By 2025, running a home care agency is more than managing caregiver schedules. The agency will find itself responsible for ensuring the well-being of clients, helping a stretched and often overscheduled caregiver staff, and complying with ever-changing regulations that become more convoluted by the month. Home care is arguably one of the most personal economies, and yet, homeowner agencies still use out-of-date manual processes that don’t scale and have some serious consequences.
Caregiver turnover is now more than 60% annually, with nearly 80% of caregivers of caregivers quitting within 100 days. Schedulers are under increasing pressure to fill shifts when forecasters say they have too little on their plate. Caregivers find themselves working in isolation with no support. Clients wait for care, or worse, are left to obtain care on their own. And agencies still face audits and denied payments, as one example, CMS documented that 78% of the reviewed claims from home health providers deemed "high-risk" had errors in the documentation (OIG HHS).
This is the challenge Ankota is addressing.
We work with personal care, Home and Community-Based Services (HCBS), and Medicaid waiver agencies all across America. We understand the operational (logistical), budgetary (financial), and emotional stresses that agencies deal with on a daily basis, and we've designed our home care software with this in mind.
That is why this is not just a definition of home care software. Rather it is a guide for agency leadership to streamline operations and reduce burnout, stay compliant, and provide better care by putting the right systems in place.
So, What is Home Care Software?
Simply put, home care software serves as a central hub where home care agencies can broad the whole client care lifecycle from intake to scheduling and caregiver dispatch, visit notes or documentation, billing, payroll, compliance and reporting. This is not just "software."
This is your care operations platform. When done right, a modern home care software platform can help you: Create and manage complex schedules, Track visit in real-time with Electronic Visit Verification (EVV), Create error-free claims for Medicaid, Process payroll, Maintain compliance with state-specific and federal regulations, Increase caregiver communication and engagement, Offer families visibility into their loved ones' care. The advantage of a much less stressed agency versus a more scalable agency typically comes down to the system seamlessly running in the background.
Why Home Care Software Is No Longer Optional?
Home care agencies are increasingly feeling pressure from three different sources in 2025:
Caregiver Burnout Is at an All-Time High The home care sector is high turnover, with a staggering 79.2% annual turnover rate among caregivers, the highest since 2018. Almost 80% of caregivers leave within the first 100 days of employment, whether by their own choice or as a result of agency actions.
High caregiver turnover disrupts continuity of care and incurs costs on agencies related to recruitment and training. Family Expectations Are Higher Families expect greater transparency in their loved ones' care. This goes beyond scheduled visits. There are limited statistics indicating family expectations directly, but it is evident that the trend is leaning toward expecting increased transparency and increased communication from home care providers.
Compliance Pressure Is Mounting The 21st Century Cures Act requires that all states install Electronic Visit Verification (EVV) for personal care services funded by Medicaid and home health services with in-home visits. Not complying with this requirement can create a diminishment of any anticipated reimbursements or other penalties.
Must-Have Features in a Home Care Software System
Not all platforms are created equal. Agencies need more than a digital scheduler—they need a system designed for Medicaid-first complexity, daily operational chaos, and real-world care delivery.
Here’s what to look for:
- 🗓 Intelligent Scheduling - Rules-based, dynamic scheduling that matches caregivers by skill, client need, and geographic zones—without double-booking and open time.
- 📱 Mobile App for Field Staff - Allow caregivers to check in/out using GPS, see care plans, document tasks, and message the office—all on the phone!
- ✅ EVV Built for Compliance - EVV tools include GPS tracking and audit-ready documentation; they are integrated and state-compliant. With Ankota, all Medicaid EVV requirements are native.
- 💵 Billing & Payroll Automation - Automatic Medicaid claims, private pay invoicing, and caregiver payroll—with built-in error checks and smart workflow.
- 👥 Client & Family Portal - Share real-time visibility and two-way communication with families—because peace of mind is part of quality care.
- 📊 Reporting & Audit Tools - Quick access to care logs, visit data, claims history, and compliance documentation—ready for audits or internal review.
Why Agencies choose Ankota - Real-world results
Most software companies try to be everything to everyone. Ankota takes a different approach, we build specifically for non-medical home care, Medicaid programs, and agencies providing personal care and HCBS services.
Here’s what sets us apart:
- Medicaid-first design and state specific EVV integrations
- Quick onboarding with guided setup and live training
- Real-time dashboards for scheduling, billing, and caregiver management
- Built-in automations reduce admin time by 40% or more
- Responsive support from people who understand your business
“We cut our scheduling time by 40% and haven’t missed an EVV check-in since switching to Ankota. It’s the first platform that just... works.”
— Linda M., Director, Georgia Home Care Agency
Who should use home care software?
If you are still using Excel to manage the schedule or manually write and submit Medicaid claims, you have already lost your edge. Home care software should not be limited to an enterprise-level solution, as there are many home care agencies that need software:
- Startups wishing to start right with the right systems
- Independent agencies working with Medicaid, private pay, and staffing
- Franchises wanting to maintain care quality and brand awareness
- HCBS and waiver providers managing complex state compliance
Who should use home care software?
Are you ready to steer the ship of your Agency?
You're not in this to process paper or run through audits. You're in this to provide better care, and build a sustainable business.
We're going to help with this.
Ankota provides software to improve the delivery of care outside the hospital, focusing on efficiency and care coordination. Ankota's primary focus is on Care Transitions for Readmission avoidance and on management of Private Duty non-medical home care. To learn more, please visit www.ankota.com or contact us.
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