You did not start a home care agency to manage paperwork. But paperwork is what keeps the doors open.
Every caregiver brings a stack of documents, and every one of them has to be right: the right person, the right dates, checked before their first visit and kept current after it. Every month someone has to run the checks. And when the audit letter arrives, the office stops doing its real work and starts pulling files, hoping the gap they find is not the one that costs you.
Meanwhile the software you pay for charges by the caregiver, so it costs more every time you grow, and it still leaves the hardest part, knowing your files are actually right, to a person with a spreadsheet.
Why we start with the files
Most home care owners carry two worries at once: they can't hire fast enough, and they dread the audit. They are one problem. Every caregiver you hire becomes a file you will be audited on, and every shortcut that gets someone onto a shift sooner is written into that file.
We start with the files because that is the part we have built. A recruiting page can bring you applicants; only the file decides whether hiring them was safe. When you want a recruiting page, it should feed the same record: an application arriving as the first page of a caregiver's file, not an email someone retypes later.
What we built for one agency
We are a small company, and we will be exact about this. We have built this for one home care agency, in Virginia, working under Medicaid and Medicare requirements. The system is called MediSvault. It is not an off-the-shelf product; it is what we built around how one agency works, and it shows what we would build around yours.
It is built to do five things:
- A document path for every applicant. From the day someone applies, their record is built the same way, with a place for every document it needs.
- AI that reads each document and checks it against the person. When a document comes in, the system reads it and compares it with that applicant's own information. It looks at what the document says, not just whether it has expired.
- Step-by-step screens for HR, so the office can keep watch over employees and contractors without knowing where every rule lives.
- Monthly automated audit searches on employees, run by the system on a schedule rather than remembered by a person.
- A one-button audit package. When an auditor asks, the system assembles the audit record in the form the auditor requires.
It is built on the agency's own system, and nobody is billed per user.
What it looks like when it works
This is the sequence the system is built to run. It describes the mechanism, not a result.
- A caregiver applies. Their record opens with every document it will need listed, so nothing is missing by accident.
- Documents arrive. Each one is read and checked against the caregiver's own details. A name that does not match, a date that does not fit, a document that belongs to someone else: flagged when it arrives, not found months later.
- HR works through what is flagged, with screens that walk them through each step.
- Every month, the checks run themselves. The searches on employees happen on schedule, whether or not anyone remembers.
- An auditor asks for records. The package is assembled from the same records the system has been checking all along.
Audit-readiness stops being a project you start when the letter arrives. It is where the files already are.
What your version would be
Your agency is not the one we built for. Your state, your payers and the way your office works are different, so your system would be built around them. What would carry over is the approach: files built one way from day one, documents checked for what they say, compliance on a schedule, and the audit record ready when it is asked for.
The rules your system is built around are real ones, not a vendor's checklist. In Virginia, for example, the state licence says a caregiver's personnel record is kept for three years after they leave, while Medicaid says the records that back up a billed visit are kept for six years from the last date of service. Knowing which clock applies to which file is part of building it. (12VAC5-381-200 Q; 12VAC30-120-930 B 12. This is an example of the rules, not legal advice; your state and payers set yours.)
What we will not do for you
- Replace your scheduling or EVV system. We did not build scheduling or visit verification for the agency above, and we will not pretend to be a scheduling vendor. If that is what you need, buy one. If you need your compliance records to work alongside it, talk to us.
- Act as your compliance consultant. We build the system that keeps your records in order. What your state and payers require is for you and your advisers to set. We build to it.
- Promise you an audit outcome. Software can keep your files in order. It cannot guarantee what an auditor decides, and nobody honest will tell you otherwise.
- Charge you per caregiver. What we build, you own. Your costs do not rise every time you hire.
- Promise you applicants. We have not run an agency's recruiting, and we will not promise you hires. What we build is the record that makes hiring safe.
- Race to the cheapest quote. We bid the job with one written estimate before any money moves.
Read before you call
If you want to tighten your own files first, with or without us, read home care audit preparation. It is the routine this system automates, written for doing by hand. If hiring is the harder problem this month, read hiring caregivers fast without failing the audit.
Book an intro call
Tell us how your agency keeps its files today and where it hurts. We will tell you plainly whether we can help and what we would build first. If you would rather put it in writing, apply instead. We read every application and answer within three business days.