Home Health & Senior Care
Caregiver payroll runs on complex schedules. Payers reimburse on their own timeline. We track it all so you can focus on care.
The Care Business
You started this agency to help people. Seniors who want to stay in their homes. Families who need reliable care for aging parents. The work matters. But nobody warned you about the business side. Caregivers work variable hours across multiple clients. Private pay families expect invoices. Medicaid takes 45 days to reimburse. Insurance claims get denied and need resubmission. Every week brings new scheduling changes and payroll adjustments.
The turnover rate in home care is brutal. New caregivers need onboarding. Others leave without much notice. Each change creates payroll updates, schedule adjustments, and client reassignments. You spend evenings reconciling timesheets instead of reviewing care plans. The paperwork multiplies while you try to grow the agency.
Who This Covers
Who This Covers
Home health care agencies, in-home senior care providers, non-medical home care services, and companion care businesses. Anyone providing care in client homes across the Merrimack Valley and Greater Boston.
What Makes It Complex
What Makes It Complex
Multiple payer types with different billing cycles and documentation requirements. Caregiver schedules that shift weekly. Overtime calculations with split shifts across clients. High employee turnover requiring constant payroll updates. Cash flow gaps between delivering care and receiving payment.
What We Handle
Payroll is the biggest operational headache in home care. Caregivers work irregular hours across multiple clients. Some work split shifts. Pay rates might differ by client or service type. Overtime needs to be calculated based on total weekly hours, not assumptions. Getting this wrong means compliance problems or underpaying your people. We handle the full payroll cycle so it runs correctly without consuming your weekends.
We also track your receivables by payer type. Private pay families need to be tracked separately from Medicaid cases. Insurance reimbursements get their own aging reports. You need to know who owes you, how long the balance has been sitting, and when to follow up. Without this visibility, revenue slips through the cracks and cash flow becomes a guessing game.
Caregiver Payroll
Caregiver Payroll
Variable schedules, overtime calculations across clients, and different pay rates handled correctly every pay period. Payroll runs on time without you calculating hours. Tax withholdings, deposits, and filings are managed automatically. New hires and departures get processed properly.
Accounts Receivable by Payer
Accounts Receivable by Payer
Private pay invoices tracked separately from Medicaid and insurance claims. Aging reports show exactly what is outstanding and for how long. You can see which payers are falling behind before the cash shortage arrives.
Where Things Break Down
The cash flow squeeze is real in home care. You pay caregivers every week or every two weeks. Medicaid reimburses in 30 to 60 days if the documentation is right. Insurance can take longer. Private pay families sometimes forget to pay until someone reminds them. You are constantly floating the gap between payroll going out and revenue coming in. Without clean receivables tracking, you never see the problem until the bank account is low.
Overtime calculations are another compliance risk. Massachusetts has specific overtime rules. When a caregiver works for multiple clients in the same week, the hours accumulate toward the overtime threshold regardless of which client they served. Tracking this manually leads to mistakes that show up during Department of Labor audits or employee complaints.
Payer Tracking Falls Behind
Payer Tracking Falls Behind
Medicaid and insurance claims sit unpaid without consistent follow-up. Nobody realizes a claim was denied until 60 days later when you need the cash. Private pay invoices age past 30 days because no one sent a reminder. Revenue you already earned sits in limbo.
Overtime and Compliance Errors
Overtime and Compliance Errors
Split shifts across multiple clients make overtime tracking complicated. Weekly totals get miscalculated when caregivers serve different families. You either underpay and face compliance issues or overpay without realizing the mistake. Both hurt the business.
What Changes
You know where your money is. Accounts receivable reports show exactly what is outstanding by payer type. When Medicaid claims are delayed past normal cycles, you catch it before the cash crunch arrives. Cash flow forecasting becomes possible because you have clean data to work from. You stop reacting to shortfalls and start planning around predictable payment patterns.
Payroll stops being a weekend project. Your caregivers get paid correctly and on time. Overtime is calculated properly across all clients. New hires and terminations get processed without you tracking every detail. You get back the hours every pay period that you were spending on administrative work and put them toward growing the agency or improving care quality.
Cash Flow Visibility
Cash Flow Visibility
Receivables tracked by payer with aging reports that show what is coming and when. Cash forecasting lets you plan payroll and expenses instead of scrambling when balances run low. You can make decisions about hiring or expansion based on actual numbers.
Time Back for Care
Time Back for Care
Payroll runs without your direct involvement. Bookkeeping happens in the background with monthly reports delivered to you. You focus on caregivers, clients, and agency growth instead of paperwork and bank reconciliations.
The Merrimack Valley's Trusted Accounting Partner
The Next Step:
A 15-Minute Call
Tell us about your business and what you're dealing with. We'll listen, ask a few questions, and give you a straightforward quote.