Dos and Don'ts of Scheduling Caregivers

Caregiver no-shows, late check-ins, and unused units are some of the most common problems facing home care agency owners. And all these problems can often be traced back to one specific source: problems scheduling caregivers.

Building strong schedules is a big part of what helps a home care agency run smoothly. Which is why GEOH created a list of the important dos and don’ts that can help save your staff, time, money, and, of course, hassle!

Dos for Scheduling Caregivers

Collect Required EVV Data

EVV means Electronic Visit Verification. It is a system that requires agencies to send specific information points to get paid for certain visit types. Agency schedulers should collect all these data points together before they start building schedules. These data points include the visit type, names of client and caregiver, date, location, and start/end time.

Use Authorization Documents

Notice of Actions, or Prior Authorizations, help ensure accurate schedules. Administrators should review them while scheduling to confirm client details, visit type, visit units, and authorization windows.

Make the Finished Schedule 2 Weeks Before the First Visit

By completing schedules two weeks before the first visit, administrators allow time to share schedules with caregivers and clients. After sending schedules, administrators can call both parties to confirm receipt.

Don’ts for Scheduling Caregivers

Don’t Forget to Show Caregivers How to Clock in and Out of the App

Caregivers often miss check-ins because they do not understand how to use the app. By reviewing each step before the first visit, schedulers ensure caregivers know the process.

Don’t Overlook the Visit Details

Depending on the type, each visit may require additional information to help caregivers provide the best possible care. Adding visit tasks, known client allergies, medication reminders, and incident notes are just a few pieces of information that may be needed.

Don’t Double-Book Caregivers

Having a software like GEOH that lets you know of any existing issues with your schedule before it gets posted helps you avoid the unnecessary stress that comes with trying to find a replacement caregiver at the last minute.

Chat with a GEOH specialist to get all the specifics on how GEOH can help you make scheduling easier!