Home Care Scheduling Software for Caregivers and Patient Visits

A home care agency doesn't schedule equipment. It schedules people. Each Visit needs a Caregiver who has the right skills, is free at the right hour and can get to the Patient's home on time. When a Caregiver calls off or a Visit has to move, office managers often rebuild the day with phone calls and group texts. VisitFlow keeps Patients, Caregivers and Visits on one schedule and one live map, so you can reassign the Visit, re-route the day and keep everyone informed from the same screen.

In brief

• VisitFlow is cloud scheduling software for home care agencies. It uses home care terms: Patients, Caregivers, Visits and Care Services.
• Office staff assign Visits based on each Caregiver's availability, skills and time off, and can make Visits repeat daily, weekly, every 2 weeks or monthly. Route optimization then orders each Caregiver's stops between Patients' homes.
• Caregivers use an installable web app on any smartphone, with no app store download. It lists their Visits, opens Google Maps directions, updates Visit status and captures photos and on-screen signatures.
• Patients get automated email confirmations and reminders on every plan. SMS notifications start with the Growth plan.
• VisitFlow is not a Medicaid EVV system. It is not HIPAA compliant out of the box and does not sign a BAA by default, but for an Enterprise customer who needs it, a HIPAA-compliant deployment and a BAA can be set up on request. Starter and Growth come with a 14-day free trial that needs no credit card.

Why home care scheduling is harder than it looks

Demand for in-home care keeps growing, and so does the workforce you have to coordinate. The U.S. Bureau of Labor Statistics reports that home health and personal care aides held about 4.7 million jobs in 2025. It projects 18 percent employment growth from 2025 to 2035 and about 760,500 openings each year. The same BLS profile notes that many aides work in clients' homes, that part-time work is common, and that aides may work evenings and weekends depending on their clients' needs.

For an office manager, that means:

• Schedules that don't fit a template. Some Caregivers work full time and others part time. Patients need care at set times, including evenings and weekends.
• Skills matching. Personal care, companionship and skilled home health tasks aren't interchangeable. The Caregiver has to fit the Care Service.
• Travel between homes. Every minute between two Patients' homes counts against the next Visit's start time.
• Last-minute changes. A call-off, a hospital discharge or a Patient's medical appointment can reshuffle several Visits at once.
• Visit verification for Medicaid. Under the 21st Century Cures Act, states must use electronic visit verification (EVV) for Medicaid personal care services and home health services that require an in-home visit. The deadline was January 1, 2020 for personal care and January 1, 2023 for home health.

How VisitFlow handles each home care workflow

Recurring Visits and continuity of care. You can make a Visit repeat daily, weekly on the weekdays you pick, every 2 weeks or monthly. A series ends after a set number of Visits, on a set date, or never, and VisitFlow generates Visits up to 6 months ahead (at most 500 per series). When plans change, you edit this Visit only, this and all future Visits, or the whole series. Editing future Visits or the whole series can put one Caregiver on every Visit. There is no "preferred Caregiver" field on the Patient record and no rule that enforces continuity, so the office keeps those pairings in place when it reassigns Visits.

Visit details. Patient records hold several addresses and contacts, access instructions, notes and a preferred time slot. Each Visit has its own estimated duration and a priority (low, normal or urgent), which the optimizer doesn't use. Custom fields on Patients, Caregivers and Visits cover anything else.

Routing between homes. The live map uses Google Maps and draws each Caregiver's route in its own color, with territories shown as sectors. The optimizer reorders the stops already assigned to each Caregiver. It doesn't move Visits between Caregivers or enforce time windows; it warns when an estimated arrival falls outside a Patient's time slot. Learn more about route optimization.

In the field. Caregivers install the app from their phone's browser. They see today's Visits, open directions, tap to call, update their status and capture proof of the Visit. Recently loaded Visits stay viewable for up to a day without signal, but status updates need a connection.

Privacy, HIPAA and EVV: what to check before you switch

Home care schedules contain sensitive Patient information. VisitFlow limits access by role and logs every create, update and delete of Visits, Patients and Caregivers.

Under the HIPAA Privacy Rule, a covered entity may let a business associate handle protected health information on its behalf only with satisfactory assurances documented in a written contract or other written agreement. VisitFlow is not HIPAA compliant out of the box and does not sign a BAA by default. For an Enterprise customer who needs it, a HIPAA-compliant deployment and a BAA can be set up on request. If your agency is a covered entity, contact us before you enter any protected health information in VisitFlow, and review the arrangement with your compliance advisor.

VisitFlow is also not an EVV system. It isn't a state-certified EVV solution and doesn't export Visit data to a state EVV aggregator. Caregiver status updates aren't GPS-verified or geofenced check-ins. If you bill Medicaid for personal care or home health services, keep the EVV system your state requires and check your state's rules. CMS's EVV page links to federal guidance.

A day in the life with VisitFlow

7:30 a.m. The office manager opens the map. The day's Visits, mostly from recurring series, are color-coded by Caregiver. One click optimizes every route.

8:10 a.m. A Caregiver calls in sick. The office manager logs the absence, drags that Caregiver's Visits onto colleagues who have the right skills and free time, then runs the optimization again.

9:00 a.m. onward. Caregivers tap en route, in progress and completed as they go. The office sees each status change and each Caregiver's last known position. About 2 hours before each Visit, the Patient gets a reminder with the Caregiver's name.

Afternoon. A Patient's family asks to move tomorrow's Visit. The office changes that Visit only, so the weekly series stays as it is.

End of day. Reports show completion and cancellation rates, average duration and per-Caregiver performance, with CSV export. For private-pay Patients, the office creates a PDF invoice for a completed Visit in one click and emails it.

Getting started

1. Start the free trial. Create an account on Starter or Growth. The trial lasts 14 days, needs no credit card and includes 20 appointment credits. VisitFlow does not sign a BAA by default, so test with sample Patients (made-up names, public addresses) and contact us before entering any real protected health information.
2. Choose the Home Care business type. The app then uses Patients, Caregivers, Visits and Care Services everywhere.
3. Add your Patients and Care Services. Patients can be imported from a CSV or Excel file. Check addresses carefully, since route optimization depends on them.
4. Add your team. Invite Caregivers and office staff by email, give each a role, and record skills, working hours and time off.
5. Set up recurring Visits and plan your first week with multi-day optimization.

Plans have flat pricing based on users and monthly appointment credits, not a fee per Caregiver. See pricing, or read about the broader field service management platform.

Frequently asked questions

What is home care scheduling software?

Home care scheduling software assigns Caregivers to Patient Visits based on availability, skills and location, then keeps the schedule current as things change. VisitFlow combines that scheduling with route optimization, a mobile app for Caregivers and automated Patient reminders.

Can VisitFlow schedule recurring Visits with the same Caregiver?

Yes. Visits can repeat daily, weekly, every 2 weeks or monthly, and one Caregiver can be assigned across the series. VisitFlow has no preferred-Caregiver field on the Patient record, so continuity depends on the office keeping that assignment.

Is VisitFlow HIPAA compliant?

VisitFlow is not HIPAA compliant out of the box and does not sign a Business Associate Agreement (BAA) by default. For an Enterprise customer who needs it, a HIPAA-compliant deployment and a BAA can be set up on request. If your agency is a covered entity, contact us before entering any protected health information, and use sample data during the trial.

Does VisitFlow work for home health visit scheduling, not just non-medical care?

Yes. The Home Care business type is meant for medical visits and in-home assistance. You define your own Care Services and their required skills, so skilled Visits go to qualified Caregivers.

Does VisitFlow handle Medicaid EVV?

No. VisitFlow is not an EVV system, is not state-certified and doesn't send data to state EVV aggregators. Agencies billing Medicaid for personal care or home health services should keep the EVV system their state requires.

How much does VisitFlow cost for a home care agency?

Starter costs $49/month for up to 5 users and 100 appointment credits. Growth costs $149/month for up to 25 users and 500 credits, and adds SMS. Enterprise is custom-priced, with unlimited users and Visits, dedicated onboarding and an SLA. Annual billing saves 10%.

Sources

Sources accessed on November 12, 2026.

• Home Health and Personal Care Aides — Occupational Outlook Handbook, U.S. Bureau of Labor Statistics

• Electronic Visit Verification — Medicaid.gov (CMS)

• 45 CFR § 164.502 — Uses and disclosures of protected health information: general rules (Cornell Law School, Legal Information Institute)