Automation for home care services
Rostering, service records and billing with insurers — the administrative side of care.
Does this sound familiar?
Care itself cannot be automated, but the paperwork around it can. Planning rounds, redistributing absences, collecting service records, billing insurers, informing relatives — that ties up managers who are missing from care.
- Sick calls throw round planning into chaos and are sorted out by phone
- Service records arrive on paper and are typed up
- Bills to insurers are rejected because of formal errors
- Relatives call to find out whether the service came
- Care documentation is written in the car between two visits
What we actually do
Resolve absences faster
When someone calls in sick, the affected rounds are identified and suggestions for redistribution are prepared — the care manager decides.
Capture service records digitally
Services provided are recorded on site instead of typed up in the evening. Missing signatures and gaps are noticed immediately.
Pre-check billing
Before submission, bills are checked for the formal errors that experience shows lead to rejections.
Keep relatives informed
A route for standard information that reveals no care data and still answers whether the visit took place.
Starting point
Automation after process analysis
A sick call in the morning
This is how the process runs today — and this chain is exactly where automation comes in.
- Employee calls in sick
- Identify affected rounds and clients
- Check qualifications and working hours
- Create a redistribution proposal
- Care manager decides
- Inform the employees affected
- Notify clients or relatives
Systems typically used here
This is the existing landscape an automation connects to. Listed is what is widespread in this industry — it says nothing about which system you use.
- Care software such as Vivendi, Snap, MediFox or Godo
- Mobile data capture on rounds
- Billing interfaces under Section 302 of the German Social Code Book V
- Rostering with qualification and working time rules
- Phone system with call forwarding
What matters most here
Care data and working time law
Care documentation contains health data under Art. 9 GDPR and stays in the care software. What is automated is the organisation — roster, round, completeness of records, notification. When redistributing rounds, working time law and qualification requirements are also hard limits: a proposal that violates a rest period must never be created in the first place.
Frequently asked questions
Can a system decide who takes over a round?
It suggests, it doesn’t decide. Qualification, workload and relationship with the client are factors a manager assesses better. What the system takes off your hands is phoning around.
Our care software is closed.
Several widely used systems are. Then it runs via exports and the processes outside the software — rostering, communication, checking records. What has to stay in the system stays in the system.
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