HIPAA-Compliant Home Care Scheduling Services
We schedule for every home care agency, every platform. From shift fill to caregiver assignment to EVV-aligned visit verification, Staffingly home care schedulers work inside HHAeXchange, AlayaCare, MatrixCare, AxisCare, Smartcare, KanTime, and WellSky. 800+ providers trust us. Pilot in 2 weeks.
0:55
0:48Three scheduling failures drain your agency every week
Unfilled shifts, missed-visit EVV exceptions, and after-hours call-outs no one answers. Branch coordinators know it. Owners feel it in the numbers. Most agencies cannot hire their way out. A dedicated Staffingly scheduler absorbs the queue so your coordinators get their day back.
Tell us about your agency.
Send us your situation and our team will scope the right setup, usually within one business day. No obligation.
What is a home care scheduler?
A home care scheduler is a remote scheduling specialist who works inside your platform, fills open shifts, reconciles EVV exceptions, and handles call-outs the way your in-office coordinator does. Not a generic VA. Not a call center. Not a scheduling app or chatbot. A trained home care scheduling hire who happens to work from one of our secured facilities, inside HHAeXchange, AlayaCare, WellSky, AxisCare, or MatrixCare.
Schedulers trained for home care, not generic VAs
Most outsourcing companies offer generic VAs and call them schedulers. We don’t. Our schedulers are tested on EVV, platform workflows, and call-out handling before they ever touch your queue.
Scheduler-trained, not generic
Every scheduler passes an EVV, platform-workflow, and call-out assessment before placement. Not a generic VA who learns home care on your time.
Stacked compliance posture
HIPAA + SOC 2 Type II + ISO 27001 + HITRUST CSF aligned. EVV and 21st Century Cures Act workflows are standard, not an add-on.
2-Week Risk-Free Pilot
Industry offers no trial. We give you 14 days of live scheduling at the same rate. Cancel before day 14, owe nothing. No annual contracts after.
From “let’s talk” to live in 1 to 2 weeks
Six steps. Each one is documented. Nothing is mysterious.
Discovery call (15 min)
Tell us which queue is hurting most: shift fill, EVV exceptions, or after-hours on-call. We map it on a shared call. No prep needed.
BAA + platform access
Business associate agreement signed. Role-based access provisioned in HHAeXchange, AlayaCare, WellSky, AxisCare, or MatrixCare.
Workflow shadow (2 to 3 days)
Your scheduler shadows your coordinator. Scripts captured. EVV rules and escalation paths locked in writing.
Parallel pilot starts
Week 2. Your scheduler runs alongside your branch. Daily 15-minute sync. You see every fill, every EVV exception, every reschedule.
Decision point (end of week 2)
Pilot results reviewed: fill rate, missed visits, EVV exceptions resolved. Go or no-go. No penalty if you cancel.
Full handoff, cadence locked
KPIs in your inbox. Weekly review with your account lead. Monthly QA audit. On-call and multi-branch coverage layered in.
Explore all home care scheduling services
One Flat Weekly Rate. No Surprises.
Dedicated home care schedulers at a fixed weekly cost. Per scheduler FTE, per week. No contracts, no minimums, no hidden fees. Multi-state agencies can pool schedulers across branches.
Want to compare against an in-house hire? Use the savings calculator.
Frequently asked questions
How fast can a Staffingly scheduler start working in our software?
Onboarding for HHAeXchange, AlayaCare, AxisCare, Smartcare, and ClearCare typically takes 5 to 7 business days from BAA execution to first live shift. MatrixCare, KanTime, and WellSky take 7 to 10 business days. EVV aggregator setups like Sandata or Tellus add 3 to 5 days for state-specific configuration.
How is PHI and HIPAA handled across remote schedulers?
Full HIPAA-aware workflow with signed BAA, role-based platform access, and audit logging. PHI never leaves the controlled environment. Schedulers work from biometric-secured facilities.
Can we keep our in-office coordinator and still use a Staffingly scheduler?
Yes. The Staffingly scheduler absorbs repeatable queue work like shift fill, call-outs, EVV reconciliation, and reschedules so your in-office coordinator focuses on caregiver relationships, audits, and field issues.
How do you handle EVV exceptions and 21st Century Cures Act compliance?
Section 12006(a) of the 21st Century Cures Act mandates EVV for all Medicaid personal care and home health services. Our schedulers are trained on state-specific EVV portals, manual edit documentation, and aggregator workflows for Sandata, Tellus, HHAeXchange, and CareBridge. Each exception is logged, resolved, and audit-ready.
What is included in the 2-Week Risk-Free Pilot?
Two weeks of live scheduling work running in parallel with your branch coordinators. Full reporting on fill rate, missed visits, and EVV exception resolution. No setup fee. No penalty if you cancel before day 14.
How does pricing work across multiple schedulers and branches?
Per scheduler FTE, per week. Per-skill pricing. No setup fees. $399 Standard, $349 Volume (3 or more), $299 Enterprise (10 or more). Add or remove schedulers by the week. No annual contracts. Multi-state agencies in NJ, NY, TX, and CA can pool schedulers across branches.
Do you cover after-hours, weekends, and on-call?
Yes. On-call coverage handles overnight call-outs, weekend reschedules, and hospital discharge reroutes. Each agency sets its own escalation rules, including the supervisor on-call list, the cutoff for waking the owner, and the script for emergency calls.
How are your schedulers trained, and where do they work from?
Our schedulers are selected from healthcare administration and nursing-support programs, pass neutral-accent English certifications, and work from biometric-secured HIPAA-aware facilities. Teams are trained for caregiver-facing communication, EVV documentation, call-out handling, and shift-fill etiquette. Support teams operate globally, including secured facilities in India, Pakistan, and Bangladesh.
President and CEO, Staffingly, Inc. 25+ years in IT consulting and healthcare BPO operations. One of the earliest US operators to set up an RPO/BPO delivery network in India. Leads AI-driven home care workflows that help agencies, home health providers, and multi-branch operators cut admin cost without compromising care.
