Caregiver
Agent 01 of nine · Scheduling & Payroll · The call-out you didn’t have to cover.
Every hour covered. Every shift verified. Payroll right on Friday.
CareBravo®’s Scheduling agent is AI scheduling and payroll software for Medicaid home and community based care agencies. The caregiver’s tap at the door is the timesheet. A person confirms anything that moves money or changes care.
No call. Nobody calls unless you ask.
Instant demo · Scheduling & Payroll
The call-out you didn’t have to cover.
“4:52 a.m. Tyshayla just texted: she can’t make Margaret’s eight o’clock. Margaret can’t get out of bed without her. And the backup is you.”
What the film shows
4:52 a.m. Tyshayla just texted: she can’t make Margaret’s eight o’clock. Margaret can’t get out of bed without her. And the backup is you.
Same morning in CareBravo. 4:53, the shift is open. 5:10, it’s offered to Ana: free, trained for Margaret, twelve minutes away, inside the authorization. Under a rule you set once.
What’s on your phone at seven is one card. Ana accepted. You confirm. Margaret never knew.
Ana reads Margaret’s plan before she knocks, clocks in at the door, clocks out at four. The visit is verified.
Friday, her hours are approved your way: scheduled, actual, or rounded to fifteen minutes. Your rule, not a judgment call. Payroll is one button. And that verified visit is already a claim.
The call-out you didn’t have to cover. In Core, from fifteen dollars a client, your team runs this. In Autonomous, Cary® runs it and brings you the one shift nobody could take. Or our team carries it, scheduling and billing both, at 4.47%. Two weeks beside what you use today. See what’s draining your agency.
If any of these are your sentences.
- It’s 4:52 a.m., she just called out, and the backup is me.
- A no-call, no-show, and the family found out before I did.
- Every Friday is payroll night.
- I hired a scheduler and I still check every shift.
Why your current app can’t
Your scheduling app shows the open shift. It does not fill it. At 5am that is you, the phone tree, and whoever answers first. Then the hours she worked get typed into payroll by hand, and the two never quite match, so Friday brings the question: why is my check short?
What the Scheduling agent makes from the tap
The caregiver’s tap at the door is the timesheet. The payroll file is made from it, so the check matches the shift. When someone calls out, the Scheduling agent offers the shift under the rule you wrote once, to caregivers who asked for more hours, and the office confirms. You find out at breakfast.
The product, not a promise
What your people and your office see.
Caregiver
Margaret’s 8:00 visit, on her phone, ready to clock in at the door.
Caregiver
Her timesheet, built from the clock. Nothing retyped.
Caregiver
Swap a shift. The office confirms before anything moves.
Real product screens. Sample agency, sample data.
On the office screen: Hours approved your way: scheduled, actual, or rounded to 15 minutes. The same hours go to payroll and to the claim.
Questions
An owner’s exact words, answered on the screen, three ways to have it done.
Owner asks
Who covers when someone can’t make it?
Your teamCore
Your scheduler opens the scheduling desk, sees the swap request with the facts, and confirms who takes the shift.
The office confirms before anything moves.CaryAutonomous
Cary offers it to caregivers who know the client and are inside their hours, in the order of the standing rule you wrote once. You see it covered.
Covered, under a rule you wrote once.On Managed, our scheduling team covers it, with your billing, at one rate.
Up to 8 hoursper week, per care worker, goes to administrative screen work instead of care.BMC Geriatrics, Ausserhofer et al., 2023
$1M+paid to 600+ aides in a Massachusetts wage case that began with one short paycheck.Massachusetts Attorney General
What owners ask about scheduling and payroll.
Is there AI software for scheduling and payroll in home care?
Yes. Several home care systems now use AI for scheduling and payroll, mostly in scheduling and billing, and in most of them the AI suggests while your office does the work. In CareBravo, the Scheduling agent does the work inside rules you write once: The caregiver’s tap at the door is the timesheet. It is one of nine agents, one for every job in the office, coordinated by Cary. A person confirms anything that moves money or changes care. CareBravo’s AI runs inside our HIPAA safeguards. Your clients’ records are not sent to public frontier AI models.
What happens when a caregiver calls out at 5 a.m.?
The open shift is offered right away to caregivers who are free, trained for that client, close by and inside the authorization, in the order your rule sets. The first yes reaches you as one card to confirm. On Autonomous, Cary runs this under a rule you write once; on Managed, our scheduling team covers it.
How do I stop a no-show from leaving a client alone?
When a visit has not clocked in by its start time, the office is alerted and the cover offer starts at the same time, instead of the family finding out first. The family app shows who is coming, so a change reaches them before they have to check.
Can I approve shifts on scheduled time, actual time, or rounded to 15 minutes?
Yes. You set the rule once: scheduled time, actual time, or actual time rounded to 15 minutes. Billing and payroll both use it, so the hours on the claim and the hours on the paycheck match.
Why doesn’t payroll match the visits?
Usually because the hours were typed twice, once into payroll and once into billing. In CareBravo the timesheet and the payroll file come from the clock-in and clock-out at the door, so they cannot drift apart. A person still approves every payroll run.
Does it handle different pay rates by waiver?
Rates are applied by role and shift, with overtime at 1.5x over 40 hours, holiday rates, and travel time between back-to-back clients. Your office sets the rules; nothing is paid until a person approves the run.
Is this software or a service?
It is a platform on every plan. On Core your scheduler works it with full visibility. On Autonomous, Cary and the agents run the routine inside your rules and you decide the exceptions. On Managed, our team runs your scheduling and your billing at one rate, 4.47%.
What do I still decide?
Anything that changes money or care waits for you. There is no setting that removes the confirm.
What is the difference between authorized hours and scheduled hours?
Authorized hours are what the state or plan approved for the client. Scheduled hours are what you put on the calendar. You can only bill up to the authorized amount, so schedule inside it. CMS lists billing more units than the plan allows as a common error that leads to improper payment. Read the full answer
How do I handle shift swaps without breaking the rules?
Let caregivers swap only with someone trained and cleared for that client, and have a person in your office approve it before the visit. Georgia’s private home care rule says no personal care assistant may be assigned a task before required training and a competency check are done. Update the schedule so the visit record matches who really went. Read the full answer
Who writes the care plan and who approves hours for CCSP and SOURCE clients in Georgia?
In CCSP and SOURCE, a care coordinator does the assessment, builds the care plan, and puts the hours on a Service Authorization Form. A doctor, or the case management agency’s medical director, approves the plan. Your agency does not write the plan. You deliver the hours that are authorized. Read the full answer
You take the bravo. We take the work.
Is Scheduling and Payroll the job you’d hand over first?
The Calculator maps your drain across all nine jobs, shows which to hand over first, and recommends one plan. It never sells you up.
No call. Nobody calls unless you ask.