Home Care Agency Software: Carer Rotas with Continuity, Visit Notes and Family Updates
Mythex lets a home care agency build a carer rota that keeps each client with a small familiar team and counts travel time between visits, a family portal that shows who is coming and a short note after each visit, and invoices built from visits actually delivered. Describe how your agency works in chat, check the live preview, and publish it.
A rota rebuilt every week around people
Visits happen at set times seven days a week: morning personal care, lunch, a bedtime call, plus companionship, respite and live-in placements. Referrals arrive from hospitals, social workers and families, often at short notice after a discharge. Every week the coordinator rebuilds the rota in a spreadsheet around sickness, travel between villages, double-handed calls and which carers each client knows, and continuity is the first thing lost. Families ring the office to check a visit happened. Invoices to families and public funders have to match the visits delivered, not the schedule.
- Clients kept with a small team of familiar carers
- Travel time between visits on every run
- Double-handed visits and must-not-miss calls flagged
- Referrals tracked by source and response time
- Visit notes shared with families as the client allows
- Invoices from completed visits with weekend and holiday rates
What you can build for home care agencies
A rota that keeps continuity
Each client has a preferred team and gender preference, carers have skills like dementia care or hoist training, runs include travel time, double-handed calls need two carers, and sickness cover suggests someone the client already knows first.
Build a carer rota for my home care agency. Clients have recurring visits (time, length, tasks), a preferred team of up to four carers and any gender preference. Carers have skills (dementia, hoist, medication support) and a home postcode. Add travel time between visits, flag double-handed visits that need two carers, and when a carer is off sick suggest replacements from the client's team first.
Families see who is coming and how it went
Families see visit times and the carer's name; after each visit a short note appears if the client has agreed to share it. Carers see their own runs and the care plan tasks for each visit.
Create a portal for my home care agency. Family members log in to see upcoming visits and which carer is coming, and read visit notes when the client has consented to sharing. Carers log in to see their visits, the address, the care plan tasks, and write a visit note with arrival and departure times.
Referrals answered fast
Referrals from hospitals, social workers and families with status and the time you responded, clients with care plans, contacts and preferred carers, and carers with skills and training dates.
Make a CRM for a home care agency tracking referrals (source: hospital, social worker, family; date received; first response time; status), clients with care needs, contacts and preferred carers, and carers with skills, training and expiry dates.
Invoices from visits delivered
Bill from completed visits including early and late finishes, with different rates for weekends, nights and public holidays, and separate payers such as a family and a public funder for the same client.
Build invoicing for my home care agency based on completed visit records, not the schedule. Apply hourly rates with higher rates for weekends, nights and public holidays. Allow a client's visits to be split between payers, such as a local authority and the family, each with its own invoice.
A calm page for a stressful week
Types of care from short visits to live-in, the areas covered, exactly what happens after the first call (who rings back, when the assessment is, how soon care can start), and a careers section.
Create a website for my home care agency explaining our care types (personal care visits, companionship, respite, live-in), the towns we cover, what happens after you call us (callback within 2 hours, assessment within 2 days, care start), and a careers page with pay, hours, travel and training.
Late visits by area
Visits delivered versus scheduled, late or missed visits by carer and area, and hours of care per client and per week, so a route that runs late every day gets fixed.
Make a dashboard for my home care agency with visits delivered versus scheduled, late visits (over 15 minutes) and missed visits by carer and area, hours of care per client, and total hours per week.
Care records and privacy
Care plans and visit notes are health information about vulnerable people. Ask for staff roles so carers see only their clients, private storage for documents, family access only with the client's consent, and an audit of who viewed what. Care regulators and data rules differ by country, so check what your regulator expects for records and electronic visit logs. Mythex does not claim any healthcare certification.
- Carers see only their own clients
- Family access based on client consent
- Check your regulator's record rules
Recruiting carers
Finding carers is often harder than finding clients. A recruitment landing page that is plain about pay, hours, mileage and training, with a short application form, usually brings more applicants than a careers line on the home page.
Questions
Can carers use it on their phones?
Yes. Carers open their runs and write visit notes in a phone browser. On Pro, the agency can also issue Android and iPhone apps that open the published app.
Can families see visit notes?
Yes, if the client consents. Families can be given logins that show visit times, the carer's name and shared notes.
Can the rota keep the same carers with each client?
Yes. Each client can have a preferred team, and the rota and sickness cover suggest those carers first.
Does it meet care regulations?
Mythex holds no care-sector certification. You can build roles, private storage and visit records, but check what your regulator requires.
What does it cost?
You can build and test the rota on Free, with no card. Pro, at $25 a month, adds the agency's own domain and more credits.
More for home care agencies
- Home Care Booking System: Assessments and Recurring Care Visits
- Home Care Agency Landing Pages for Care Enquiries and Carer Recruitment
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