Home and senior care agencies
AI, automation and custom software for home care agencies, built around EVV and the caregiver who should not be on tomorrow's schedule
A caregiver with a lapsed background check should never appear on tomorrow's schedule. Most home care software finds out after the visit's already billed. We build scheduling that checks credentials before availability, EVV that submits clean to Sandata or HHAeXchange, and the phone, recall and reporting layer your agency runs on top.
What home care software has to get right
4 things that decide this
- 01Section 12006 of the 21st Century Cures Act requires every state Medicaid program to run Electronic Visit Verification for personal care services, and home health services joined that requirement on January 1, 2023.
- 02Your visit data has to reach a state aggregator, commonly Sandata or HHAeXchange, in the exact format that state accepts. If it doesn't, the claim behind it gets rejected, and you find out weeks later.
- 03States run open-choice or closed-model. Open lets your agency pick its own EVV vendor and transmit to the aggregator; closed hands every provider one state-mandated platform, whether it fits your workflow or not.
- 04A caregiver's background check, license or training certificate has an expiry date. Scheduling that ignores it finds out from a denied claim, not from a warning.
The software problem is submission, not capture
Recording a visit is the easy half. A phone app can log GPS and a timestamp on day one. Shaping that record so your state's aggregator will accept it is the hard half, and keeping it that way as states change requirements without much notice.
In an open-choice state, you run your own EVV system and transmit visit data to Sandata or HHAeXchange in that state's required format. A closed-model state skips the choice and hands every provider one platform. Either way, a rejected transmission is a rejected claim on your books, not a warning you fix later.
The second half is credentials. A background check, a CPR certificate or a state aide registration expires on a date. That date should pull the caregiver off tomorrow's schedule automatically. Most agencies still catch this from a denied claim, weeks after the shift already happened.
The compliance surface
2023
year EVV became mandatory for Medicaid home health services nationwide
70%
less manual compliance checking, on the staffing platform behind our proof point (Shift Link)
What agencies and platforms actually ask for
EVV that submits clean the first time
Visit capture, GPS or phone check-in, and a file sent to your state's aggregator, whether that's Sandata, HHAeXchange, or a state-run system.
EHR integration for practices →
Scheduling gated on eligibility
A caregiver whose certification lapsed doesn't appear on your available list. The check runs before the shift is offered, not after it's worked.
Custom software for practices →
Family and case manager visibility
Read-only views into visit history and care notes for the people who need to trust the record without being able to alter it.
Custom software for practices →
Reconciliation across payers
Medicaid, Medicare Advantage and private pay each carry different documentation rules. One visit record, mapped to each payer's format, instead of three parallel logs you reconcile by hand.
RCM automation for practices →
The office phone answered
Families calling about a missed visit or a schedule change deserve a line that answers and books, with anything urgent going straight to a coordinator.
AI front desk for practices →
Agency-wide dashboards
Visit completion, rejection rate by payer, and credential status across every caregiver, in one place instead of three systems that disagree.
Which practice KPIs actually matter →
- Credential checkExpiry read at schedule time, not visit time.
- Offer shiftOnly eligible caregivers see it.
- Visit captureGPS or phone check-in, in and out.
- FormatMapped to the state's aggregator spec.
- SubmitSandata, HHAeXchange, or the state system.
- ReconcileRejections routed back before rebilling.
Move your credential check to step one and a lapsed certification never reaches a shift. Leave it at the end and it shows up as a denied claim you find out about weeks later.
Aggregators reject silently unless you watch for it
A visit transmits, the aggregator accepts the file, and your agency assumes the claim's fine. Weeks later a batch of visits comes back denied for a formatting mismatch nobody noticed at submission time.
We treat the aggregator's reply as a required input, not an afterthought, and build the retry path into your visit design instead of bolting it on after launch. Several states moved from soft warnings to hard denials in 2026 for gaps that used to just get flagged.
- Read every aggregator reply, not just the submission receipt.
- Route rejections to a person who can fix the record the same day.
- Track which state's format changed, because each state maintains its own.
Where patient information travels is the first design decision, made on paper, with your compliance officer
Most agencies we talk to have had a scheduling or visit-verification tool vetoed by compliance, and the veto was usually right. A vendor couldn't say where your data went, or wouldn't sign a BAA covering every party in the chain. So every build starts with a one-page PHI map for your agency: which system holds what, which vendor touches it, what's logged, and what gets de-identified before a model ever sees it.
What follows is simple to state, and we put it in writing. A BAA with every business associate in the chain before any care record moves. Access scoped to the caregiver's role and the client, never agency-wide. No training on your data. An audit trail of who saw what. Care notes and family visibility stay read-only unless a clinician signs off; the software schedules, verifies and reminds.
- 01BAA with every vendor in the chain, signed before anything is built.
- 02PHI scoped to caregiver role and client; de-identified where a model is involved; audit trail on every access.
- 03Facial recognition clock-in and GPS visit data are PHI once tied to a client, so they get the same access controls as a care note.
Some of the systems we have shipped
The stack this work runs on
Platform
- Next.js
- React Native
- Supabase
- PostgreSQL, or whatever you already run
Verification
- GPS visit capture
- Document expiry tracking
- Facial recognition clock-in
Controls
- Row-Level Security
- Role-based access
- Audit logging
What home and senior care operators ask us
01Does EVV mean we need Sandata or HHAeXchange specifically?+
Your state's model decides that. Open-choice states let you run any EVV system, as long as it transmits to the state aggregator in the required format. Sandata and HHAeXchange are two of the most common aggregators. Closed-model states assign one platform to every provider. Either way, your software has to match your state's spec, not a generic standard.
02Can credential expiry really be automated?+
Tracking can. An expiry date is a fact your system can store and check at schedule time. Shift Link, our staffing platform, runs this same pattern against Right-to-Work status. An edge case still needs a person: a renewal filed but not yet processed, or a state extension during a backlog.
03What happens when an aggregator rejects a visit?+
You should get a clear, fixable error back, not a mystery denial weeks later. We build your system to read the aggregator's reply at submission time, then route the rejection to someone who can fix the record before your billing cycle closes.
04Do we need separate systems for Medicaid and private-pay clients?+
No. One visit and credential record, mapped to whatever each payer requires, works better than parallel systems that drift apart. Medicaid needs EVV submission; private pay usually just needs the same record shown to the family.
05Can this replace our existing scheduling software?+
Not always, and it doesn't need to. If your scheduling tool already works for staff and shifts, your gap is usually the compliance layer on top. That means reading credential status before a shift is offered, then closing the loop with the aggregator after a visit. We scope which is true for your system before recommending either.
06Is this the whole of what you do for home care agencies?+
No. Credential-gated scheduling and EVV are usually where the risk sits, so that's where we start. Your same team also builds phone and intake automation, payer reconciliation and agency dashboards. Our healthcare hub lays out all eight areas and which page owns each one.
A senior engineer, not a sales rep
Abdul Basit founded Hashlogics in 2017, and the team runs from Lahore with a US LLC. Clients rate the work 5.0 on Clutch, and in 2026 it was named Best AI-Native Software House of the Year at TechNova. Shift Link, our AI workforce compliance platform, runs the same credential-gating pattern this page describes, in production.
Your audit call is with an engineer who has read EVV rejection reports and credential-expiry logs like yours. Bring last month's numbers if you have them, and we'll work from those.
- BAA and NDA before the first conversation about real data.
- No pitch on the call. A note you could hand to another vendor.
- Fixed price after the diagnostic, so the number isn't a guess.
More for practices
- Healthcare hub →The eight areas every practice leaks time and revenue, and what we put in each one.
- Shift Link →Onboarding, validation, scheduling and payroll in one build.
- AI front desk for practices →The phone line families call: answers, screens, books, escalates to a person.
- RCM automation for practices →Payer reconciliation, claim scrubbing and denials worked.
- Custom software for practices →Multi-location operations, dashboards, portal and family communication.
- HIPAA-compliant development →What the Security Rule requires of the record behind every visit.
- Behavioral health software →42 CFR Part 2 consent tracking and measurement-based care.
