on everything from attendance levels to productivity and billable hours. You can then use these to inform business decisions.

6. Mobile App for Caregivers

A mobile app for caregivers and a web app for the back office is an essential tool. It allows caregivers to check care receivers’ details while on the go, whether they’re reviewing care plans prior to the visit or retrieving a family member’s contact number during an emergency. 

Your staff can update the care receiver’s details during their shift while the information is fresh in their memory. Whether it’s a standard progress update or an incident report, it will improve the accuracy of the record while also making caregivers’ work easier.

Check that the caregiver mobile app is easy to use and set up quickly. Does it have a voice-to-text feature to make it easy for caregivers to do daily care notes?

Does the mobile app allow the caregiver team to log in and out of shifts? Manage their expenses? Does it have GPS logs?

7. Portal for Friends and Family

For many care receivers, it’s important that their friends, family, and/or guardians are involved in their care. With a dedicated portal for family, it’s easy for you to share everything from progress updates and care plans to bills.

Make sure you check the security settings for the portal. In particular, can you give different levels of access to different people? In this way, you’ll be able to respect a care receiver’s privacy and autonomy while also enabling them to receive the community support they need and want.

It’s also worth confirming if the users will be able to request services or provide feedback via the portal.

8. Free trial to test features and help with onboarding

The best way to check if a home healthcare software will work for your home care business is to see if they offer a free trial. After all, home healthcare software should save you time, money, and stress — not make your processes more complicated.

Take advantage of a free trial, but ensure you're committed to actually trialing the software and exploring its features. Ask if they offer free onboarding calls to get you set up quickly and answer any questions you have relevant to your care agency.

This opportunity will enable you and your team to thoroughly assess how our care management software will integrate with your current systems. It also allows you to determine the timeframe required to onboard your caregivers and to utilize the software effectively in your daily care agency operations.

ShiftCare offers a free trial for you to test out our care management software and you have access to our success team who will help you get set up quickly. Have a question before you start your trial? Reach out to our team: sales.northamerica@shiftcare.com

Ready to check it out today? Start your free, no-obligation trial with ShiftCare.