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  • Home Care Inside Optimizer for Agencies

  • The Home Care Inside™ Optimizer is a diagnostic tool designed to give home care agencies objective, factual insights into the operation of their short-visit services.

    Rather than relying on assumptions or anecdotal experience, the Optimizer evaluates the structural realities of short-visit services to identify where performance is strong, where risk exists, and where improvement will have the greatest impact on profitability and scalability.


    For the purpose of this diagnostic:

    Short-visits refer to service models where a caregiver visits multiple clients during a single shift.
    The caregiver is paid for the entire shift, regardless of how much time is spent with clients.
    Client visits are typically one hour or less.


    Long visits refer to service models where a caregiver serves one client during a shift and is paid based on the time spent with that client.


    These two models are managed very differently. This diagnostic tool evaluates short-visit operations only.


    If you cannot confidently answer a question, that uncertainty is an opportunity for growth.

     

    If your agency provides short-visits in more than one community, please use the information for the community with the highest number of clients scheduled with these visits. 

  • Pillar 1: Explore the Opportunity

    Enough client visits, at the right times

    Objective: Determine whether the community can support a short-visit operation

  • 1. The total number of residents in this community is:*
  • 2. For clients living in this community, how many are receiving your agency's services with short-visits?*
  • 3. For clients living in this community receiving long-visits, what is the total amount of hours per week for those visits?:*
  • 4. Who provides client short-visits in this community?*
  • 5. Is your agency the preferred partner and strategic partner in this community?*
  • 6. Does this community dictate the hours your care team must be onsite to provide short-visit services?*
  • 8. How long has this community been open?*

  • Pillar 2: Scheduling & Utilization

    Paid time aligned with scheduled services 

    Objective: Measure whether caregiver paid time is efficiently converted into billable client time. 

  • Rows
  • Rows
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  • 12. Your agency's average daily Caregiver Utilization Rate is:*
  • 13. Caregiver shifts in this community are based on:*
  • 14. How often are changes made to staffing levels in this community?*

  • Pillar 3: Caregiver Workflow

    Team-based execution rather than individual silos

    Objective: Assess whether caregivers can execute short-visit services efficiently, even when changes occur

     

    Respond for short-visit service only

  • 15. Caregivers are assigned to client visits based on:*
  • 16. Are caregivers asked for their feedback on their visit schedules?*
  • 17. Do the caregivers work as a team to assure all client visits are completed during their shift?*
  • 18. How does your agency create the caregivers' schedules of client visits?*
  • 19. How do caregivers document the completion of client visits:*
  • 20. How do caregivers document unscheduled visits/time with clients?*
  • 21. Does your agency's technology function efficiently in areas of the community with poor or no WiFi/cell service?*
  • 22. What is the feedback from caregivers on the ease of use of the mobile application?*
  • 23. Does your agency capture the actual amount of time the caregiver spends with each client?*
  • 24. When does your agency make adjustments to the lengths of clients' visits?*
  • 25. When replacing one caregiver with another for a shift, how is this managed?*
  • 26. True or False: Our agency's short-visit services are operated based on defined processes and are not dependent on specific people for success.*

  • Pillar 4: Pricing & Services

    Revenue that matches reality

    Objective: Determine whether pricing, policies and services rules protect margins in the short-visit operation.

     

     

  • 30. Last month's Gross Profit Rate in this community was:*
  • 31. How does your agency price client visits?*
  • 32. When does your agency make adjustments to the lengths of clients' visits?*
  • 33. Does your agency require clients to have a minimum number of visits or hours/week?*
  • 35. Does your agency have a policy for minimum notice to make changes to visits? (including days of the week, start times, duration and tasks)*
  • 36. Does your agency have a policy for minimum notice to end services? (Not including emergency hospitalizations)*
  • 37. Does your agency provide unscheduled time (Ex. answering pendant calls, extending visits more than 10 min)*
  • 38. Do your agency's caregivers make visits to residents who are not on service?*
  • 39. If yes to the above, is there a limit to the number of visits for these residents?*

  • Pillar 5: Control & Insight

    Leadership visibility and accountability

    Objective: Evaluate whether leadership has real-time clarity on performance, cost, and profitability

     

     

  • 40. Does your technology provide Caregiver Utilization reports?*
  • 41. Does your technology provide Gross Profit reports?*
  • 42. Does your technology provide Revenue Forecasts?*
  • 43. Does your technology provide Revenue per Client Reports?*
  • 44. Is your agency's short-visit operation profitable?*
  • 45. Is the overall operation within this community profitable? (Considering all clients living in this community)*

  • Pillar 6: Sustainability & Growth

    Opportunity is systemic, not accidental

    Objective: Determine the agency's level of involvement with the community as a strategic partner

     

     

  • 46. Is your agency involved with each prospect's visits and/or sales conversations?*
  • 47. Is your marketing collateral included in the community’s standard prospect materials?*
  • 48. Does your agency regularly participate in community-led marketing and/or residents' events?*
  • 49. Does your agency host regularly scheduled educational or awareness events inside the community?*
  • 50. Are referrals driven by a defined process rather than individual relationships?*

  • Optimizer Scoring

     

    🟢 Green = Strong/Scable/Lower Risk                 70–100%
    🟡 Yellow = Needs Attention/Moderate Risk        ~51–69%
    🔴 Red=Weak/High Risk/Unsustainable                50-0% 

      

    Pillar 1 — Explore the Opportunity   (Max: 14)

    🟢 Green  11-14  🟡 Yellow  8-10  🔴 Red   0-7

    Pillar 2 — Scheduling & Utilization    (Max: 14)

    🟢 Green  11-14  🟡 Yellow  8-10  🔴 Red   0-7

    Pillar 3 — Caregiver Workflow          (Max: 24)

    🟢 Green  19-24  🟡 Yellow 13-18 🔴 Red  0-12

    Pillar 4 — Pricing & Services            (Max: 26)

    🟢 Green  20-26  🟡 Yellow 14-19 🔴 Red 0-13

    Pillar 5 — Control & Insight             (Max: 12)

    🟢 Green   10-12  🟡 Yellow  7-9    🔴 Red 0-6

    Pillar 6 — Sustainability & Growth    (Max: 10)

    🟢 Green   8-10  🟡 Yellow   6-7   🔴 Red  0-5

     

    Overall Agency Score Rating (Max: 100)

    🟢 Green  70–100    🟡 Yellow  51–69   🔴 Red  0–50

     

  • Your Agency's Pillar Totals 

  • Should be Empty: