Can You Outsource SMARTcare Software Scheduling and Back Office Work?
Yes. Dedicated HIPAA-trained specialists work inside your agency’s own SMARTcare Software account, now Aaniie, covering scheduling, the hiring pipeline, client intake, EVV cleanup, and invoicing prep, end to end. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Is SMARTcare Software, and Why Does It Say Aaniie Now?
SMARTcare Software is a home care management platform founded in 2017 in Eau Claire, Wisconsin, and rebranded as Aaniie in late 2023. Same company, same product line, new name: the home care platform now runs as Aaniie Care, an EVV-compliant system for single and multi-location providers, alongside Aaniie Kids for childcare operators. If you searched for SMARTcare, you are in the right place; this page covers staffing support for agencies on the platform under either name.
The platform is known for carrying more of the agency office than most: dynamic scheduling, a point-of-care mobile app, a hiring platform with automated applicant engagement, caregiver rewards and retention tools, CRM and lead management, family and client portals, and automated invoicing and payroll. Automation moves the work into queues; it does not do the judgment calls. Somebody still interviews the applicants the hiring pipeline engages, fills the shift the scheduler flags, and reconciles the visit the EVV record disputes. That is the staffing gap this service closes.
The Work Your Team Does in SMARTcare, We Staff
Where SMARTcare Agencies Lose Time and Money
The CRM captures every lead, but when the office is short-staffed the follow-up calls slip, and the referral goes to the agency that answered first.
See the fixThe scheduler flags the gap instantly; filling it is still a person calling caregivers one by one while the visit window shrinks.
See the fixShift-by-shift decisions made under pressure add up to overtime nobody approved. The reporting exists; someone has to watch it before payroll closes, not after.
See the fixMedicaid clients authorized for 40 hours receive 31 because shifts went unfilled. That gap is revenue the agency earned the right to deliver and then left behind.
See the fixWho Is This For?
Home care and senior care agencies running SMARTcare or Aaniie who bought the platform for its automation and now need the people to work what it queues up: single-office private-duty agencies, multi-location providers, Medicaid programs reconciling EVV, and growth-stage agencies whose hiring pipeline produces more applicants than the office can call back. It fits one dedicated scheduler as well as a full back-office pod.
Scheduling and Shift Management
Our specialists run your dynamic schedule daily: building recurring visits, matching caregivers to clients per your rules, watching the open-shift queue, and working call-outs to resolution before the visit window closes. Fill decisions get made with overtime exposure in view, not found in payroll later. Your coordinator gets a resolved schedule and a daily fill report instead of a morning of phone calls.
Hiring Pipeline and Applicant Follow-Up
SMARTcare’s hiring platform engages applicants automatically; our team does the human half. We call engaged applicants the same day, screen against your requirements, schedule interviews, chase references and documents, and keep the pipeline record current, so automated engagement turns into hired, schedulable caregivers instead of a long list of stalled profiles. Caregiver supply is the hardest constraint in home care; the pipeline deserves a dedicated owner.
Client Intake, CRM, and Lead Follow-Up
We work the CRM and lead management side of the platform: answering inquiry calls live, entering leads with complete detail, scheduling assessments, sending follow-ups, and onboarding new clients with care plans, service agreements, and portal setup completed on time. Referral sources get same-day callbacks, and the pipeline metrics your platform reports start reflecting a worked pipeline rather than a neglected one.
EVV and Point-of-Care Cleanup
The point-of-care app captures visits in the field; the exceptions still need an owner. We reconcile missed clock-ins and clock-outs, visits that do not match the schedule, and incomplete visit documentation daily, correcting what your policies allow and flagging the rest, so claims stop pending against EVV and payroll runs on clean visit data.
Client and Family Communication
We keep the communication surface staffed: schedule change notices to clients and families, portal message triage, confirmation calls before visits, and no-show prevention outreach on the visits that history says are at risk. Families judge an agency by whether someone answers; a dedicated specialist means someone does.
Invoicing, Payroll, and Billing Prep
The platform automates invoicing and payroll from the schedule; we make the inputs trustworthy and the outputs collected. Our specialists verify visits before invoicing runs, prepare payer batches, post and reconcile payments, work short-pays and pends, and keep an eye on the receivables that age quietly, including the MCO claims that stretch past 90 days.
Put a Dedicated SMARTcare Team on This Work
You have seen what we cover, from the hiring pipeline to invoicing prep. The next step is simple: meet us, pick the seats you need, and watch a trained specialist work your own SMARTcare queues before you commit to anything.
Book Your 2-Week Free TrialWhy Outsource SMARTcare Work, and Why Staffingly
Most vendors sell a scheduler or a biller. We staff across the SMARTcare workload: scheduling, hiring follow-up, intake, EVV, and invoicing prep, so work stops falling between roles.
A flat weekly fee per dedicated specialist, no setup fees, and every efficiency the platform’s automation creates accrues to your agency, not to a vendor’s invoice.
Our public library covers referral triage, call-out coverage, overtime control, and EVV claim pends, and those same playbooks drive how your team trains.
Live in 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.
How Our Teams Train and Go Live on SMARTcare
New team members train on your agency’s own SOPs first, then on our home care workflow library: shift-fill playbooks, applicant screening scripts, intake call handling, EVV exception rules, and invoicing prep checklists, practiced in supervised sessions before anyone touches production data. Go-live is gradual, with your coordinator reviewing daily in week one and weekly after. Production is reported to you every evening in your own format, and every specialist works under an individual HIPAA agreement with named, auditable platform credentials, never shared logins.
Agency Types We Support on SMARTcare
Private-duty home care agencies (scheduling plus intake in one seat), senior care providers (family communication and portal coverage), Medicaid agencies (EVV reconciliation and authorized-hours tracking), multi-location operators (consistent process across offices), and growth-stage agencies whose recruiting volume outruns office capacity. Agencies on Aaniie Kids childcare operations are out of scope for this page; ask us if that is your case.
Process and Onboarding
20 to 30 minutes on Teams. We map your SMARTcare queues and pain points before we meet.
Named platform user accounts per specialist, permissions you control, your approval on every account.
Your SOPs plus our home care playbooks; 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, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated SMARTcare 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 specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight call-outs, new applicant activity, 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 programs + software
- Software seat + equipment + PTO coverage
Calculate Savings
SMARTcare Outsourcing: Frequently Asked Questions
Is SMARTcare Software the same as Aaniie?
Yes. SMARTcare Software, founded in Eau Claire, Wisconsin, rebranded as Aaniie in late 2023. The home care platform now runs as Aaniie Care. Agencies still search by the old name, and our support model applies to the platform under either name.
What tasks can a virtual assistant do in SMARTcare?
Scheduling and shift fill, applicant screening and hiring pipeline follow-up, client intake and CRM lead work, EVV and point-of-care exception cleanup, family communication, and invoicing and payroll prep. Administrative work that happens inside the platform, a trained remote specialist can own.
Doesn’t SMARTcare’s automation replace the need for staff?
It reduces clicks, not judgment. Automated applicant engagement still needs a person to interview; a flagged open shift still needs a person to fill it; an EVV exception still needs a person to reconcile it. We staff the human half of the platform’s workflows.
Can you work our hiring pipeline?
Yes. Same-day applicant calls, screening against your requirements, interview scheduling, and reference and document chasing, so engaged applicants become schedulable caregivers. See caregiver recruitment and scheduling.
How do your staff access our SMARTcare account?
Through named individual user accounts you approve, with the permission levels you assign and full accountability per user. No shared logins, no offline exports of client data.
Is outsourced SMARTcare work secure and 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.
How fast can a dedicated SMARTcare specialist start?
Typically live in 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Do we keep control of our SMARTcare data?
Yes. It stays your platform, your client records, your logins to grant or revoke. We work inside it and report daily; you can audit each user’s activity.
Home Care Resources for SMARTcare Agencies
From our home care and LTC problem-solving library.
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 LTC workflows on this page.
Connect on LinkedInSee what a dedicated SMARTcare team changes 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 TrialSMARTcare and Aaniie are trademarks of Aaniie, Inc. (formerly Smartcare Software, Inc.). Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Aaniie. Staffingly works inside client-owned platform accounts under client-granted access.