Private home-care agency platform

Homecare Command Center

Manage care with clarity, dignity, accountability, and compassion.

Helping Hands Cares homecare command center
Helping Hands Cares Homecare A private home-care operations hub for clients, family members, caregivers, office staff, and agency leadership.
Welcome to your home-care operations center. Choose a tab to manage clients, staff, visits, documents, authorizations, and daily care activity.

Hi Jomesa, welcome back!

Helping Hands Cares Homecare Dashboard - Work Faster, Work Smarter!

One starting point for admissions, schedules, open shifts, staffing, messages, and client activity.

Open Admin
HIPAA-aware operating note: Use approved staff accounts, minimum necessary access, secure document links, audit review, and signed vendor agreements before storing real client health information.
New Admissions, Last 7 Days -- No admissions data entered
Clients Closed/Hospitalized, Last 7 Days -- No admissions data entered
Scheduled Hours This Week -- No schedule data entered
Open Shifts This Week -- No shift data entered
Low Margin Shifts -- No margin data entered
Underscheduled Staff -- No staff utilization data entered

KPI Dashboard

Update the operating numbers below. The margins, utilization, monthly trends, and messages calculate automatically.
Client Margin Manager--No data entered
Staff Margin Manager--No data entered
Payor Margin Manager--No data entered
Service Margin Manager--No data entered
Monthly Trends--No data entered
Authorization Utilization--No data entered
Caregiver Utilization--No data entered
Messages--New/unread drafts and follow-ups

Caregiver Hours Monitor

Track desired hours, scheduled hours, actual hours worked, shortfalls, last visits, and staffing needs to improve retention.
-- Auto-refresh
--Underscheduled
--Avg Utilization
--Avg Shortfall
--Open Shifts
--Caregivers Tracked
Caregiver Service Desired Hours Scheduled Actual Worked Utilization Hours Gap Prev. Payroll Shortage Last Visit Client Count Actions

Command Center Messaging

Daily Office Workflow

Review new messages and service requestsCheck client/family portal submissions and staff follow-up needs.
Confirm schedules and caregiver assignmentsMake sure each client can see accurate visit days and times.
Review notes, documents, and exceptionsTrack changes, incidents, missed visits, and care plan updates.

Clients, Care Circles, and Demographics

Client profiles, responsible parties, family contacts, emergency contacts, payors, physicians, and portal permissions.

Create Client or Family User
Client

New Client

Status not entered Admission: Not entered Created: Not entered IVR ID: Not entered
Next Review --

Staff Assignments

Primary Scheduler
Not assigned
Primary Nurse
Not assigned
Office
Not entered

Summary

Phone
Not entered
Email
Not entered
Hospital Risk Level
Not entered
Age
Not entered
Date of birth
Not entered
Languages
Not entered

Client Address

No address entered

Last Visit Date: Not entered

Quick Indicators

Open Recurring Low Margin Shifts - Bottom 5 Upcoming Fill-in Recurring Authorization Summary Top Aides Notes
Scheduled Overdue Logged In Complete Cancelled Callout Sick Vacation

Edit Client New Client

Edit client details, address, contacts, staff assignments, login status, instructions, and active status.
Client Referral Sources

Track where referrals come from, keep sources active or deactivated, and update the source list used in client profiles.

Hospital Risk LevelNot entered
Last VisitNot entered
OfficeNot entered
Authorization--

Schedule and Visit Requests

SunMonTueWedThuFriSat 293012345 6789101112 13141516171819 20212223242526 272829303112 3456789

Enter Appointment

Cancel Visit Request

No authorization has been entered yet. Add payor rules, approved service dates, visit limits, and authorization documents here.

Billing notes, invoices, private-pay status, payment history, and low-margin alerts for this client will appear here.

Client Payors

Add payor service details, billing rates, unit rules, and effective dates for the selected client.

Notes and to-dos for scheduling, nurse follow-up, family calls, missing documents, and care coordination.

Care plan tasks, ADL support instructions, fall risks, preferences, and visit instructions for assigned caregivers.

Secure file links for care plans, nursing assessments, service agreements, IDs, authorizations, invoices, and uploaded documents.

Care Circle and Doctors

Add, edit, and remove doctors, specialists, physician contacts, pharmacy notes, family contacts, and care-team information for the selected client.
Client Doctors

Each client can have their own doctor list with contact information, specialty, address, and notes.

Relationships and Care Circle Contacts

Maintain relationship types, then assign related people to the selected client's profile and care circle.

Relationship Type Library
Assign to Selected Client

Activity history for visits, calls, messages, authorization changes, document updates, and care-team follow-up.

DNR status and advance directive document links. Use minimum necessary access and verify documents before relying on them.

Medical History

Maintain the master diagnosis list and assign active diagnoses, diseases, disorders, and disabilities to the selected client.
Diagnosis and Condition Library

Conditions start as Active. Change a condition to Deactivated when you no longer want it available for client assignment.

Available Medical Conditions
Assign to Selected Client

Medication Notes and Allergies

Track each client's allergies and mark them active or inactive as their care record changes.
Allergy Status List

Use Active for current allergies and Inactive for old, resolved, or incorrect entries.

Client Demographics Draft

Scheduling and Visits

Office-managed care visits, client appointment requests, family visibility, and visit status.

Add Care Visit

Calendar

Loading calendar...

Today Logged--No shift logs entered
Exceptions--No exception data entered
Late Clock-ins--No clock-in data entered
ClientStaffServiceStatusTime
No schedule records entered yet.
No schedule records entered yet.
No schedule records entered yet.
Open Shifts--Calculated after caregiver hours are entered
Urgent Fill-ins--No fill-in data entered
Pending Offers--No offer data entered
ClientNext VisitAssigned StaffAuthorizationRisk
No schedule records entered yet.
No schedule records entered yet.
StaffScheduled HoursDesired HoursGapNext Shift
No schedule records entered yet.
No schedule records entered yet.
--No day-view records entered.
--No day-view records entered.
--No day-view records entered.
ClientServicePayorMarginAction
No schedule records entered yet.
No schedule records entered yet.
Scheduled--No shift monitor data entered
Logged In--No live shift data entered
Callout Sick--No callout data entered
Cancelled--No cancellation data entered
StaffClientStatusLocationLast Update
No schedule records entered yet.
No schedule records entered yet.
Underscheduled--From caregiver hours monitor after records are entered
Avg Utilization--Utilization appears after caregiver hours are entered
Avg Shortfall--Shortfall appears after caregiver hours are entered
Actual Worked--Actual hours appear after time records are entered

Scheduling Should Track

Visit date, time, service, and assigned caregiverVisible to approved client and family users.
Client appointments and schedule changesClients can request appointments from the portal.
Visit notes and exceptionsUse admin review and audit reports for follow-up.

Quick Schedule Draft

Employee Portal

Employees can document visits, completed tasks, appointments, mileage, and care notes.

Manage Employee Logins
Employee note: Drafts entered here stay on this screen until the full employee database module is connected. Use approved staff logins and do not enter emergency requests here.

Visit Note

Completed Tasks

Appointments Taken To

Mileage Tracking

Care Plans, Assessments, and Tasks

Service plans, ADL support, nursing assessments, safety notes, task checklists, care goals, and visit instructions.

Manage Portal Tools

Care Plan Categories

  • Personal care and ADL support
  • Companionship, meal prep, errands, and light housekeeping
  • Fall risk, mobility support, transfer reminders, and safety notes
  • Medication reminder instructions, allergies, and pharmacy notes
  • Family preferences, routines, faith preferences, and dignity notes

Care Plan or Nursing Assessment Link

Quick Care Task

Services and Service Locations

Manage where Helping Hands Cares can provide homecare or staffing services, then assign services to clients or employees.

Service Library

Pre-populated with common homecare and healthcare staffing service settings. Edit, deactivate, delete, or add more.

Assign Services

Assign an active service to a client, an employee, or both depending on how you use the record.

Service Task Library

Manage the specific tasks each discipline can perform in a home or medical setting.

Assign Service Tasks

Assign approved tasks to caregivers or other employees for home visits, staffing shifts, or specific clients.

Employees and Caregiver Workforce

Employee names, demographics, certifications, staff access, training, availability, assignments, and office permissions.

Manage Staff Accounts
Employee Profile

New Employee

Status not entered Employee ID: Not entered Role: Not entered Office: Not entered
Next Certification Review --

Profile

Phone
Not entered
Email
Not entered
Preferred Service
Not entered
Status
Not entered

Scheduling

Desired Hours
-- weekly
Scheduled This Week
--
Actual Worked
--
Hours Gap
--

Payroll

Pay Type
Not entered
Previous Payroll Shortage
--
Mileage
Track after visits
Timesheet
Pending hours

Care Circle

Primary Scheduler
Not assigned
Supervisor
Not assigned
Assigned Clients
--
Last Visit
Not entered

Edit Staff

Required fields are marked with an asterisk. Save each page before moving to payroll, documents, or messages.
Services Authorized *
Hire Sources

Track where you found caregivers and employees, then use active sources in staff profiles.

Job Titles

Add, edit, delete, and assign job titles to one or more employees at the same time.

Termination Reasons

Add, edit, delete, and assign termination reasons to staff records when employment ends.

Actual Hours Worked--
Mileage--
Timesheet StatusPending
Payroll ReviewNeeded

Staff Resources, Certifications, and Documents

Add, edit, delete, and track employee documents such as CPR, First Aid, TB tests, background checks, licenses, training certificates, and onboarding files.
Employee Document List

Use a secure document link when available. The file picker records the selected file name for tracking.

Scheduler, nurse supervisor, office contact, assigned clients, family contacts, and escalation contacts for this employee.

Activity history for visits, notes, mileage, schedule changes, callouts, document updates, certification reminders, and messages.

Staff Roles

  • Agency administrator
  • Clinical administrator
  • Scheduler
  • Intake and referral coordinator
  • Billing specialist
  • Privacy and security officer
  • Read-only auditor

Employee Demographics Draft

Certification Upload Link

Client Authorizations

Create authorization drafts that define which client services can be scheduled, how often, and for what date range.

Authorization Records

Saved authorizations appear here and can be used to guide weekly scheduling hours.

Scheduling Rules

  • Staff should only be scheduled for approved service types.
  • Visits should stay within the authorization start and end dates.
  • Weekly hours and visit limits should be checked before assigning shifts.
  • Authorization documents should be stored as secure links with access controls.

Billing and Subscriptions

Square subscriptions, payment verification, client invoices, private-pay notes, and account status.

Subscribe

Billing Tools

  • Square subscription payment link
  • Webhook events for active, unmatched, rejected, and failed subscription activity
  • Client invoice links shared through the private portal
  • Audit review for subscription and user changes

Documents and Electronic Forms

Invoices, intake forms, service agreements, consent forms, authorizations, care plans, nursing assessments, certifications, and document links.

Add Document Link

Forms You Can Add

  • Client intake packet
  • Service agreement
  • Consent to communicate with family
  • Emergency contact form
  • Medication list form
  • Care plan acknowledgement
  • Nursing assessment
  • Employee certification
  • Authorization approval
  • Invoice or payment statement

Private Portal

Clients and family members open shared document links from the private portal. Use Google Drive links only when access permissions are set correctly.

Open Client Documents

Messages

Send and track message drafts for clients, family members, employees, and the care team.

Open Portal Messages

Compose Message

Message Categories

Messaging Rules

  • Messages should be used for non-emergency communication only.
  • Urgent medical or safety concerns should use 911 or agency phone support.
  • Staff should avoid sending sensitive health details through regular email or SMS unless an approved secure process is in place.
  • Permanent message storage should be connected to role-based client, family, and employee accounts in the backend.

Organizations and Partners

Maintain organizations that Helping Hands Cares partners with, receives referrals from, works with, or is affiliated with.

Add Organization

Add new partner, affiliate, referral, community, medical, payor, faith, vendor, and support organizations.

Organization List

Edit any field directly in the list, then save. Use Delete to remove an organization.

Reports and Compliance

Audit activity, backup checks, uptime monitoring, HIPAA configuration evidence, and launch readiness.

Open Audit Report

Compliance Review Areas

  • Staff sign-ins and failed login review
  • User creation and role changes
  • Submission, message, document, and vault activity
  • Square webhook and subscription events
  • Backup and off-site backup evidence
  • HIPAA configuration evidence links

Settings and Notifications

Set agency preferences for change alerts, access alerts, saved entries, deleted entries, and notification recipients.

Notification Preferences

Send Alerts When
Delivery Preferences
Alerts and Notifications

Configure automated alerts for attendance and care events.

Enable or disable each alert, then choose the staff roles, job titles, and specific employees who should be notified.

Clock-in Clock-out Follow-up Billing Payroll Authorization

Missed Clock-in

Alerts when a caregiver fails to clock in on time.

If a client does not have an assigned primary scheduler or nurse, all users with scheduling permissions should be notified.

Missed Clock-out

Alerts when a caregiver fails to clock out after a shift.

Minimum trigger time is 5 minutes. Use longer timing for clock-out alerts when visits commonly run over.

Follow-up Required

Alerts when a visit is flagged for follow-up.

Billing Alerts

Notifications when billing is completed.

The active user who runs billing should always receive pop-up alerts.

Payroll Alerts

Notifications when payroll is completed.

The active user who runs payroll should always receive pop-up alerts.

Authorization Expiring Alerts

Notifications when client authorizations are expiring.

Notification Activity

Every access, save, update, and delete creates a record here. Hosted email delivery also uses the backend notification endpoint.

Email and Text Setup

  • Email notifications use the server SMTP settings when this app is hosted through the Python backend.
  • Text notifications require Twilio settings before SMS can be sent.
  • For privacy, keep detailed health or care notes out of regular email unless you have approved secure handling.