Home Care Client Intake
We run non-medical home care client intake from first lead to start of care for every agency. Lead-to-SOC cycle, EVV pre-enrollment for the 21st Century Cures Act, payer mix (private-pay, Medicaid waiver, VA Aid and Attendance, LTC insurance), and caregiver match. 800+ providers trust us. Pilot in 2 weeks.
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0:48Your leads cool off before the start of care visit happens .
Three intake failures quietly cost non-medical home care agencies thousands per week. Each one starts with a lead the marketing team paid for, and each one ends with a closed case, a missed first shift, or a caregiver match that does not stick.
Lead-to-SOC cycle drags past 5 days
The home care industry benchmark for lead to first shift is under 5 business days. When the cycle stretches to 8 or 10 days, the family hires the next agency, the marketing spend evaporates, and the caregiver pipeline sits idle.
EVV not pre-enrolled before SOC
21st Century Cures Act EVV is mandatory for Medicaid personal care services. When the client and caregiver are not pre-enrolled in HHAeXchange or AlayaCare before SOC, the first visits do not transmit and the agency cannot bill the state.
Caregiver match fails on day one
Without skills, language, schedule, location, and personality preferences captured at intake, the first caregiver match fails. The replacement scramble drains the scheduler, and the family loses confidence in the agency.
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 home care client intake ?
Home care client intake is a remote intake specialist who runs the full lead-to-start-of-care cycle for a non-medical home care agency. Not a phone clerk. Not a generic VA. A trained home care intake coordinator who triages inbound leads, runs payer setup for private-pay, Medicaid waiver, VA Aid and Attendance, and long-term care insurance, completes EVV pre-enrollment under the 21st Century Cures Act, and hands a clean caregiver match to your scheduler.
What your home care intake coordinator actually handles, day to day
Pick the intake workflows that hurt most. Your coordinator absorbs them. Your on-site owner or director of operations focuses on caregiver retention and referral relationships.
Lead triage and call back
Answers inbound leads from your call line, web form, and referral partner portal. First call back within 15 minutes during business hours. Logs the lead in HHAeXchange or AlayaCare with source attribution.
In-home assessment scheduling
Schedules the in-home assessment within 48 hours of the first call. Coordinates the assessor route, confirms the family, and prepares the assessment packet for the on-site nurse or care manager.
Service agreement and plan of care
Drafts the service agreement, rate confirmation, and plan of care. Captures e-signature where available. Posts the documents to the client chart in HHAeXchange, AlayaCare, AxisCare, or ClearCare.
Payer setup
Configures private-pay billing terms, Medicaid waiver program enrollment, VA Aid and Attendance through the Community Care Network, and long-term care insurance reimbursement on the client account.
EVV pre-enrollment
Pre-enrolls the client and caregiver in EVV under the 21st Century Cures Act. Configures the visit verification method (mobile app, fixed device, IVR). Tests the first transmission before SOC.
Caregiver match
Matches the caregiver to the client by skill, language, schedule, location, certification, and personality preference. Posts the match candidate to your scheduler with the family-approved tags.
Document checklist
Tracks the document checklist for each payer. Power of attorney, physician orders where required, Medicaid waiver approval, VA award letter, and LTC insurance policy. Chases missing items.
First-shift confirmation
Confirms the first shift 24 hours before SOC. Validates caregiver assignment, client address, key code, and emergency contact. Posts the SOC handoff note to your scheduler and operations team.
Home-care-trained coordinators, not generic VAs
Most outsourcing companies offer call-center agents and call them "home care intake support." We do not. Our home care intake coordinators are EVV-tested, payer-trained, and HHAeXchange or AlayaCare-certified before they ever touch a live lead for your agency.
Home-care-trained, not generic
Every coordinator passes an assessment on the 21st Century Cures Act EVV mandate, Medicaid waiver program rules, VA Aid and Attendance, LTC insurance reimbursement, and at least one major home care EMR from HHAeXchange, AlayaCare, AxisCare, or ClearCare before placement.
Stacked compliance posture
HIPAA + SOC 2 Type II + ISO 27001 + HITRUST. Plus alignment with the 45 CFR 164.514 de-identification standard for analytics and the 21st Century Cures Act EVV mandate. Ask your current vendor for proof of all four. We will wait.
2-Week Risk-Free Pilot
Industry offers no trial. We give you 14 days of live home care client intake at the same rate. Cancel before day 14, owe nothing. No annual contracts after.
Staffingly vs DIY in-house vs generic VA vs onshore BPO
The real cost math for a single full-time home care intake coordinator role at a mid-size agency.
From "let's talk" to live in 1 to 2 weeks
Six steps. Each one is documented. Nothing is mysterious.
Discovery call (15 min)
Tell us which intake pain is loudest. Lead-to-SOC cycle too slow? EVV pre-enrollment messy? Caregiver match failing? We map it on a shared call. No prep needed from you.
BAA + home care EMR access
Business associate agreement signed. Role-based access provisioned in HHAeXchange, AlayaCare, AxisCare, or ClearCare. EVV aggregator credentials set up for your state.
Workflow shadow (2 to 3 days)
Your coordinator shadows your on-site intake team in NJ, NY, TX, or FL. Lead scripts captured. Payer mix mapped. Caregiver match criteria locked. State licensure rules applied per branch.
Parallel pilot starts
Week 2 to 3. Your intake coordinator runs alongside your team. Daily 15-minute sync. You see every lead triaged, every assessment scheduled, every EVV pre-enrollment completed, every caregiver match posted.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most operators keep going.
Full handoff, cadence locked
Lead-to-SOC cycle days, EVV pre-enrollment completion rate, caregiver match retention at 30 days, and payer mix conversion KPIs in your inbox. Weekly review with your account lead. Monthly QA audit.
How your home care intake coordinator's day actually looks
A real shift, hour by hour. Times shown in your local time. We rotate coverage so your intake phone is 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
What is the lead-to-SOC cycle and how do you shorten it?
The lead-to-SOC cycle measures business days from first lead contact to the first caregiver shift. Industry benchmark is under 5 business days. Our intake coordinator calls back inbound leads within 15 minutes during business hours, schedules the in-home assessment within 48 hours, runs payer setup the same day as the assessment, and confirms caregiver match within 72 hours. The compounded effect is a sub-5-day cycle on the majority of leads.
How does EVV pre-enrollment work?
The 21st Century Cures Act requires Electronic Visit Verification for Medicaid personal care services. Our coordinator pre-enrolls both the client and the caregiver in your EVV system inside HHAeXchange, AlayaCare, AxisCare, or ClearCare. We configure the verification method, test a sample transmission to the state EVV aggregator, and confirm verification works before the first shift starts.
What payer types do you handle at intake?
We handle private-pay, Medicaid waiver programs (state-specific names like Community First Choice or Personal Care Services), VA Aid and Attendance through the Community Care Network, and long-term care insurance reimbursement. Each payer has a different document checklist, billing setup, and EVV configuration.
How is the caregiver match decision made?
The caregiver match is decided on skills, language, schedule, location, certification level (PCA, HHA, CNA), and personality preferences captured during the in-home assessment. Our coordinator posts ranked candidates to your scheduler with the family-approved tags. We track 30-day match retention as a KPI.
What documents do you collect at intake?
Document checklist by payer. Private-pay: service agreement, rate confirmation, payment authorization. Medicaid waiver: state waiver approval letter, plan of care signed, EVV consent. VA Aid and Attendance: award letter, CCN authorization. LTC insurance: policy declaration page, benefit verification, billing instructions.
How is state home care licensure variation handled?
Non-medical home care licensure varies by state. Some states require an RN-conducted assessment, others allow a non-clinical assessor. Caregiver background check rules, training hours, and supervision intervals differ by state. We maintain a state-by-state intake checklist so a multi-state agency uses the same coordinator across branches without missing a state-specific form.
How is the home care intake role priced?
$399 per FTE per week at single-branch rate. $349 at 3+ FTEs (volume). $299 at 10+ FTEs (enterprise). No setup fees. Flat weekly billing. Add or remove FTEs by the week. 2-Week Risk-Free Pilot at the same rate.
How does the 2-Week Risk-Free Pilot work?
You sign a short pilot order at the per-FTE weekly rate. The intake coordinator runs live work for 14 calendar days. At the end of week 2, you make a go or no-go call. Cancel before day 14, owe nothing. No annual contracts after. Replacement coordinator at no charge if the fit is wrong.
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.
