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!

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!

Flexible Scheduling

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.

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. QuickBooks, ADP.



Product Literature

CareWhen Product Brochure


Back to Products