New Inquiry Triage
- 1Web form submitted for 24/7 care
- 2AI receptionist texts family to schedule an assessment call
- 3Lead is tagged by acuity and funding source in the CRM
- 4Internal notification sent to the RN on call
Systems for Home Care
Modern Systems for Home Care and Senior Support
Home care agencies make money through consistent, billable hours managed by reliable caregiver assignments and Medicaid or private pay billing. Revenue leaks occur when intake coordinators miss family inquiries, caregivers fail to report visits accurately, or high staff turnover leads to unfulfilled shifts.
Healthcare
- Instant Intake Response
- Caregiver Recruitment Portal
- Family Communication Hub
- Visit Verification Reminders
- Reactivation Campaigns
Also for: Home Health Agencies
How the business actually works
How the work flows, start to finish.
- 01
Inquiry
A family member or hospital social worker reaches out for care options.
- 02
Intake
The agency gathers medical history, mobility needs, and home environment details.
- 03
Assessment
A Registered Nurse conducts an in-home evaluation to create a Plan of Care.
- 04
Matching
Caregivers are selected based on clinical skills and personality compatibility with the client.
- 05
Orientation
The caregiver is briefed on ADL requirements and client preferences before the first shift.
- 06
Service Delivery
Ongoing assistance with personal care, medication reminders, and companionship is provided.
- 07
Supervision
Regular field visits ensure the care plan is being followed and quality remains high.
- 08
Renewal
Periodic reassessments adjust the hours and level of care as health status changes.
Where it leaks
Common problems for home care agencies.
01
Lead Response Lag
When a family is in crisis, they call multiple agencies. If your intake team does not respond immediately, the client is placed with a competitor before you even review the file.
02
Caregiver Churn
Lack of communication and disorganized scheduling lead to caregiver burnout. When staff feel unsupported or have gaps in their schedule, they move to other agencies.
03
Missed Shift Alerts
Manual monitoring of clock-ins often fails to catch late arrivals. This leads to vulnerable clients being left alone and families losing trust in your reliability.
04
Documentation Gaps
Incomplete care notes or missing signatures complicate compliance and billing audits. Chasing down caregivers for visit verification wastes significant administrative time.
05
Family Anxiety
Families feel disconnected when they have no visibility into the daily care being provided. Constant phone calls to the office for updates distract your staff from operations.
What LATTICE can build
Systems built around how you work.
Instant Intake Response
Automatically text families the moment they submit a care inquiry to begin the qualification process.
Caregiver Recruitment Portal
Streamline the application and credentialing process to get HHA and CNA staff onboarded faster.
Family Communication Hub
A secure portal where family members can view shift summaries and updates without calling the office.
Visit Verification Reminders
Automated SMS prompts sent to caregivers if a clock-in is missed or care notes are not submitted by shift end.
Reactivation Campaigns
Reach out to past clients who paused service for hospital stays or respite to see if they are ready to resume care.
Reputation Management
Automatically request reviews from family members after a successful first week of service to build local authority.
Caregiver Engagement Surveys
Check in with staff after their first 30 days to identify friction points and prevent early turnover.
Example systems
What it looks like in practice.
Shift Coverage Alert
- 1Caregiver does not clock in within 15 minutes of shift start
- 2Automated SMS sent to caregiver to verify status
- 3Manager notified if no response is received
- 4Backup caregiver list notified of available urgent shift
Post-Assessment Follow-Up
- 1Nurse completes home assessment and signs off
- 2Draft Plan of Care sent to family via secure portal
- 3Reminder sequence triggered if contract is not signed within 24 hours
- 4Onboarding packet sent automatically once service agreement is executed
Have a different problem?
Tell us what's slowing the business down. LATTICE can build around the way your business operates.
Questions from home care agencies
How does this help with caregiver retention?
The system automates the 'touchpoints' that busy coordinators often miss. By sending birthday acknowledgments, work anniversary notes, and simple check-ins after difficult shifts, caregivers feel like part of a professional team rather than just a number on a schedule.
Can we manage different types of care like Respite and Hospice?
Yes. The workflows can be customized to trigger different intake questions and follow-up protocols based on the specific service line, ensuring the communication matches the sensitivity of the situation.
Will this help us get more private pay clients?
Private pay families act like consumers and expect fast, professional communication. By using automated responses and a professional client portal, you project a level of organization that justifies premium private rates.
Does this replace our current scheduling software?
LATTICE acts as the communication and growth layer that sits alongside your operational tools. We focus on the relationship management, lead intake, and staff engagement that core clinical software often lacks.
How do we handle hospital discharge referrals?
We build dedicated intake paths for professional referrals. This ensures that when a social worker sends a discharge notice, your team is notified instantly to confirm availability, helping you become the preferred agency for local facilities.