Caregiver no-shows, late check-ins, and unused units are some of the most common problems facing home care agency owners in 2026. 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!
And we’re starting with the …
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, so the process is super simple and fast. These data points include:
- The Visit Type
- First and Last Name of the Client
- Date of the Visit
- Visit Location
- First and Last Name of the Caregiver
- Start and End Time of the Visit
Tip: Use software like GEOH to schedule multiple visits at once and make scheduling caregivers even faster, with fewer mistakes.
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.
GEOH’s system actually helps with this by letting administrators upload the authorization document into the software before making visits. This helps avoid overscheduling, so the agency doesn’t have to pay out of pocket.
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. These follow-up calls ensure caregivers and clients understand when and where the next visit will occur.
Doing this helps prevent missed visits and units from being unused, which helps the agency get paid the absolute most for the services they offer. But this process can be time-consuming, so if checking in with caregivers isn’t something the agency’s admin wants to be responsible for, we recommend chatting with our GEOH pro, Aarron, about GEOH’s Admin Services.
And now, we move onto the …
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. This preparation prevents manual corrections and reduces audit risk for the agency.
Reminder: GEOH trains caregivers for you every Monday!
Another way of avoiding this is by using a state-of-the-art 3rd-party EVV software like GEOH, which makes clocking in and out super simple and easy to do!
Don’t Overlook the Visit Details
Depending on the type, each visit may require additional information to help caregivers provide the best possible care to the client.
Adding things like visit tasks, known client allergies, medication reminders, incident notes, and client goals that help improve their quality of life are just a few pieces of information that may be needed to track a client’s progress, keep up-to-date records, and review a caregiver’s performance.
If these details are necessary for the visit, it’s a good idea that the agency’s visit software makes these details required for the caregiver to successfully clock out at the end of the visit.
Find out how GEOH offers all of this by chatting with your GEOH pro, Aarron.
Don’t Double-Book Caregivers
We’ve all been there: a schedule gets finished and sent out to the caregiver, only for the admin to realize they are already working for another client at the same time. Now they’re confused, the client doesn’t know what’s going on, and a missed visit is very possible.
Having a software like GEOH that lets you know of any existing issues with your schedule before it gets posted. GEOH helps you avoid the unnecessary stress that comes with trying to find a replacement caregiver at the last minute.
And now you can with Aaron, our GEOH specialist, to get all the specifics on how GEOH can help you make scheduling easier, so you can focus on helping others!
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