Your best solution for Home Care Scheduling, EVV, and Billing!

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

Scheduling Done Right! With over 20 years experience in home care scheduling software, we build it right.  Easy to read and color coded for easy recognition.  Visit info is a mouse click away!

EVV – 2020 Compliant. As pioneers of the original “telephony” based visit verification over 20 years ago, CareWhen offers not only telephony, but also the best mobile application for easy to use visit verification (clock-in/out) with GPS and optional signature capture.

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


Assign visits by matching client needs to caregiver availability and skills. Easy to use, flexible, color-coded with alerts, texting, detailed visit info, and more! Insures no visit is missed! Weekly and monthly view. Customization.

Flexible Scheduling

Caregiver self scheduling. Excellent option for non-scheduled staff or “Consumer Directed Caregivers”. Control which caregivers can perform them.

Electronic Visit Verification (EVV)

The best solution for EVV! Using a telephone or mobile device (GPS), let caregivers clock in/out and report on assigned tasks from the client’s home or facility. Our mobile app will verify and enforce caregiver location. Also included is signature capture. Create, view, and export reports of EVV activity. Fully compliant for the 2020 Cures Act for mandatory EVV!

Mobile App

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

Time Sheet Workflow (NEW!)

Now available in CareWhen are interactive time sheets and supporting workflow. Your caregivers can review, accept, or reject their services and reimbursements. Office staff approve visits and reimbursements (parking fees, etc.), submit time sheets to caregivers, and print or create exports for Excel, QuickBooks, or ADP.

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!

Caregiver Alerts

Send “Late Alerts” to caregivers who have not clock in on time. Notify office staff of late caregivers. Also included, “Upcoming Alerts”, to give warning to caregiver to be on time.

Text (SMS) Notifications

Notify all eligible caregivers when a visit is available, then easily assign upon acceptance.

Invoicing & A/R

Invoice your private-pay clients directly from CareWhen. Approve, print or export invoices to Excel or QuickBooks. Manage your accounts receivable and post payments and adjustments.

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)

Auto Payment Posting

We call it “AutoPost”. Import your “Electronic Remittance Advice” files and CareWhen automatically posts Medicaid payments against corresponding claims. This insures that all claims are accounted for and show paid.

Web Portals

Clients or caregivers can login to CareWhen and view their schedule, read internal messages and related information. Caregivers can view and approve/reject their time sheets.

Care Plans

Generate client-specific care plans • Enter tasks and frequencies • View online and or print.

Geographic Zones

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

Notes and Compliance Reminders

Keep notes of conversations, activities, caregiver performance, etc. Set permissions on who can create and view notes. Track caregiver compliance (licensing, certifications, etc.) and set reminders accordingly. Send compliance alerts.

Internal Messaging

Communicate internally and privately, in a HIPPA compliant manner, 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. QuickBooks, ADP.



Product Literature

CareWhen Product Brochure


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