Automate the chasing, keep every guardrail
Agencies want the chasing handled, without software talking to clients unsupervised. Every workflow is reviewed before publication, checked before each step, capped by limits your agency approves, and stoppable in one click.
What home care automation has to get right
Routine work, inside boundaries you set. Send the routine reminders and follow-ups an office never gets to, without ever contacting someone who asked not to be, exceeding limits the agency set, running outside contact hours, or reporting a message as delivered when nobody can confirm it was.
Eight areas in Care Operations, plus intake and hiring
Document requests, reminders for what is still outstanding, and a prompt to the office when a new client or caregiver is waiting on someone.
Shift confirmations, reminders before a visit, and follow-ups when a coverage request has not been answered.
Nudges for visit forms that have not come back, and a reminder to the office when a visit is sitting unreviewed.
Routine updates to the people who ask most often, inside the contact limits the agency sets.
Invoice reminders and payment follow-ups, drafted from the visits that passed review.
Prompts before a pay period closes, so the hours are checked rather than reconstructed.
Check-ins at the points a new caregiver is most likely to leave, and reminders the office rarely has time for.
Renewal reminders before a credential lapses, to both the caregiver and the office.
Callback reminders on inquiries with nothing logged against them, and follow-up through the first fourteen days.
Follow-ups on applicants waiting on a response, and interview reminders.
Every step checks before it sends
Hard boundaries, not settings someone can talk you out of
Family requests stay with the office
Family visibility keeps requests on the office record. Responses do not book or cancel visits. Staff review the request before acting on the schedule.
Common questions
Home care automation software handles routine reminders, follow-up and record checks within rules the agency approves. In Rivana, workflows belong to Care Operations, CRM & Intake or Recruit, with review before publication and checks before each contact step.
No. Drafts stay drafts until someone at the agency reviews and publishes them. Workflows and message templates are not switched on behind your back. Each step still checks permissions and contact rules after publication.
You can pause all outbound contact for a module. It stops queued calls, texts and emails while keeping saved hours, limits and delivery history. Removing the pause does not approve a contact or replace its current checks.
Daily contact counts are shared across connected modules. Your agency chooses the limits and which channels they cover, and sets contact hours in its timezone. Internal waits, record checks and review tasks are unaffected.
Completion means the workflow steps were processed, not that a message arrived or someone replied. Provider acceptance is not proof of delivery. Unresolved submissions remain held for investigation rather than being treated as confirmed contacts.
Care Operations includes onboarding, scheduling and coverage, care delivery and documentation, family communication, billing and collections, payroll review, workforce and retention, and compliance and renewals. CRM & Intake and Recruit have their own module sets. Review a draft before publishing.
See Automations with your own workflows
Twenty minutes on what you would automate first, and the limits you'd put around it before turning it on.