How do I schedule and manage Home Health visits, aide compliance, and per-visit billing?
A complete workflow guide for home health agencies: schedule in-home visits, manage HHA & therapy credentials, log travel & mileage, and invoice per-visit flat rates.
What You Need Before Starting
- Active organization with Home Health vertical enabled in Settings.
- Staff profiles added for Home Health Aides (HHA), Physical Therapists (PT), Occupational Therapists (OT), or visiting RNs.
Step-by-Step Instructions
Enable the Home Health Vertical
Navigate to Settings > Organization Settings > Vertical Markets and ensure "Home Health Care & Hospice" is toggled on. This surfaces dedicated Home Health KPI widgets on your dashboard.
Load the Home Health Compliance Preset Pack
Go to Settings > Compliance Requirements and click "+ Home Health Pack". This instantly enforces state aide registry checks, driver's licenses, auto insurance, annual TB clearances, and CPR/BLS certifications.
Post In-Home Visit Slots
Open the Scheduling module and click "Post Open Shift". Select the HHA, PT, OT, or RN role, choose "Home Health / Hospice" specialty, enter the client residence address in the Location field, and select "Per-Visit Flat Rate" under Rate Type.
Assign Clinicians & Check Credential Gating
Assign a qualified aide or therapist. The platform automatically verifies their driving status, auto insurance expiration, and registry clearance before confirmation.
Track Visit Completion & Mileage
Clinicians log their visit duration and travel mileage. Supervisors review and electronically sign off on visit notes and mileage reimbursements in the Time Tracking portal.
Generate Per-Visit Client Invoices
In the Invoicing module, generate invoices directly from approved visit logs. The builder automatically calculates flat-rate visit fees and optional mileage line items.
Pro-Tips & Best Practices
- Keep auto insurance and driver's license compliance alerts set to 30 days so aides never drive to client homes with lapsed coverage.
- Use the Home Health widget group on the dashboard to monitor open visit slots and unbilled revenue in real time.
Frequently Asked Questions & Troubleshooting
Can we bill hourly for some services and flat-rate for other visits?
Yes. Each visit or shift allows selecting between standard hourly billing and per-visit flat rate fees.
Does the system support therapy disciplines like PT, OT, and SLP?
Yes. Physical Therapists (PT), Occupational Therapists (OT), Speech-Language Pathologists (SLP), and Medical Social Workers (MSW) are all fully supported.
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