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Your best solution for Home Care Scheduling and Billing!

Always available! CareWhen is 100% web and cloud based, access every home care scheduling or billing feature from anywhere with the Internet.

Scheduling Done Right!
With over 20 years experience in home care scheduling software, we build it right

Simple to Use! Agency staff will find CareWhen easy to learn. When you choose CareWhen, we provide initial training to get you up and running quickly!

Telephone Support! Live USA based telephone (or email) support from our ready-to-help experts!

Key Features

Scheduling: Assign visits by matching client needs to caregiver availability and skills. Easy to use, flexible, color-coded with alerts, texting and more! Insures no visit is missed!

Flexible Scheduling: Coming soon to CareWhen, caregiver self scheduling. Excellent option for non-scheduled staff or "Consumer Directed Caregivers". Control who can perform them.

Electronic Visit Verfication (EVV): EVV. Using a telephone or mobile device (GPS), let caregivers clock in/out and report on assigned tasks from client's home.

Mobile App: Caregiver access to their schedules, clock in/out EVV (with GPS and/or electronic signature), record tasks, send internal messages, photo documentation, and more! Available for Android and iOS.

AppleStore   GooglePlay

Pre-Authorization Controls: Manage and control your Medicaid or other visit authorizations with ease! Create limits for your services. View real-time status. Discover opportunities or problems early!

Text (SMS) Notifications: Notify all eligible caregivers when a visit is available, then easily assign upon acceptance.

Medicaid Billing: You can review, approve and create your claims file all from CareWhen, avoiding manual data entry and all the errors it entails. (UB04, 1500)

Late Alerts: Receive an alert if a caregiver does not clock in on time.

Web Portals: Clients or caregivers can login to CareWhen and view their schedule and related information.

Care Plans: Generate client-specific care plans • Enter tasks and frequencies • View online and or print

Payment Posting: CareWhen automatically posts Medicaid payments from Electronic Remittance Advice files against corresponding claims, so you can make sure that all claims get paid.

Geographic Zones: Segment your service area. Use one system to manage multiple homecare agency offices.

Notes and Reminders: Keep notes of conversations, etc. for future reference. Set reminders and get alerts.

Internal Messaging: Communicate internally with CareWhen users. Broadcast messages, interact with message threads.

Electronic Documents: Save scanned documents such as licenses, and access them online.

Management Dashboard: Get quick summaries of daily activity and open actions. Interactive widgets to get live updates.

On Demand Reports: Manage home care more effectively with scheduling, activity, and billing reports that include totals and averages in printable format.

Data Export: Export data for invoicing and payroll to your accounting software, e.g. Quick Books.

Download Mobile access apps (requires CareWhen service):

AppleStore   GooglePlay

Product Literature