Subscription Home Care Scheduling Services
Subscription home care scheduling on a weekly billing cycle. Add or remove schedulers by the week. Cancel any time. 800+ providers served. 2-Week Risk-Free Pilot. Per-FTE weekly rates at $299, $349, or $399.
0:55
0:48Annual contracts lock in over-staffing . Per-hour billing burns the cash.
Most outsourced home care scheduling vendors still demand 12-month contracts, charge per call, or bill in hours. None of those models fit a home care agency where shift volume swings 30 percent week to week. The Staffingly subscription model bills per scheduler FTE per week. You add seats when volume spikes. You remove seats when it drops. No re-contracting.
Annual contracts lock in over-staffing
Most BPO vendors require a 12-month commitment with a 90-day cancellation notice. If client volume drops in Q3, you keep paying for a scheduler you no longer need. Median home care office staff turnover hit 25.2 percent in 2024 (Activated Insights 2025 Home Care Benchmarking Report). Locking into a yearly seat count makes no sense in a market that moves this fast.
Per-hour billing is unpredictable
Per-call and per-hour models look cheap on the proposal. Then a high-volume week hits and the invoice doubles. Bureau of Labor Statistics projects home health and personal care aide employment will grow 21 percent from 2023 to 2033, much faster than average (BLS OOH 2024). Schedule volume rides those waves. A flat weekly rate is the only way to budget.
Adding seats takes weeks
With most vendors, scaling up means a new statement of work, a new BAA, a new sales call, and 4 to 6 weeks of re-onboarding. With the subscription model, you add a seat by the week. Same BAA. Same account lead. Live in 5 to 7 business days on HHAeXchange, AlayaCare, or AxisCare.
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 subscription home care scheduling ?
Subscription home care scheduling is a per-FTE weekly billing model where Staffingly assigns a trained home care scheduler to your agency on a recurring weekly cycle. Each scheduler is one seat. Each seat is one weekly invoice. Add seats when volume rises. Remove seats when it falls. No annual renewal letter. No early termination fee. No re-onboarding when you scale up by one.
What a subscription scheduler delivers every week
Same workload as a full-time hire. Different billing model. Each weekly seat covers the full scope of home care scheduling for one branch or one client roster.
Shift fill and call-outs
Answers the call-out, posts the open shift, calls the backup caregiver in the right zip code, books the fill.
Weekly schedule build
Builds and publishes the weekly roster. Honors caregiver preferences. Keeps eight-hour rules and overtime caps clean.
EVV verification
Monitors clock-ins. Resolves manual edits. Documents missed visits. Keeps your state EVV file audit-ready.
Caregiver matching
Matches skill, language, and certifications to client preferences. Tracks no-go pairings without re-asking.
Two-way messaging
SMS confirmations, shift reminders, post-visit check-ins, and reschedule outreach to clients and caregivers.
Route planning
Geo-aware visit ordering so a caregiver does not drive 30 miles between two clients on the same block.
On-call coverage
After-hours coverage for emergency call-outs, hospital discharges, and weekend reschedules. Documented escalation rules.
Weekly KPI report
Daily fill rate, missed-visit count, EVV exception backlog, and caregiver utilization. Owner-level summary every Friday.
The subscription model is not a marketing label. It is how the invoice runs .
Some vendors call themselves "subscription" but still demand a 12-month minimum. Staffingly's subscription is week-by-week from day one. Here is what makes the model real.
Cancel by the week, not the year
Seven days written notice is all you need to cancel a seat. No 90-day notice. No annual lock-in. No early termination fee. The subscription assumes you stay because the work is good, not because the contract makes you.
Scale up or down by the week
Going through a Medicaid enrollment surge in TX? Add a seat by Friday. Quiet Q3 in FL? Remove a seat the same way. No re-contracting. No 6-week onboarding. Same BAA. Same account lead. The seat count moves with your real schedule volume.
One flat weekly invoice, no surprises
$399, $349, or $299 per scheduler FTE per week, depending on tier. Same number every week. No per-call charges. No overtime markups. No setup fee. No annual renewal. Predictable like a SaaS subscription. Without the per-seat creep.
Subscription model vs annual contract vs per-hour BPO
Side-by-side billing model math. A single scheduler seat over 12 months.
From "let's talk" to your first weekly invoice
Six steps. Each one documented. Your subscription seat goes live in 5 to 7 business days.
Subscription call (15 min)
Tell us your branch size and how many seats you want. We confirm the per-FTE weekly rate. No setup fee. No annual contract.
BAA + platform access
BAA signed. Role-based access provisioned in HHAeXchange, AlayaCare, AxisCare, MatrixCare, Smartcare, or WellSky.
Workflow shadow (2 to 3 days)
Your subscription scheduler shadows your branch coordinators in NJ, NY, TX, or FL. Call-out scripts captured. Tone matched.
Pilot week starts
Week 2 to 3. Subscription scheduler runs alongside your team. Daily 15-minute sync. You see every shift fill and every reschedule.
Day 14 decision point
Pilot results reviewed. Continue at the same weekly rate or cancel. Cancel before day 14, owe nothing. No penalty either way.
First weekly invoice
One flat invoice per seat per week. Add or remove seats anytime. Weekly KPI report Friday. No renewal letter at month 12.
What a single weekly seat actually delivers, hour by hour
A real subscription shift, hour by hour. Times shown in your local time. 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 does the weekly subscription billing actually work?
One flat invoice per scheduler seat per week. $399 Standard, $349 Volume (3+ seats), $299 Enterprise (10+ seats). The same number arrives every Friday. No per-call charges. No overtime markups. No setup fee.
Can I really cancel any week, or is there a minimum commitment?
The minimum commitment is one week. Cancel before day 14 of the pilot, owe nothing. After the pilot, cancel any seat with seven days written notice. No 90-day notice. No annual lock-in. No early termination fee.
How fast can I add a second seat if my volume spikes?
Five to seven business days for HHAeXchange, AlayaCare, AxisCare, Smartcare, and ClearCare. Same BAA covers additional seats. Same account lead. No new statement of work.
Can I drop a seat for a slow month and add it back later?
Yes. Many home care agencies running seasonal Medicaid enrollment volume in TX or FL add a seat in Q4 and drop it in Q2. The subscription model is built for that. Seven days written notice to pause a seat.
Is the subscription compliant with HIPAA and the 21st Century Cures Act?
Yes. Full HIPAA-aware workflow with signed BAA, role-based access, and audit logging. Plus SOC 2 Type II, ISO 27001, and HITRUST. Section 12006(a) of the 21st Century Cures Act mandates EVV for all Medicaid personal care and home health services. EVV exception handling is part of every subscription tier.
What happens if my scheduler is sick or on vacation?
Each subscription seat has documented coverage. A trained backup scheduler from the same pod takes the queue for the day. Same shift-fill scripts, same call-out workflow, same escalation rules. No extra invoice.
Does the subscription cover after-hours and weekend on-call?
The base subscription seat covers business-hours scheduling. After-hours and weekend on-call coverage is a separate add-on seat at the same per-FTE weekly rate. Each on its own weekly invoice line.
How is the subscription model different from outsourced home care scheduling?
Outsourced home care scheduling describes the operating model. Subscription describes the billing model. They are the same service delivered two different ways. The subscription bills weekly per seat. With Staffingly, both describe the same week-by-week per-FTE model.
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.
