The All-in-One Platform for
Home Care & I/DD Agencies
Scheduling, EVV, billing (insurance + private pay), AI intelligence, caregiver mobile app, family portal — everything integrated, nothing bolted on.
Built for Home Care & I/DD Agencies
Everything you need, nothing you don't.
HIPAA Compliant
AES-256 encryption, audit logs, MFA
Mobile-First
PWA — clock in, notes, shifts
Online Payments
Families pay via Stripe
Multi-State
6 states, auto-timezone
AI-Powered
Predictions & intelligence
White-Label
Your brand, your app
Comms Log
Track calls, emails, faxes
Support
Mon-Fri 9am-6pm ET
CoreSchedule + EVV
AI-Powered Scheduling & Electronic Visit Verification
Schedule smarter with AI matching, then verify every visit with integrated EVV. Sandata-certified, multi-state compliant, GPS-verified — all in one platform.
Visual Calendar
Day, week, and month views with drag-and-drop scheduling
Conflict Detection
Cross-agency overlap blocking, travel buffer warnings, fatigue alerts
Sandata EVV Integration
Real-time transmission, record corrections, manual entry, exception management
Multi-State Compliance
MO, IN, TN, AR, GA, FL — auto-timezone, state-specific payer rules
GPS Clock In/Out
Haversine geofencing (0.5mi radius) verifies caregiver is at the client location
EVV is mandatory in 50 states. CareStack handles submission, corrections, and compliance dashboards so you never miss a filing.
Scheduling + EVV compliance in one view
Caregiver Mobile App
PWA — Works on Any Phone, No App Store Needed
Your caregivers live on their phones. CareStack's mobile app lets them clock in with GPS, complete visit checklists, write notes offline, claim shifts, and get push notifications — all from a single installable app.
GPS Clock In/Out
Geofenced verification ensures caregivers are at the client location
Daily Task Checklists
Care plan tasks auto-populate — caregivers check off ADLs, vitals, medications
Offline Visit Notes
Write notes without internet — AES-256 encrypted, auto-sync when back online
Push Notifications
Shift reminders, marketplace alerts, schedule changes — VAPID web push
Visit Note Copilot
AI extracts vitals, mood, and compliance issues in real-time as caregivers type
No app store required. Caregivers install directly from the browser. Works on iOS and Android.
Caregivers see their schedule, tasks, and notes on mobile
BillFlow + Private Pay
Insurance Claims AND Client Invoicing — One Platform
Whether your clients are on Medicaid or paying out of pocket, CareStack handles both. Insurance clients flow through the claims pipeline. Private pay clients get invoices, online payments, and prepaid packages. Mixed agencies? No problem.
Automated Insurance Claims
837P EDI generation, clearinghouse submission, ERA auto-posting, denial management
Private Pay Invoicing
Generate invoices from completed shifts, batch billing, PDF download, email delivery
Online Payments
Families pay invoices online via credit card or ACH. Auto-pay option. Powered by Stripe.
Rate Cards & Premiums
Evening, weekend, holiday surcharges. Live-in daily rates. Minimum hours. Per-service pricing.
Prepaid Packages
"Buy 40 hours for $1,200" — balance tracking, usage logs, auto-replenish when low
Aging Reports
30/60/90 day outstanding balances, collection alerts, client-level drill-down
Task-to-Billing Mapping
HCPCS codes auto-mapped per task category, payer type, and state. Multi-state rate overrides. Admin-managed billing code library.
Mixed agencies welcome: Set billing mode per client — insurance, private pay, or LTC insurance. Same caregivers, same scheduling, different billing.
Insurance claims and private pay invoices side by side
AI Intelligence Suite
Predictive Care Technology — No Other Platform Has This
CareStack doesn't just track data — it thinks ahead. Detect client decline across visit notes, predict no-shows before they happen, flag claims likely to be denied, and ask questions in plain English.
Silent Decline Detection
Spots gradual changes in mood, mobility, cognition, appetite across visits that no single caregiver would notice
No-Show Shield
Predicts shift no-shows 24-48 hours in advance using 5-factor scoring — auto-stages backup caregivers
Denial Prediction
Flags claims likely to be denied before submission — fix issues in seconds, not 60 days
Natural Language Ops
Ask "Why do we have no-shows on Tuesdays?" and get an answer with data — no reports to build
Family Daily Summaries
AI-generated visit summaries sent to families: "Mom had a great day, completed all activities, BP normal"
Privacy-first AI: All analysis runs on your data within your HIPAA-compliant environment. No external AI APIs.
Decline Detected
Mrs. Johnson — mood declining over 3 weeks
No-Show Risk: 73%
Maria G. — Tuesday 8am — backup pre-staged
Denial Risk: 68%
Claim #4821 — missing modifier KX
AI alerts surface automatically — no configuration needed
Family Portal
Care Visibility, Messaging & Online Payments
Families want to know their loved one is safe. CareStack gives them a dedicated portal to see visit summaries, message the agency, view invoices, and pay online — reducing anxiety and phone calls.
Care Visibility
Families see upcoming shifts, caregiver profiles, visit notes, and care plan progress
Pay Online
View invoices and pay with credit card or ACH — no more mailing checks
AI Visit Summaries
Daily summaries sent automatically: what was done, how the client was feeling, vitals
Secure Messaging
PHI-encrypted messaging with agency staff — no personal phone numbers needed
Appointment Requests
Request schedule changes or additional visits directly through the portal
Families drive referrals. A great family experience means more word-of-mouth and higher client retention.
Today's Visit
Sarah visited Mom 9am-1pm. All 5 tasks completed. BP: 128/82.
Invoice #INV-2026-00018
Due: Apr 15 — $2,400.00
Families see everything they need — and can pay online
ShiftLink
Real-Time Shift Marketplace
Fill open shifts in minutes, not hours. Post to the marketplace and qualified caregivers claim shifts instantly from their phone — no phone tag, no scrambling.
Instant Claims
Caregivers see shifts on mobile and claim with one tap
7-Factor Smart Matching
AI ranks by skills, distance, continuity, rapport, language, route optimization, availability
Compliance Gates
Only caregivers with valid certifications, background checks, and training can claim
Cross-Agency Protection
Blocks double-booking across agencies, flags fatigue and travel conflicts
Target fill time: under 2 hours. 70%+ fill rate. Save 4+ hours/week on phone calls.
Caregivers see and claim shifts from their mobile device
Workforce Onboarding & Team Management
Import Your Entire Team in Minutes — Not Months
Bring your existing caregivers onto CareStack with a single CSV upload. Smart matching prevents duplicate accounts. Magic link invitations get caregivers onboarded fast. Granular permissions keep sensitive data locked down.
Bulk Smart Import
Upload your caregiver roster as CSV. Smart matching detects existing platform users by email, phone, or name — no duplicates, no confusion.
Magic Link Invitations
Personalized invite emails with one-click onboarding. Pre-populated profiles. Auto-reminders at day 3 and 7. Track who accepted.
Team Management
Invite staff, assign roles, suspend or remove access instantly. Every change logged with reason. Session revoked immediately on suspension.
Granular Permissions
10 permission categories — scheduling, billing, compliance, reports, and more. Customize exactly what each staff member can see and do.
Marketplace Opt-In
Caregivers choose whether to receive extra shifts from other agencies. Agency admins control the toggle. Builds the marketplace organically.
Account Merge
Caregiver has two accounts under different emails? Self-service merge with OTP verification. All shift history and agency links preserved.
Onboard 200 caregivers in one upload. Smart matching ensures zero duplicates — even across agencies.
Upload CSV, review matches, send invites — done
I/DD Services
Support for Intellectual & Developmental Disabilities — Built In, Not Bolted On
Serve I/DD clients alongside your home care clients on the same platform. ISP management, goal tracking, behavioral support plans, group home scheduling — all integrated with your existing scheduling, billing, and EVV.
Individualized Service Plans (ISP)
Create annual plans with measurable goals across 11 life areas. Track progress per visit. Quarterly reviews with one click.
Goal Tracking
Caregivers record outcomes during shifts — achieved, partial, not achieved, refused. Progress bars and trend charts show real movement.
Behavioral Support Plans
Document target behaviors, triggers, prevention strategies, de-escalation steps, and crisis intervention. ABC incident logging.
Group Home Management
Track capacity, occupancy, staff ratios, licensing. Manage residents with move-in/out tracking. Schedule shifts across multiple clients.
Rights Restrictions
Document any client rights limitations with justification, less-restrictive alternatives, guardian consent, and review dates.
DSP Compliance Gating
Only DSP-certified caregivers can be assigned to I/DD clients. Certification expiry alerts. Same compliance gates as your home care operations.
Same platform, different services: Flag any client as I/DD and the ISP module activates. Your home care clients are unaffected. Agencies serving both populations manage everything in one place.
ISP goal tracking with per-visit progress
Care Plans & Visit Copilot
Daily Task Checklists + AI Note Writing
Define what caregivers should do for each client. Tasks auto-populate into daily checklists. The Visit Note Copilot extracts vitals, flags compliance issues, and summarizes each visit in real-time.
Structured Care Plans
ADLs, IADLs, medical, social, behavioral tasks — categorized with priority levels
AI Care Plan Extraction
Upload an existing care plan document — AI extracts tasks, categories, frequencies, and instructions. Review and approve to auto-populate.
Medication Tracking
Structured med list per client with dosage, frequency, route, PRN support
Visit Note Copilot
AI extracts blood pressure, mood, compliance issues as caregivers type (500ms debounce)
Incident Reporting
Structured forms for falls, injuries, medication errors with state reporting timeline
Care Plan Versioning
Full audit trail — prove what plan was active on any date for compliance
Care plan tasks auto-populate daily caregiver checklists
RetainAI
Caregiver + Client Churn Prevention
Stop losing caregivers AND clients. RetainAI scores churn risk for both — giving you 30 days to intervene before someone leaves.
Caregiver Churn Scoring
6 weighted factors: satisfaction, schedule consistency, pay competitiveness, tenure, workload, engagement
Client Retention Scoring
7 factors: hours reduction, payment delinquency, cancellations, caregiver turnover, incidents, visit gaps
Early Warning
Get 30-day advance notice before a caregiver or client is likely to leave
Intervention Tracking
Log what actions you took and track whether they worked
Target: 50% reduction in turnover. Save $4K per caregiver retained. Reduce client churn with proactive outreach.
Risk scores for caregivers and clients with factor breakdown
Compliance Suite
Training, Documents, Supervisor Visits
LearnPath LMS, document vault with expiration alerts, supervisor visit tracking, and compliance gating — everything state surveyors ask for.
LearnPath LMS
Auto-assigned training, mobile-first courses, expiration reminders, compliance scorecards
Document Vault
Upload licenses, CPR cards, TB tests, background checks — expiration alerts before they lapse
Supervisor Visit Tracking
Schedule required RN/supervisor visits, track completions, overdue alerts
Compliance Gates
Non-compliant caregivers are automatically blocked from scheduling and marketplace claims
Compliance dashboard with training progress and document tracking
HIPAA & Security
Built for Healthcare from Day One
CareStack isn't a generic scheduling tool with HIPAA bolted on. Every feature was designed with PHI protection, audit logging, and compliance requirements built in.
AES-256-GCM Encryption
All PHI encrypted at rest — diagnoses, medications, SSN, insurance, even offline drafts
MFA for Admins
TOTP-based multi-factor authentication with QR setup and backup codes
Immutable Audit Logs
Every PHI access logged. DB triggers prevent deletion. 6-year retention with archival.
Emergency Access
"Break glass" procedure with justification, time-limited (60min), post-hoc review workflow
DSAR Mechanism
Data export (JSON) and anonymization/deletion — full GDPR/HIPAA compliance
Row-Level Security
97+ RLS policies ensure agencies never see each other's data — even at the database level
AI Security Monitor
Real-time PHI anomaly detection — 8 threat rules run every 5 minutes. Bulk access, off-hours, credential stuffing, geographic anomalies. Push + email alerts to admins.
SOC 2 controls implemented: CI/CD security scanning (CodeQL SAST, TruffleHog secret detection, npm audit, weekly cron).
Security is infrastructure, not a feature checkbox
White-Label Branding
Your Brand, Your App
CareStack becomes YOUR platform. Custom logo, colors, app name, and branded email templates — your caregivers and families see your brand, not ours.
Custom Logo & Colors
Upload your logo, set primary/secondary colors — applied across the entire app
18 Branded Email Templates
Shift confirmations, invoices, reminders — all sent from your brand with XSS-safe rendering
Admin Branding Page
Non-technical staff update branding from Settings — no developer needed
Your brand, everywhere — app, emails, family portal
Analytics & Multi-State
Data-Driven Insights Across Every Location
Comprehensive dashboards, CSV exports, and multi-state support for agencies operating across state lines.
Agency Dashboard
KPIs for shifts, revenue, fill rate, retention, compliance — all in one view
Multi-State Support
6 states supported (MO, IN, TN, AR, GA, FL) with state-specific payers, programs, and EVV timezones
Reports & CSV Export
4 report types with proper CSV escaping and date-stamped filenames
QuickBooks Integration
OAuth 2.0 sync — customers, invoices, and payments flow to QBO automatically
One dashboard for all locations and states
Route Intelligence
Save Gas, Save Time, Reduce Burnout
Automatically optimize daily routes for caregivers with multiple client visits. Geographic clustering ensures caregivers spend more time caring and less time driving.
Daily Route Optimization
Nearest-neighbor geographic sorting from caregiver home — visits ordered by proximity, not just time
Auto Mileage Tracking
GPS clock-in/out automatically calculates mileage between visits at IRS standard rate ($0.67/mi) — no manual logging
Distance-Aware Travel Buffers
Smart scheduling gaps between visits based on actual distance, not a flat 30-minute buffer
Geographic Clustering
When assigning shifts, the AI prefers caregivers who already have nearby visits that day — reducing total drive miles
Route Efficiency Dashboard
Admin view showing miles-per-stop for every caregiver — identify inefficient routes at a glance
Interactive Maps (Professional+)
Upgrade to real driving directions, accurate travel times, and interactive route maps powered by Mapbox
Real impact: Agencies report 20-30% less caregiver drive time after enabling route optimization — that's less gas, less burnout, and more billable hours.
Caregiver daily route — optimized by proximity
See It in Action
Start your free 14-day trial and experience the difference. No credit card required.
Have questions? Contact our team — we're happy to help.