Ankota gives home care agencies one system to manage clients, caregivers, care plans, and compliance - built around the terminology your agency uses. Agencies call the people they serve clients, consumers, participants, members, patients, or friends. Workers may be called caregivers, HHAs, CNAs, or clinicians. Ankota adapts to your language with user-defined fields.
Client Management
Demographics and contact information. Capture name, date of birth, address, phone, and any custom fields your services require.
Document vault. Store agreements, consents, and policy-required documentation in one searchable place per client.
Support circle. Track family members and other people in the client's network - including communication preferences and who receives and pays the invoice.
Referral source tracking. Record where each client came from so you can measure your most productive referral channels.
Team assignment. Link each client to their care coordinator, sales rep, and regular caregivers.
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Individualized Care Plans
The care plan - also called the plan of care or task list - sits at the center of every visit. Ankota lets you build plans that include:
- Specific tasks tied to each Activity of Daily Living (ADL)
- Client preferences for how each task is performed
- Day-of-week and frequency rules for each task
- Companionship and family-respite time alongside hands-on care
Advanced uses. Use task outcomes to flag changes in client condition that may signal a coming hospitalization.
Caregiver Management
Ankota doubles as your caregiver HR system:
- Demographics, contact info, and application history
- Hire date, pay rates, and supporting documents (resumes, applications, I-9s)
- Credential tracking for CPR, vaccine records, and training certificates
- Expiration alerts to both office staff and caregivers
- Document vault for every required record
Caregiver Mobile App
The Ankota mobile app runs on any current iPhone or Android device and gives caregivers everything they need in the field:
- EVV-compliant clock in and clock out
- Shift calendar with completed and upcoming visits
- Open shift board for reviewing and requesting available shifts
- Two-way chat with the office
- Document upload and HR form access
For caregivers without smartphones. Ankota also supports dial-in telephony clock-in/out and alternate visit reporting paths.
Scheduling
- Scheduling is at the heart of home care agency management. Most caregivers have repeating shifts but there are other scheduling scenarios that you should make sure to handle:
- Client and Caregiver Calendars: When managing the scheduling for a client or a caregiver, you should be able to see their calendars on a weekly or monthly basis at a minimum.
- Weekly Recurring Shifts: As mentioned above most caregivers see their clients on a repeating schedule each week. You should be able to “set it and forget it” and NOT have to reschedule every week or month.
- 24-hour care: For complex clients who receive round the clock care, your software should be able to schedule back to back shifts and to make sure that you’re you handle shift transition easily (such as making sure that you’re not billing for two caregivers at once unless that’s your policy). Some agencies also need live-in shifts to be managed but with labor laws as they are, it’s usually necessary to have multiple caregivers providing shifts.
- Assessment scheduling: most home care agencies follow recurring schedules for care managers to visit with their clients. Your software should be able to schedule these at the interval of your choosing like monthly, or every 60 days.
- Schedule Board: You need an operational view of your organization at a glance, where you can see who is clocked in or late, and if there are any issues with the visits (like overworked, underworked, or not at the expected location)
- Alerts: Another part of scheduling is alerting caregivers when they’re not where they are supposed to be.
Ankota generates invoices and caregiver pay automatically from completed visits - so revenue moves out the door faster and your office stops chasing timesheet errors. Also known as: homecare billing software, home health billing software, eBilling software, caregiver payroll software.
Billing
Billing is the function that turns delivered care into revenue. Your software should produce a clean, accurate, on-brand invoice every time - and catch problems before they reach the client.
Clean shifts before they become bills. Ankota flags problem visits automatically - shifts that are too short, too long, recorded at the wrong location, or missing a clock-out. Caregivers are required to fix their own errors and capture a client signature when they forget to clock out.
Flexible rate logic. Most agencies bill hours times a contracted rate, but Ankota also handles:
- Different rates by caregiver, role, or service type
- Overtime and holiday pay
- Mileage reimbursement for errands and client transportation
- Custom rate rules per client or payer
Bill transmission. Send invoices automatically by email, push them into QuickBooks, or route them to family payers and long-term care insurance carriers - whatever the payment source requires.
eBilling and payment collection. Accept payments electronically to shorten your cash cycle. Pro tip: accept bank transfers (ACH) wherever possible -- credit card processors average around 3% of revenue in fees. If you must take cards, configure a service fee to pass the cost through.
Receivables tracking. If you're not reconciling payments in QuickBooks or another GL, Ankota tracks incoming payments against open invoices so nothing slips.
Payroll
Caregiver pay is calculated from the same visit data that drives billing - one source of truth, two outputs.
Regular and overtime pay. Pro tip: most agencies try to avoid paying overtime they can't bill for, but the system still has to calculate it correctly when it happens.
Travel pay between visits. Labor law generally requires paying caregivers for drive time between consecutive client visits. The first drive of the day and the final drive home are treated as commute and aren't paid. Ankota applies this rule automatically.
Errand and mileage reimbursement. When caregivers run errands - grocery runs, prescription pickups, client appointments - Ankota tracks the mileage and adds reimbursement to the caregiver's pay.
What Ankota does, and what it hands off. Ankota calculates what each caregiver is owed. Most agencies then pair Ankota with a dedicated payroll service (Gusto, ADP, Paychex, etc.) to actually move the money - print checks or run direct deposits, and file federal, state, and local payroll taxes. The export from Ankota feeds that downstream system cleanly.
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