Private Duty Scheduling Services
Private duty scheduling for 1 to 1 companion, 12-hour shift, and live-in clients. Staffingly schedules private pay, LTC insurance, and family-direct billing visits.
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0:48Private duty schedules break in three places
Private duty agencies serving 1 to 1, 12-hour shift, and live-in clients run into three weekly problems. Continuity expectations, shift overtime, and family-direct billing complexity all collide inside the build.
Live-in caregiver continuity
A live-in caregiver in NJ takes a 4-day break per month. Coverage during that window must come from the same backup pool every cycle, or the client refuses the substitute. PHI reports 4.8 million direct care workers in 2023 (PHI National, 2025), but continuity-trained caregivers are a much smaller pool.
12-hour shift overtime exposure
A 12-hour shift bumps into a 7th day stretch. Federal overtime rules kick in for live-in domestic workers under the FLSA Domestic Worker Final Rule (DOL Wage and Hour Division). NY and CA add state-specific overtime layers. A scheduler without the rules in hand creates back-pay liability.
Family-direct billing complexity
The TX family pays the agency direct. The CA family runs visits through LTC insurance. The FL family splits 50/50 between long-term care policy and private pay. Each requires a different visit code and invoice line. Mistakes mean refunds and angry phone calls.
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 private duty scheduling service ?
A private duty scheduling service is a remote scheduling team trained on the rhythms of 1 to 1 private duty home care. It handles 12-hour and 24-hour shift logic, live-in coverage rotations, LTC insurance authorization tracking, and the family-direct billing notes that private duty agencies live with every day. Not a generic VA. A private duty scheduling specialist who works inside your software platform, respects your continuity rules, and treats your clients and family payers the way your in-office coordinator does.
What your private duty scheduler actually handles, day to day
Pick the queues that hurt the most. Your private duty scheduler absorbs them so your branch coordinators focus on caregiver continuity and family escalations.
1 to 1 caregiver matching
Matches private duty caregivers to clients by skill, language, and personality. Locks recurring assignments.
Live-in coverage rotations
Builds the live-in roster with 4-day-off cycles. Pre-books the relief caregiver from the trusted pool.
12-hour shift management
Tracks 12-hour shifts against state overtime rules. Flags shifts at risk of pushing into overtime cost.
Payer mix scheduling
Tags each visit with private pay, LTC insurance, or family-direct billing. Keeps the invoice clean.
Family communication
Daily check-in texts to authorized family contacts. Returns family calls within the agreed SLA.
EVV verification
Monitors clock-ins for the 12-hour and 24-hour shifts. Documents manual edits. Audit-ready file.
On-call coverage
After-hours coverage for live-in caregiver emergencies, weekend reschedules, and overnight worry calls.
Reports and KPIs
Daily continuity score, overtime risk, payer-mix billing accuracy, family-SLA, EVV exceptions.
Private-duty-trained schedulers, not generic VAs
Most outsourcing companies offer call-center agents and label them schedulers. We do not. Our private duty scheduling specialists pass a 1 to 1 and live-in workflow assessment before placement.
Private duty trained
Every scheduler passes an assessment on 12-hour shift logic, live-in continuity, FLSA Domestic Worker overtime rules, payer mix billing, and one major platform from HHAeXchange, AlayaCare, AxisCare, or MatrixCare.
Stacked compliance posture
HIPAA, SOC 2 Type II, ISO 27001, and HITRUST. Plus alignment with FLSA Domestic Worker Final Rule and state-specific overtime rules in NJ, NY, TX, FL, and CA.
2-Week Risk-Free Pilot
Industry offers no trial. We give you 14 days of live private duty scheduling at the same rate. Cancel before day 14, owe nothing.
Staffingly vs DIY in-house vs generic VA vs onshore BPO
The cost math for one private duty scheduler at a 1 to 1 agency.
From "let's talk" to live in 1 to 2 weeks
Six steps. Each one is documented.
Discovery call (15 min)
Tell us which private duty queue is loudest. Live-in coverage? Overtime risk? Payer mix? We map it on a shared call.
BAA + platform access
BAA signed. Role-based access provisioned in HHAeXchange, AlayaCare, AxisCare, MatrixCare, Smartcare, KanTime, ClearCare, or WellSky.
Workflow shadow (2 to 3 days)
Your scheduler shadows branch coordinators in NJ, NY, TX, or FL. Continuity rules captured. Tone matched.
Parallel pilot starts
Week 2 to 3. Your scheduler runs alongside your team. Daily 15-minute sync. You see every shift, every continuity check.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most private duty agencies keep going.
Full handoff, cadence locked
Continuity, overtime, and payer-mix KPIs in your inbox. Weekly review with your account lead.
How your private duty scheduler's day actually looks
A real shift, hour by hour. We rotate coverage so your agency phones are never dark.
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 private duty scheduler start working in our software?
Onboarding for HHAeXchange, AlayaCare, AxisCare, Smartcare, and ClearCare typically takes 5 to 7 business days. MatrixCare, KanTime, and WellSky take 7 to 10 business days.
How do you handle live-in caregiver continuity?
The scheduler builds the live-in roster on a 4-day-off rotation pattern. Relief caregivers are pre-locked from the trusted pool. Continuity score is tracked daily.
How do you avoid 12-hour shift overtime exposure?
FLSA Domestic Worker Final Rule and state-specific overtime rules are loaded into the scheduling logic. The daily report flags shifts at risk of pushing into overtime.
How do you handle private pay, LTC insurance, and family-direct billing on the same client?
Each visit gets tagged with the right payer code. Split billing is supported. The scheduler keeps the invoice lines clean.
What is included in the 2-Week Risk-Free Pilot?
Two weeks of live private duty scheduling running in parallel with your branch coordinators. Full reporting on continuity, overtime risk, payer-mix accuracy, and EVV exceptions. No setup fee. No penalty if you cancel before day 14.
How does pricing work across multiple private duty branches?
Per scheduler FTE, per week. $399 Standard, $349 Volume (3+), $299 Enterprise (10+). Multi-state agencies in NJ, NY, TX, and FL can pool schedulers across branches.
Do you cover after-hours and weekend on-call for live-in emergencies?
Yes. On-call coverage handles overnight live-in caregiver emergencies, weekend reschedules, and family worry calls.
How are your private duty 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. Private duty schedulers complete extra training on 12-hour shift logic, FLSA overtime rules, live-in coverage, and payer mix billing.
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.
