Who Provides Remote Support for ClearCare, Now WellSky Personal Care?
ClearCare became WellSky Personal Care, and the daily work did not change: open shifts, telephony timecards, EVV exceptions, waiver authorizations, and invoices. Dedicated HIPAA-trained remote coordinators run those queues inside your own system. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Happened to ClearCare?
ClearCare was the San Francisco-built, web-based operating platform for personal care and private duty agencies: scheduling, caregiver matching, telephony visit verification, billing and payroll integration, and the Family Room portal that let clients’ families see the care plan. It grew into one of the most widely used private duty systems in the country, which is why WellSky bought it.
WellSky closed its acquisition of ClearCare, Inc., adding personal care to a portfolio already covering home health and hospice.
ClearCare officially became WellSky Personal Care. Same platform lineage, new branding across the login, apps, and documentation.
Agencies still run scheduling, telephony and GPS clock-ins, EVV feeds to state aggregators, caregiver management, and invoicing in the platform, and many still call it ClearCare.
What WellSky Personal Care Runs for an Agency
WellSky Personal Care is the operating system of a non-medical home care business: caregiver and client scheduling with skill and availability matching, telephony and GPS-verified clock-ins and clock-outs that create timecards, EVV compatibility with most state systems, billing and payroll outputs built from verified visits, caregiver applicant tracking, and the Family Room portal for client families. Every one of those functions produces a daily queue, and each queue needs a person on it: shifts to fill, exceptions to reconcile, authorizations to check, invoices to send. That staffing gap, not the software, is what this service fixes.
Who Is This For?
Personal care and private duty agencies that run on ClearCare or WellSky Personal Care and are losing office hours to it: independent agencies where the owner is still the after-hours scheduler, franchise locations that need coverage without adding local headcount, Medicaid waiver providers juggling EVV exceptions and authorization units, and multi-branch operations that want one remote pod covering intake, scheduling, and billing across locations.
Where ClearCare Agencies Lose Time and Money
One caregiver call-out means an hour of calls and shift offers before the office even opens. Multiply by a full census and scheduling becomes the whole job.
See the fixMissed clock-ins and GPS mismatches leave visits unverified. Unverified visits cannot bill, and nobody has a spare hour for the exception queue.
See the fixWhen nobody tracks authorization units against the schedule, visits get delivered past the authorized amount and the agency eats the cost.
See the fixPrivate-pay billing slips to “when things calm down”. They rarely do, and a 30-day-old invoice is much harder to collect than a 3-day-old one.
See the fixClient Intake and Onboarding
Our coordinators take new client inquiries from first call to first shift: capturing client details and care needs in your system, coordinating assessments, completing service agreements, and setting up the payer, private pay, waiver, VA, or LTC insurance, so the first visit bills cleanly. Response speed decides which agency the family chooses; a dedicated intake desk answers while your competitors let it ring.
Caregiver Scheduling
Dedicated schedulers live in your calendar: matching caregivers to clients by skills, availability, and continuity, confirming shifts ahead of time, and keeping the schedule board clean so the office is not rebuilding the week every Monday. Our deepest coverage of this workflow is on the WellSky home care scheduling page, with related detail on caregiver assignment.
Shift Fill and After-Hours Coverage
When a caregiver calls out, our team starts the fill immediately: working your caregiver list by proximity and fit, sending shift offers, confirming the replacement, and updating the client and family. Because our specialists cover a 9-hour day and can be scheduled across time zones, call-outs that land outside your office hours still get worked instead of waiting on voicemail. See shift fill services and after-hours scheduling.
EVV and Timecard Exception Cleanup
Telephony and GPS clock-ins create the timecards your billing and payroll depend on, and every missed punch creates an exception someone has to resolve. Our specialists work that queue daily: contacting caregivers about missed clock-ins, documenting manual corrections to your state’s EVV standard, and reconciling verified visits so Medicaid claims stop waiting on unverified visits. Payroll cutoffs stop being a crisis when the timecards are already clean.
Medicaid Waiver Authorizations and Billing
For waiver and personal care program clients, we track authorization units against the schedule before visits are delivered, request renewals ahead of exhaustion, and submit claims built from verified visits. The result is fewer visits delivered without authorization and fewer claims bouncing at the state aggregator. Scheduling against waiver rules is covered in depth on our Medicaid waiver scheduling page.
Private-Pay Invoicing, Payroll Prep, and AR
We generate invoices from verified visits on your billing calendar, prepare payroll exports from clean timecards, post payments, and follow up on aging balances with families and payers in your agency’s name. Weekly AR reporting shows your administrator exactly where the money is stuck. The wider revenue cycle scope for home-based care lives on our billing and RCM services hub.
Put a Dedicated Team on Your ClearCare Queues
The rename did not shrink the workload. Meet us, pick the seats you need, and watch a trained coordinator work your own scheduling, EVV, and billing queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on WellSky Personal Care
Coordinators assigned to a personal care agency train before they produce: our SOP library for home care operations, live sessions on your agency’s own procedures and state EVV rules, and supervised production with QA review before independent work. Each specialist signs an individual HIPAA agreement and works under named credentials you grant and can revoke, never shared logins. A trained backup shadows each account, so a vacation or departure on our side does not become an open-shift crisis on yours.
Why Outsource This Work, and Why Staffingly
A 9-hour dedicated day per specialist, positioned around your call-out windows and payroll cutoffs, so morning scrambles and evening exceptions get worked the same day.
Personal care margins per billed hour are tight. A flat weekly fee per dedicated coordinator keeps your cost per client predictable as your census grows.
Shift offers, continuity of care, EVV exception rules, waiver units, Family Room updates: our staff work personal care queues daily, and they know the ClearCare-era terminology your team still uses.
Most teams go live in about 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, 4.9 Google rating you can verify on our listing.
Process and Onboarding
20 to 30 minutes on Teams. We map your census, payers, EVV state rules, and scheduling pain points before we meet.
Named user credentials per coordinator, least-privilege roles, your approval on every account.
Your SOPs plus our home care library; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated coordinator covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing overnight call-outs, timecard exceptions, and portal messages, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on your payers + software
- Software seat + equipment + PTO coverage
Calculate Savings
ClearCare and WellSky Personal Care: Frequently Asked Questions
What happened to ClearCare?
WellSky acquired ClearCare, Inc. in November 2019 and renamed the platform WellSky Personal Care in September 2021. It remains WellSky’s product for personal care and private duty agencies.
Is ClearCare going away?
The name already did; the platform did not. Agencies that signed up as ClearCare customers run WellSky Personal Care today, and the core workflows, scheduling, telephony verification, billing, and the Family Room, carried over.
Can your team work in our system if we still call it ClearCare?
Yes. Our coordinators support agencies on WellSky Personal Care regardless of what the login is called internally. The queues are the same either way.
What tasks can a remote coordinator handle in WellSky Personal Care?
Client intake, caregiver scheduling and matching, shift fill and call-out coverage, EVV and timecard exception cleanup, Medicaid waiver authorization tracking, invoicing, payroll prep, payment posting, and AR follow-up.
Do you handle EVV exceptions and state aggregator issues?
Yes, on the administrative side: reconciling missed clock-ins and clock-outs, documenting manual edits to your state’s standard, and clearing unverified visits so Medicaid claims can bill.
How do your staff access our system?
Through named individual user accounts you approve, with least-privilege roles and full audit trails. No shared logins, no offline exports of PHI.
How fast can a dedicated team start?
Most teams go live in about 14 days: access setup, training on your SOPs and state EVV rules, then supervised production. The engagement starts with a 2-Week Free Trial.
Is outsourced personal care admin work HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the home care and long-term care workflows described on this page.
Connect on LinkedInSee what a dedicated team changes in your ClearCare queues in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your agency.
Claim Your 2-Week Free TrialClearCare, WellSky, and WellSky Personal Care are trademarks of WellSky Corporation or its affiliates. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by WellSky. Staffingly works inside client-owned systems under client-granted access.