Scheduling here. Care plans there. Visit notes on paper.One person carrying it all.
That person is your coordinator. Put it all on one system with AI on top, and visits get covered, expiring checks get caught and pay runs close without them.
Six problems that cost you money.
None of these are caused by working badly. They are caused by the schedule, the care plan and the visit record living in different places, so a coordinator has to carry information between them. That is the problem we solve.
A missed visit is an incident, not a scheduling gap
Cover falls through at 7am and someone works the phone. A visit that does not happen to a vulnerable client is not a scheduling problem. It is the first thing a state surveyor asks about.
One expired check is a survey finding
Background checks, CNA and HHA certification, required training and medication administration all expire on their own schedule. Expiry is only visible if somebody opens the folder and looks, and the one that gets missed is what an audit finds.
Unverified visits become rejected claims
Visit notes against schedule against invoice, line by line, plus mileage and travel time. A visit nobody verified is a claim that comes back, and rejected claims are cash you have already paid a caregiver for.
Families call because they cannot see anything
Did the caregiver come, what was done, when is the next visit. Every one of those calls is something a family portal answers, and every one interrupts a coordinator who was arranging cover.
Continuity breaks and nobody sees it until it is a complaint
Clients want the same caregiver. Tracking preferences, clashes and who visited last is guesswork across a schedule and somebody’s memory. The data exists in the business already, just not where anyone can act on it.
Nothing you update is updated everywhere
The schedule says one thing, the credential folder another, the timesheet a third. Every change has to be entered more than once, on desktop and on someone's phone, and the copy that gets missed is the one that causes the problem.
We do not know your numbers. You do.
Most agencies have never added this up. These four questions are worth answering before any call, because they decide whether a build is worth it for you.
How many needed a phone call to arrange cover?
How many hours a month does someone spend opening folders?
How long does it take once mileage and travel time are in?
What did last month's unverified visits cost you in written-off revenue?
What changes once it runs on one system.
We customise a proven nurse staffing base model, so scheduling, compliance and payroll are solid on day one. Six capabilities, each one closing a problem above.
Cover a dropped visit before 8am
Caregiver-to-client matching on continuity, travel distance and availability, with the AI ranking who to ask first and alerting on last-minute cancellations. Built for visit patterns, not shift blocks.
Walk into a survey already ready
Background checks, CNA and HHA certification, required training and medication administration, tracked with expiry alerts and assignment blocked while anything lapses. The evidence exists before anyone asks for it.
Stop families ringing to ask what happened
A family portal showing visits, care plan and notes in real time, and a caregiver app for schedules, care plans and visit logging. Both read the same records your coordinators work from.
Close the pay run with mileage already in it
Visit sign-in and sign-out, mileage and travel time captured automatically, manager approval and payroll-ready export. Visits, timesheets and invoices reconcile because they are the same records.
Know hours delivered against hours contracted
Live caregiver utilisation, client risk flags, compliance completion and margin per client. The numbers you would need a week and a spreadsheet to assemble, available when you need them.
Verified visits that bill first time
Electronic Visit Verification with location and timestamp at check-in and check-out, digital signatures, and verified visits flowing straight into billing. Fewer rejections, faster payment.
One database. That is why the AI works.
Bullhorn’s 2026 GRID report, across roughly 2,300 firms, found agencies using AI in their workflows were 3.5 to 4.5 times more likely to grow revenue last year. But AI bolted onto tools that do not talk to each other cannot match, chase or reconcile anything, because it only ever sees one piece at a time.
Why it works
Cover gets found without working down a list
The AI ranks available caregivers against the visit on continuity with that client, training, travel distance and availability, then notifies them in sequence. Your coordinator approves rather than dials.
Nobody visits on an expired check
Expiry is detected in advance, the caregiver is chased automatically, and assignment is blocked while a check or training has lapsed. The block is a system rule, not somebody remembering.
Pay run closes with mileage already counted
Verified visits match to timesheets and to invoices automatically because they are the same records. Mileage and travel time come from the visit, not from a form somebody fills in later.
Documents file themselves on arrival
An uploaded certificate or check is read on receipt, the expiry date extracted and filed against the caregiver. Nothing sits in an inbox waiting for someone to type it in.
Families stop calling to ask what happened
Visits, care plan and notes visible in the family portal as they are logged, drawn from the same records your coordinators work from. No second version to keep in step.
Next week's problem visits are visible this week
The AI forecasts which visits and which clients are at risk of a gap, based on your own cover history, so it is arranged before a family notices.
The homecare platform we built, running live.
One homecare build, shown properly, rather than three from other verticals dressed up to fill a row.
ConnectAide
A homecare operator running patient care, caregiver coordination and agency operations across disconnected tools. We built three connected products on a single data model: a patient and family portal, a caregiver mobile app with EVV, and an operations dashboard. Care plans are authored once and propagate to the caregiver’s visit and the family's view without re-entry.
The architecture is multi-tenant, so the platform runs several homecare operations on shared infrastructure with isolated data, branding and configuration. Adding an operation does not mean re-platforming.
What agencies ask before booking.
The honest answers, including the ones about ownership and what happens after we hand over.
How is a custom build different from ShiftCare or AlayaCare?+
Off-the-shelf platforms ask you to work the way the software works. A custom build is scoped around how your agency already operates. The larger difference is timing: when you want something automated, we build it, whereas on a licensed platform you raise a feature request and wait for the roadmap. You also own the source code outright, with no per-seat fees that grow as your roster does.
Is the AI actually built in, or is it a separate product?+
It is built into the platform and it is in the fixed scope. Caregiver matching, compliance chasing, visit reconciliation and document parsing are part of the build, not a licence you add later. Everything the system recommends is visible and reversible, and a person stays in the loop on every compliance decision.
How does the build process work from start to go-live?+
We run a five-phase process: a free 30-minute discovery call, then a Blueprint week that maps your workflow; a fixed-scope, fixed-price specification with wireframe walkthroughs before any code is written; an agile sprint build where you see working, clickable software every two weeks; and a go-live phase covering parallel running, team training, data migration and 30 days of hypercare.
Who owns the code and the data?+
You do, both of them. The source code and infrastructure are delivered to you on completion, and your operational data was always yours. There is no per-seat licence, no lock-in and nothing that stops you taking the platform to another developer later. That is the difference between owning a platform and renting access to one. It also matters if you ever sell: a platform you own is an asset that transfers with the business, where a licensed subscription is a cost the buyer inherits.
What happens after go-live?+
Thirty days of hypercare is included in every build, with same-day fixes. After that most agencies move to a monthly support retainer covering bug fixes, small enhancements, compliance updates and security patches, from the team that built the platform rather than a general helpdesk. The retainer is optional and you can stop it at any point.
Do we have to pay it all upfront?+
No. The build is split across three milestones: 30% to start, 40% at the mid-build review once you have seen working software, and 30% on go-live. We know agencies run weekly payroll against 45 to 75 day receivables, so the schedule is designed to sit alongside that rather than compete with it. The Blueprint fee is credited against the first milestone if you proceed.
How long does it take, and what does it cost?+
Foundation goes live in 6 to 10 weeks and starts at $9,000 fixed, with $400 a month after delivery. Complete System runs 12 to 16 weeks at $17,000 to $23,000. Enterprise runs 16 to 24 weeks from $36,000. Tiers differ by what gets built, not by headcount, so adding caregivers never changes the price. All timelines and prices are contractual.
Priced on what we build, not how many people use it.
Most custom developers make you book a call to find out the price. Here it is. From $8,000 fixed, paid across three milestones rather than upfront, and the same whether you run 50 nurses or 500.
If it goes wrong, that is our problem, not yours
What is the manual work costing you?
Tell us on a call. We will show you what a single system closes, and what it costs.
Book a discovery call
Honest answer on whether to build.
Start with a Blueprint
Workflow mapped. Fixed-price proposal in your hands.
Not ready for either? Ask us to arrange a call with a client already running one of these platforms. No pitch, just their experience.