Caregiver scheduling software for home care agencies
Plan caregiver shifts by day, week or month. When someone calls off, see which shifts need coverage and who is available and cleared for the client. The same workspace lets your office review visits and build invoices from approved visits.
A Thursday, start to finish
7:10
The office opens
Three things need a decision. Everything else ran.
7:40
A caregiver calls off
Cover is arranged from one screen, with availability and credentials rechecked before it is saved.
11:00
A visit ends without a check-in
It appears in the review queue the same morning, while the caregiver can still answer accurately.
4:30
The visit is reviewed
Timing and documentation are approved by the office, and the record closes.
Friday
The week is billed
Invoices draft from the visits that passed review, in the same client record.
What care operations software has to do
Most mornings, nothing needs a decision. Care operations software has to hold the day together: one schedule the whole office works from, a desk for covering a call-off, a review of every visit the same day it happens, invoices drawn from the visits that passed that review, and an alert before an uncleared caregiver reaches a client's door.
Four systems and the reconciliation between them
Before
- A scheduling spreadsheet
- A shared inbox for call-offs
- A folder of signed visit forms
- A payroll export nobody fully trusts
In Rivana
- One schedule the whole office works from
- One coverage desk with the response recorded
- One review queue for visits that did not go to plan
- One record the invoice and the payroll hours both come from
What it replaces
Forty seconds on what an agency's information looks like before it lives in one place.
One schedule
Day board, week or month. Open a visit to act on it without losing your place. The counts sit above the grid so nobody adds them up by hand.
A coverage desk, not a phone tree
The same four steps every time, with the response recorded as it happens. The call-off coverage process stays on one record.
Care follow-up, the same day
Everything that didn't go to plan, in one queue, while the caregiver can still answer accurately. Complete visit records keep that review grounded.
Money, drawn from the same record
Invoices come from visits that passed review, and the same hours feed payroll review, where the office checks them before the period closes.
Nobody uncleared reaches a client
Credential expiry checks surface before scheduling, not after a survey.
Six reports, exportable
Each states what it counts and what it excludes, so two people reading the same report reach the same number.
Distinct visits, scheduled hours and delivered hours per caregiver over any date range, with an overtime estimate. Cancelled visits are excluded unless you include them.
Exportable as CSV over any date range.
Hours delivered per client over a period, against what was scheduled, so a client drifting from their plan is visible before the family raises it.
Exportable as CSV over any date range.
Which visits have a completed form and which do not, by caregiver and by client. The list you work from before an audit, not during one.
Exportable as CSV over any date range.
Caregivers approaching a weekly threshold while the shift can still be reassigned, rather than after the period closes.
Exportable as CSV over any date range.
Check-in and check-out against what was scheduled, with the visits that came through incomplete separated out.
Exportable as CSV over any date range.
Review authorization records alongside visit hours. Confirm delivered-hour tracking for your agency before relying on a remaining-hours calculation.
Exportable as CSV over any date range.
Common questions
Care operations software holds the schedule, coverage, visit review, invoices and caregiver records together. The office sees what needs attention, opens the visit or person behind it, and records the next action on the same agency record.
Not on its own. Rivana produces hours, overtime and leave estimates from the visit record, with your agency’s workweek and rate rules applied, for someone to review. Overtime is a 40-hour selected-period estimate, not payroll. Finalizing pay, tax filing and deposits stay with your payroll provider.
Rivana captures visit timing and documentation for office review. Office approval does not verify GPS or certify EVV. Confirm the electronic visit verification process your payer requires separately; Rivana does not make an agency EVV-compliant.
No. Your agency supplies its reviewed training list. Rivana checks the training types you add before scheduling. It does not supply state-specific requirements or compliance presets.
Yes. Today shows visits with no check-in, open coverage reports, care concerns and family care requests. The office works from those items instead of opening each visit to find a problem.
Invoices are drafted from visits that passed office review. The client record holds the draft, sent invoices and payment reconciliation. The proposal used at intake is an estimate, not an invoice.
See Care Operations with your own week
Twenty minutes on a real Thursday: the schedule, a call-off, and what the office reviews before it bills.