Home Health Scheduling Services
Home health visit scheduling aligned to OASIS, PDGM 30-day periods, and Medicare LUPA thresholds. PT, OT, ST, and SN visits for HHAs in NJ, NY, TX, and FL.
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0:48Home health schedules break around the PDGM clock
Home health agencies live inside the PDGM 30-day payment period. One missed LUPA threshold, one late OASIS Start-of-Care, one stacked PT and OT visit, and the period revenue collapses. Three pain points eat HHA margin every week.
Missed LUPA thresholds
LUPA visit thresholds vary by Home Health Resource Group, ranging from 2 to 6 visits per 30-day period (CMS PDGM rule). When a TX HHA delivers 1 visit below the threshold, the entire period reverts to per-visit payment. Schedulers need a visit-count tracker baked into the build.
OASIS Start-of-Care delays
OASIS-E1 became effective January 1, 2025 (CMS HHA OASIS guidance). SOC must be completed within 5 days of referral. A delayed SOC pushes the entire PDGM period start and risks the certification window. NJ and NY HHAs feel this every week.
PT and OT same-day conflicts
The PT visit and OT visit cannot stack on the same patient at the same hour. In FL, multi-discipline scheduling collides routinely. Schedulers need geographic and patient-tolerance logic in the build, not after the call-out.
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 health scheduling service ?
A home health scheduling service is a remote scheduling team built for Medicare-certified HHAs. It runs PT, OT, ST, and SN visits inside PDGM 30-day periods, tracks LUPA visit counts in real time, and aligns visit cadence to the OASIS Start-of-Care window. Not a generic VA. A home health scheduling specialist who works inside your software and respects your clinician roster.
What your home health scheduler actually handles, day to day
Pick the queues that hurt the most. Your home health scheduler absorbs them so your in-office coordinator focuses on clinician audits and physician orders.
PDGM period build
Builds the 30-day visit plan against the HHRG. Tracks LUPA thresholds against the running visit count.
OASIS SOC scheduling
Books OASIS Start-of-Care visit within 5 days of referral. Tracks recerts and Discharge OASIS deadlines.
PT, OT, ST visit logic
Schedules PT, OT, ST visits with patient tolerance and travel rules. Prevents same-day stacking.
SN visit cadence
Skilled nursing visit cadence aligned to plan of care. Wound care visits and IV visits flagged for the right clinician.
EVV verification
Monitors clock-ins, resolves manual edits, documents missed visits, keeps your state EVV file ready.
Route planning
Geo-aware visit ordering. Keeps clinicians from driving 30 miles between two patients on the same block.
On-call coverage
After-hours coverage for clinician call-outs, hospital discharges, and weekend recerts.
Reports and KPIs
Daily visit count vs LUPA threshold, missed SOC count, recert backlog, clinician utilization.
Home-health-trained schedulers, not generic VAs
Most outsourcing companies offer call-center agents and label them schedulers. We do not. Our home health scheduling specialists pass a PDGM and OASIS workflow assessment before placement.
PDGM and OASIS trained
Every scheduler passes an assessment on PDGM 30-day periods, LUPA visit thresholds, OASIS-E1 timing rules, and at least one major HHA platform from HHAeXchange, AlayaCare, AxisCare, or MatrixCare.
Stacked compliance posture
HIPAA, SOC 2 Type II, ISO 27001, and HITRUST. Plus alignment with Section 12006 of the 21st Century Cures Act for EVV documentation across all 50 state Medicaid programs (CMS Medicaid.gov).
2-Week Risk-Free Pilot
Industry offers no trial. We give you 14 days of live home health scheduling work at the same rate. Cancel before day 14, owe nothing. No annual contracts.
Staffingly vs DIY in-house vs generic VA vs onshore BPO
The real cost math for one home health scheduler at a Medicare-certified HHA.
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 home health pain is loudest. LUPA misses? Late OASIS? PT/OT stacking? We map it on a shared call.
BAA + platform access
Business associate agreement signed. Role-based access provisioned in HHAeXchange, AlayaCare, AxisCare, MatrixCare, Smartcare, KanTime, or WellSky.
Workflow shadow (2 to 3 days)
Your scheduler shadows branch coordinators in NJ, NY, TX, or FL. PDGM and OASIS workflows captured. Recert rules locked.
Parallel pilot starts
Week 2 to 3. Your scheduler runs alongside your team. Daily 15-minute sync. You see every visit, every SOC, every recert.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most HHAs keep going.
Full handoff, cadence locked
LUPA tracking, SOC compliance, and recert KPIs in your inbox. Weekly review with your account lead.
How your home health scheduler's day actually looks
A real shift, hour by hour. We rotate coverage so your agency phones are never dark during business hours.
How Staffingly works, in practice
Inside the workA trained Staffingly specialist works inside your existing platform, with clear escalation back to your team.
One Flat Weekly Rate. No Surprises.
Dedicated senior care schedulers at a fixed weekly cost. Per scheduler FTE, per week. No contracts, no minimums, no hidden fees.
Want to compare against an in-house hire? Use the savings calculator.
Frequently asked questions
How fast can a Staffingly home health scheduler start working in our software?
Onboarding for HHAeXchange, AlayaCare, AxisCare, Smartcare, and ClearCare typically takes 5 to 7 business days. MatrixCare, KanTime, Homecare Homebase, and WellSky take 7 to 10 business days. EVV aggregator setups add 3 to 5 days.
How do you track LUPA thresholds across PDGM 30-day periods?
Each PDGM period has its own LUPA visit threshold per HHRG. The scheduler runs a daily report showing visit count vs LUPA threshold and flags any patient at risk of dropping below threshold.
How do you handle OASIS-E1 Start-of-Care timing?
OASIS-E1 took effect January 1, 2025. The scheduler tracks SOC visit booked vs 5-day window. Late SOC visits trigger an escalation to the DOPCS the same day.
How do you prevent PT and OT same-day stacking conflicts?
Patient tolerance, geography, and clinician availability are all surfaced before the build. The scheduler enforces a minimum gap between PT and OT visits on the same patient.
What is included in the 2-Week Risk-Free Pilot?
Two weeks of live home health scheduling running in parallel with your branch coordinators. Full reporting on LUPA risk, SOC compliance, recert backlog, and EVV exceptions. No setup fee. No penalty if you cancel before day 14.
How does pricing work across multiple HHA branches?
Per scheduler FTE, per week. $399 Standard, $349 Volume (3+), $299 Enterprise (10+). Multi-state HHAs in NJ, NY, TX, and FL can pool schedulers across branches.
Do you cover after-hours and weekend on-call?
Yes. On-call coverage handles overnight clinician call-outs, weekend recerts, and hospital discharge admissions.
How are your home health schedulers trained?
Schedulers are selected from healthcare administration and nursing-support programs, pass neutral-accent English certifications, and work from biometric-secured HIPAA-aware facilities. Home health schedulers complete extra training on PDGM, LUPA logic, OASIS-E1 timing, and disciplines.
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.
