Home Care Route Planning Services
Route planning for home care visits across multi-client panels. Drive time, mileage caps, and EVV check-in windows respected. Inside HHAeXchange, AlayaCare, MatrixCare, AxisCare, Smartcare, KanTime, and WellSky. 800+ providers trust us. Pilot in 2 weeks.
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0:48Caregivers driving 30+ miles between visits burn out fast.
Poor route planning costs agencies in three ways at once: caregiver retention, drive-time overtime, and mileage reimbursement disputes. Three patterns repeat in every agency we audit.
Caregivers drive 30+ miles between visits
Caregiver turnover sat at 75 percent in 2024 (Activated Insights 2025 Benchmarking Report, https://www.activatedinsights.com/). A caregiver driving 30 miles between two clients spends 45 unpaid minutes in traffic. Quit within a month.
Drive time eats overtime
Drive time between visits is often billable as work hours under state labor laws. Sloppy routes turn three 2-hour shifts into 9 paid hours instead of 7. Multiplied across a 50-caregiver agency in NY or CA, that is a five-figure monthly cost.
Mileage reimbursement disputes
Section 12006 of the 21st Century Cures Act mandates EVV for all Medicaid personal care services (CMS Medicaid.gov, https://www.medicaid.gov/). Mileage logs that do not match the EVV map trigger disputes. Caregivers feel cheated. Owners feel taken advantage of.
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 route planning service ?
A home care route planning service is a remote scheduling team that arranges each caregiver's daily visit panel so that drive time and mileage stay inside your agency's rules. The planner reads each caregiver's home zip code, the geographic cluster of the day's clients, the agreed mileage cap per shift, and the EVV check-in window for each visit. The planner then orders the visits to minimize back-tracking and idle drive time.
What your route planning scheduler actually handles, day to day
Pick the geographic territories that cost your agency the most drive time. Your scheduler plans the routes. Your caregivers stop quitting over the commute.
Daily route build
Builds each caregiver's daily visit order based on zip cluster, drive time, and EVV check-in windows.
Drive time minimization
Orders visits to cut back-tracking. Most caregivers save 30 to 60 minutes of drive time per day.
Mileage cap enforcement
Each shift respects the agreed mileage cap. Caregivers never get blindsided by a 90-mile day.
EVV check-in windows
Visits planned so the caregiver arrives within the 15-minute EVV check-in tolerance window.
Real-time replanning on call-outs
When a caregiver calls out, the surrounding routes are replanned so other caregivers absorb nearby visits efficiently.
Mileage log alignment
Planned routes match the EVV map. Mileage logs reconcile cleanly. No reimbursement disputes.
Caregiver morning text
Each caregiver gets a morning SMS with the day's route order and estimated drive time between stops.
Mileage and drive time reporting
Weekly trend on miles driven per caregiver, drive time per shift, and complaints related to commute.
Home-care-trained schedulers, not delivery-app route engines
Generic routing software is built for package delivery. Home care is not package delivery. Clients have specific care windows. Caregivers have skill levels, mileage caps, and personal preferences. Our schedulers know the difference and plan routes that respect every constraint.
Home-care trained, not generic
Every route planning scheduler passes a route-build test and a HHAeXchange or AlayaCare exam before they touch your live roster.
Stacked compliance posture
HIPAA + SOC 2 Type II + ISO 27001 + HITRUST. Plus Section 12006 of the 21st Century Cures Act alignment for EVV check-in window respect (CMS Medicaid.gov).
2-Week Risk-Free Pilot
14 days of live route planning at the same rate. Cancel before day 14, owe nothing. Most agencies cut drive-time OT in week one.
Staffingly vs DIY planning vs generic routing software
The real cost math for planning routes across 50 caregivers in a multi-zip territory.
From "let's talk" to live in 1 to 2 weeks
Six steps. Each one is documented.
Discovery call (15 min)
Tell us your worst caregiver route. We map current drive time and mileage costs.
BAA + platform access
BAA signed. Role-based route access in HHAeXchange, AlayaCare, AxisCare, MatrixCare, Smartcare, KanTime, or WellSky.
Territory and rules shadow (2 to 3 days)
Your scheduler shadows coordinators in NJ, FL, TX, or CA. Mileage caps and check-in windows captured.
Parallel pilot starts
Week 2. Your route planner runs alongside your team. Daily 15-minute sync. You see every plan and outcome.
Decision point (end of week 2)
Drive time and mileage trend reviewed. Go or no-go. No penalty if you cancel.
Full handoff, cadence locked
Daily route report. Weekly review with your account lead. Monthly QA audit on plan quality.
How your route planning scheduler's day actually looks
A real shift, hour by hour. Times shown in your local time.
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 scheduler start planning our routes?
Onboarding for HHAeXchange, AlayaCare, AxisCare, Smartcare, and ClearCare typically takes 5 to 7 business days from BAA execution to first live route plan. MatrixCare, KanTime, and WellSky take 7 to 10 business days.
How is PHI handled during route planning?
Full HIPAA-aware workflow with signed BAA, role-based platform access, and audit logging.
Can we keep our in-office coordinator and still use Staffingly for route planning?
Yes. The Staffingly scheduler builds the daily route plan. Your in-office coordinator handles caregiver relationships and field issues.
How much drive time reduction should we expect?
Most agencies cut drive time per caregiver by 30 to 60 minutes per day in the first 60 days. Total agency mileage drops 10 to 20 percent.
What is included in the 2-Week Risk-Free Pilot?
Two weeks of live route planning running in parallel with your team. Full reporting on drive time and mileage. No setup fee. No penalty if you cancel before day 14.
How does pricing work across multiple branches?
Per scheduler FTE, per week. Per-skill pricing. No setup fees. $399 Standard, $349 Volume (3 or more), $299 Enterprise (10 or more). Multi-state agencies in NJ, FL, TX, and CA can pool schedulers.
Do you replace our existing route planning software?
No. We work inside your existing platform. If your HHAeXchange or AlayaCare has built-in route tools, we use them.
How are your schedulers trained?
Our schedulers are selected from healthcare administration and nursing-support programs, pass neutral-accent English certifications, and work from biometric-secured HIPAA-aware facilities.
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.
