home care · the weekly paperwork cycle

Your caregivers’ weekly paperwork, in office hours and dollars.

A New Jersey agency with 45 caregivers spent 24 office hours a week — and 8 days — getting timesheets and care notes in, chased, corrected, made official, and filed. We traced the cycle from the systems’ own logs and rebuilt it. It now files in 2 days on 5 office hours. Type your headcount; the same measurements scale.

your numbermeasured at 45 caregivers · scaled by headcount

per weekly cycletodayafter documentation packets≈ 1.6 per caregiver7070 office hands-on hoursintake · chase · re-keying · review · corrections · the official form · filing24 h 15 m5 h 00 m packets late on Monday26%3% days until the week is filedmedian · elapsed time does not scale with headcount8 days2 days office labor, per month$3,100$650 software, per monthtoday: your platform bill · after: hosting + support, itemized$5,000$1,350 office hours back, per year≈ 1,000 h back per yearat 45 caregivers this is the case study’s number≈ $73,000

Send us this number and your platform’s name. We’ll tell you in one call whether the measurements hold for your cycle — before anyone signs anything.

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How this is computed

Every figure is the New Jersey agency’s measured number, scaled by your headcount. Office hands-on work was 24 h 15 m a week for 45 caregivers across four measured cycles — 32 minutes per caregiver per week; after the build, 5 h — 7 minutes. Labor is hours × your loaded rate. Software today is whatever you typed; software after is the case’s run cost — a $1,000/month support agreement, which does not grow with headcount, plus $350/month of hosting in the agency’s own cloud tenancy, scaled by headcount. The elapsed time (8 days → 2) and the late-packet rate (18 of 70 → 2 of 70) are the agency’s; they do not shrink or grow with headcount. Savings are rounded down to the thousand, as in the case. Caregiver time is not counted: the agency’s 45 workers also got back about 34 hours a week between them on Sunday nights. the full math, at their rates →

where the 24 hours go

re-keying the same data7 h 00 m

chasing late packets5 h 30 m

correction round-trips4 h 15 m

rebuilding the official form & filing3 h 45 m

review & intake3 h 45 m

Every category except review is mechanical: the same fact moved between places, the same form rebuilt, the same person called again. The care judgment in the cycle — reading each packet against the participant’s plan — is about 2 h 30 m of the 24. After the build it is the one step that grew.

the cycle, step by step — before and after

stepbeforeafterwhat changed #01the visits happen45 m / worker25 m / workerrecorded during the visit, not reconstructed on Sunday #02Sunday-night submission18 late2 latethe packet checks itself before it submits #03Monday intake & sorting1 h 15 m0 mthe queue builds itself #04the chase5 h 30 m35 mreminders go out before the deadline; the coordinator calls only the silent few #05re-key & reconcile7 h 00 m45 mapproved packets export straight into pay & billing #06the review2 h 30 m2 h 50 mgrows on purpose — review is the human judgment, and it gets deeper #07correction round-trips4 h 15 m30 mreturned in-app with a named reason, not by phone tag #08the official form & filing3 h 45 m20 mthe state-format PDF generates and files itself on approval office hands-on, per cycle24 h 15 m · 8 days5 h 00 m · 2 daysthe $5,000/month platform canceled on cutover day · the case study →

how it runs for a home-care agency

#01the call

One conversation: which paperwork cycle hurts, which platform you run, who does the work.

#02the retainer

$2,500 — five hours of audit work at $500/hour, credited to everything we do for you.

#03the audit

Interviews with the people who do the work — in the case, the office coordinator, the office manager, and a senior DSP — and four weekly cycles replayed from the platform’s own submission log and the filing tree’s timestamps. Every step timed, every wait named, every dollar at your rates. Eleven days from first interview to delivered audit. how every engagement runs →

#04the findings

An operating map of the cycle: where the hours go, what should change, and what we could build — each with its price. Two ways out are always on the table: a cheaper product that fits, or a workflow you own. the two-page findings the owner approved →

#05the build & the run

Four weeks to a live system, a two-week parallel run, then cutover. Documentation and training; your team runs it; you own it. We keep it running — monitoring, fixes, upgrades, a monthly report.

questions

We run AxisCare, WellSky, AlayaCare, HHAeXchange — do we have to leave it?

No. We build inside the tools you already run. The New Jersey agency’s platform was replaced only because the audit showed it could not produce the state’s official form and cost $5,000 a month not to. When a product fits, the findings say so.

Does this touch our EVV or Medicaid records?

Only what the agreement puts in scope. No system access and no sensitive records unless agreed in writing; participant identities and the contents of care notes were never needed in the case — only where documentation sits and how it moves.

We have 300 caregivers across four offices — does the number hold?

The per-caregiver measurements are the agency’s; yours will differ, which is what the audit is for. Above one office the cycle usually has more re-keying and more chasing, not less. Send your number and we’ll tell you on the call where the estimate is likely wrong.

What if we don’t build?

Then the engagement ends at the findings, and they are yours. The build is a separate decision.

start the conversation read the case study