Requirements checklist
What to ask for when choosing software for in-home care providers.
A checklist built from how in-home care providers work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Referrals and assessments
- Care plans and visit tasks
- Rostering and cover
- Check-in and visit notes
- Credentials and caregiver pay
- Funder and client billing
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners and managers
- For care coordinators
- For caregivers
- For assessors and supervisors
- For finance and payroll
Reports to ask for
Ask to see each one with your own sample data.
- Visits scheduled, delivered and missed by day
- Hours delivered by client, caregiver and funder
- Caregiver credentials and training due for renewal
- Incidents and complaints by client and status
- Care plan reviews and spot checks due
- Caregiver pay and mileage against hours billed
- Invoices raised and balances outstanding
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp and other messaging
- Payroll export
- Accounting software export
- Spreadsheet import
Questions for any vendor
Put these to every supplier you are comparing.
- Do caregivers need a special device?
- Can it verify that a visit really happened?
- Can care plans change between visits?
- How are credentials followed?
- Can one visit be billed to a family and a funder?
- Does it work out caregiver pay?
- Can families see what has been done?
- Can we move over our existing clients and rosters?
- Who owns the client records?
- How is pricing decided?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Rosters are rebuilt by hand
- Proof of a visit is thin
- Care plans stay at the office
- Credentials expire unnoticed
- Pay and billing use different hours
Prefer to talk it through? See the in-home care providers page.