Helping Hands Cares Homecare

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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

Care Visits Completed -- Open signed visit documentation awaiting review Care Documentation -- Open the focused documentation review screen

Open Shifts This Week -- No shift data entered

Low Margin Shifts -- No margin data entered

Underscheduled Staff -- No staff utilization data entered

KPI Dashboard

These operating numbers sync from schedules, authorizations, payor rates, staff rates, messages, and submitted documentation.

Client revenue this month Client care cost this month Staff billable revenue Staff wages/cost Payor revenue Payor cost Service revenue Service cost This month revenue Last month revenue Authorized hours Scheduled authorized hours Caregiver available hours Caregiver scheduled hours Open shifts New/unread messages

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.

--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

MorningReview new messages and service requestsCheck client/family portal submissions and staff follow-up needs.

Before visitsConfirm schedules and caregiver assignmentsMake sure each client can see accurate visit days and times.

After visitsReview notes, documents, and exceptionsTrack changes, incidents, missed visits, and care plan updates.

Fast Actions

Manage Employee Logins Portal Tools Add Document Link Audit Report HIPAA Config

Clients, Care Circles, and Demographics

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

Create Client or Family User

Scheduling and Visits

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

All Scheduled Visits Calendar

Loading calendar...

Find Scheduled Shifts

Select a caregiver, a client, or both. Matching shifts and visit actions will appear below.

Previously Scheduled Shifts

Caregiver Client Visit status

Specific date From date Through date

Use Specific date for one day, or use From date and Through date for a range.

Select search criteria, then click Search Shifts.

Copy Schedule Month to Month

Copy active scheduled shifts from one month into another month. Existing matching shifts will not be duplicated.

Copy from month Copy to month Caregiver

Client

Published, scheduled, and pending shifts are eligible to copy. Visit details and calendar day numbers are preserved when possible.

My Sites

Caregivers can see only the client addresses assigned to their employee account.

All Client Sites

Every caregiver can select any active client they are working with today to fill the documentation client and address fields.

Employee Portal

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

Employee note: Signed daily documentation, completed tasks, incident reports, and seizure reports are sent to admin review. Use approved staff logins and do not enter emergency requests here.

Immediate Nursing Support

Use Alert the Nurse when a client's condition, medication, fall, injury, or other situation requires prompt nursing attention.

If the client is in immediate danger, call 911 first.

Nurse-alert text number: (410) 421-7242

Do not call or text this number to start an alert. Open Alert the Nurse from the main menu, select the client, complete the secure form, and choose Send Alert to Assigned Nurse. The app sends the first text and email to the nurse assigned to that client. An unacknowledged alert escalates to the administrator after five minutes.

My Scheduled Visits

Only visits assigned to your employee account appear here.

All Client Care Plans

Care plans for all active clients appear here for every caregiver. Nursing assessments remain admin and nurse only.

Electronic Care Charting

Document care observations with date, time, client name, required details, and electronic signature.

If you notice abnormalities, anything unusual, or any change in condition, notify the nurse immediately.

Client name Date Time

Chart type Measurement / result Status

Required documentation details

Action taken / nurse notification Additional notes

Electronic signature I certify that this charting is complete and accurate to the best of my knowledge.

Daily Documentation and Shift Completion Signature

This documentation is mandatory. Caregivers must complete assigned tasks, enter the daily note, and provide an electronic signature to complete the shift.

Employee name Client name Client visit address Visit date Client condition during visit

Assigned tasks - all must be completed before shift completion Personal care completed Meal preparation or nutrition support completed Medication reminder documented Light housekeeping completed Companionship or supervision provided Safety check completed

Daily documentation Follow-up needed Caregiver electronic signature I certify that this daily documentation is complete and accurate, and I understand my electronic signature completes this shift documentation. Client or responsible party signature, if able Client/responsible party was unavailable or unable to sign.

Completed Tasks

Employee Client Additional task notes

Electronic Incident Report

Caregivers and admins can complete this whenever an incident, injury, medication concern, fall, safety issue, behavior change, missed visit, property concern, or unusual event occurs. A care-team email notification is sent when submitted.

Reporter name Reporter role

Client name Incident date

Incident time Incident type

Location of incident What happened Immediate action taken Notifications made Follow-up required Reporter electronic signature I certify that this incident report is accurate to the best of my knowledge.

Electronic Seizure Report

Caregivers and admins can complete this after any seizure-like activity. A care-team email notification is sent when submitted so the nurse and office can review promptly.

Reporter name Reporter role

Client name Seizure date

Start time End time

Estimated duration Seizure type observed

Location What was happening before the seizure? What was observed during the seizure? What happened after the seizure?

Protected from injury Turned on side if safe Timed event Called 911 Nurse notified Office notified Family/responsible party notified Physician notified

Immediate action taken Injury, breathing concern, or urgent warning signs Follow-up required Additional notes Reporter electronic signature I certify that this seizure report is accurate to the best of my knowledge.

Appointments Taken To

Mileage Tracking

Mileage reimbursement is calculated automatically at $0.55 per mile. Location tracking runs only after you choose Start Trip Tracking and stops when you choose Stop Trip Tracking.

Employee Client Date

Starting odometer Ending odometer

Trip purpose

Location verification has not started.

Calculated mileage: 0.0 miles

Reimbursement: $0.00 at $0.55 per mile

I certify that the mileage and trip purpose are accurate and consent to submitting the captured trip locations for mileage verification.

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

Electronic Assessment and Care Plan

Admin/management use only. The nurse enters nursing assessment findings below, and the app automatically creates a connected care plan from that assessment information.

Client Care plan type

Effective date Review due date

Nurse completing assessment

Combined Nursing Assessment

Combined from the HHC initial assessment and health care practitioner assessment. Repeated items were merged so the nurse enters each topic once.

Assessment interview details Contacts and provider information

Client demographics and home setting Caregiver preferences and requested schedule

Current medical, psychiatric, and functional findings

Past illness, chronic conditions, and medical history Allergies, sensitivities, and reactions

Communicable disease and TB screening Substance use and medication compliance

Mobility, transfers, and fall risk Skin condition and injury risk

Sensory and communication needs Cognitive, behavioral, mood, and decision-making needs

Personal care and ADL needs Diet, nutrition, hydration, and swallowing

Medication administration, reminders, and orders Treatments, testing, and monitoring

Medicaid / CFC Assessment Support

Admin and nurse use only. Answers entered here automatically generate the Medicaid/CFC care plan summary, authorized support tasks, safety/supervision instructions, and renewal follow-up language below.

Medicaid number / MA number LTSS Client ID

Medicaid eligibility verification Plan of service and authorization alignment

Functional eligibility and hands-on assistance needs IADL and community support needs

Risk, supervision, and safety justification Informal supports and caregiver availability

Service necessity statement Medicaid reassessment, change, or renewal notes

DNR status MOLST status

DNR / MOLST instructions and document location

Meal preparation and household tasks Activities, appointments, and community support

Nurse recommendations and care plan priorities

Care plan is generated from the nursing assessment. Review and edit the generated plan before signing.

Generated care plan summary Generated assigned care tasks and instructions Secure document link Notes Electronic signature I certify that this electronic care plan was created from the nursing assessment information entered above and is complete and accurate to the best of my knowledge.

Visible Care Plans

Caregivers can view only the generated care plan for client(s) they are assigned to. Nursing assessment details stay admin/nurse-only.

Assigned client name

Enter the assigned client name to view that client care plan.

Electronic Care Plan Acknowledgement

Admin/management use only. Required after nurse training. Once signed, the acknowledgement is saved to Care Documentation Review and a care-team email notification is sent so it can be printed and placed in the employee file.

Client name Caregiver / employee name

Nurse trainer Training date

Care plan version or effective date

Caregiver confirms training included Client-specific care plan tasks Safety risks and fall precautions Medication reminder instructions Emergency contacts and escalation steps Documentation and reporting requirements

Questions, restrictions, or notes Caregiver electronic signature I acknowledge that I was trained by the nurse on this client care plan and agree to follow the care plan and report changes or concerns.

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

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.

Authorization Dashboard

Admin-only monitoring for status, renewal alerts, utilization, verification, holds, and scheduling limits.

Client	Program	Service	Auth / Reference #	Start	End	Hrs/Wk	Units/Wk	Units Used	Units Remaining	Utilization	Rate/Unit	Expected Weekly	Status	Alerts

Scheduling Rules

Medicaid visits must link to an active authorization that covers the date, service, provider assignment, and remaining units.
Expired authorizations cannot be silently extended. Create a renewal record instead.
Hold, exhausted, expired, or pending verification statuses block Medicaid scheduling unless management overrides with a documented reason.
Caregivers see only service-active visit permission, task, care-plan, safety, and contact information.

Billing and Invoices

Create client invoices from scheduled hours, review payors, and connect billing work to Square invoices.

Create Invoice From Scheduled Hours

Select a client, date range, and hourly bill rate. The invoice is calculated from scheduled visits marked client visible.

Square Setup

Payor Library

Add, edit, deactivate, delete, and save payors used for authorizations, billing, and client payor services.

Payor Service Library

Manage reusable payor service rules, service codes, rates, units, rounding, and effective dates.

Documents and Electronic Forms

Employee-required document uploads and limited client care information needed during assigned visits.

Employee Documents Employees May Upload

Employees should only upload documents required for their own employment record. Client documents, invoices, authorizations, and private client portal files are managed by admin only.

Certifications required for the employee role
Driver's license
First Aid/CPR certification
TB test results
Other required employee-submitted documents

Assigned Client Care Information Employees May View

For assigned visits only. Employees may view the client name, address, phone number, care plan, medications, and medical information needed to provide care or call 911. All other client documents remain admin/private portal only.

ClientAddressPhoneCare PlanMedications / Medical Info

No assigned client care information has been entered yet.

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.

Alert the Nurse

Send an immediate nursing alert to the nurse assigned to the client. Unacknowledged alerts escalate to the administrator after five minutes.

If the client is in immediate danger, call 911 first, then notify the nurse.

Helping Hands Cares nurse-alert text number: (410) 421-7242

This is the number that sends nursing-alert text notifications from the Homecare app. Submit the form below to start an alert; the app uses the selected client's assigned nurse to send the first text and email to Serena White or Linda Kubi. If the alert is not acknowledged within five minutes, the app notifies the administrator as backup.

Do not call or text this number to start an alert. It is not a replacement for 911 or the main office number.

My Nursing Alerts

No nursing alerts loaded.Submitted alerts will appear here with their current status.

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 Name * Status Category * Street 1 * Street 2 Street 3 City * State * Zip Code * Phone 1 Phone 2 Fax # Org Email Website Description

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 invoice/payment events
Backup and off-site backup evidence
HIPAA configuration evidence links

Report Links

Audit Backup Evidence HIPAA Config Health Check

Care Charting Review

Admin may edit, print, or delete submitted charting. Each entry is also visible in the selected client's portal activity tab.

Settings and Notifications

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

Notification Preferences

HH

Company Logo

Upload the Helping Hands Cares logo once and it will appear across the Homecare app.

Upload Logo

No logo uploaded yet.

Send Alerts When

New information is entered Existing information is changed or updated Information is deleted Someone accesses a section or record

Employee Notification Preferences

New information for a client I am assigned to Messages from the nurse Messages from the care team Messages from the office

Messaging preference Email for messages Text number for messages Profile picture

No profile picture uploaded yet.

Delivery Preferences

Email notifications Text notifications Email recipients Text recipients Include details in notification email Daily digest

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.

Master alerts

Documentation start Documentation submission Follow-up Billing Payroll Authorization

Documentation Not Started

Alerts when a caregiver has not started required visit documentation for an assigned shift.

Alert status Notify Caregiver Trigger caregiver alert after Alert Administrative Staff Admin trigger after Primary staff recipients Staff role recipients Staff title recipients Employee recipients

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

Documentation Not Submitted

Alerts when required visit documentation has not been submitted after an assigned shift.

Alert status Notify Caregiver Trigger caregiver alert after Alert Administrative Staff Admin trigger after Primary staff recipients Staff role recipients Staff title recipients Employee recipients

Minimum trigger time is 5 minutes. Use longer timing when visits commonly run over.

Follow-up Required

Alerts when a visit is flagged for follow-up.

Alert status Notify Administrative Staff Primary staff recipients Staff role recipients Staff title recipients Employee recipients

Billing Alerts

Notifications when billing is completed.

Alert status Staff role recipients Staff title recipients Employee recipients

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

Payroll Alerts

Notifications when payroll is completed.

Alert status Staff role recipients Staff title recipients Employee recipients

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

Authorization Expiring Alerts

Notifications when client authorizations are expiring.

Alert status Enable Primary Staff Notifications Primary staff recipients Staff role recipients Staff title recipients Employee recipients

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.