Caregivers start and end shifts in clients’ homes. Record visits accurately, keep certifications current and cover call-outs fast.
Caregivers rarely pass through an office. Hours have to be captured at the client’s door, and agencies need to show that the visit really happened at that address.
A caregiver may see three clients in a day. Time spent driving between them is generally working time under federal rules and must be counted toward overtime. The U.S. Department of Labor’s home care rule also means most agency-employed caregivers are entitled to minimum wage and overtime.
Background checks, CPR certificates, TB tests and state training requirements all have dates. A lapsed credential can mean a caregiver who should not be on a shift.
Caregivers clock in and out with GPS from the EZTime mobile app at each client’s home, and managers see who is on shift in real time. Each caregiver’s digital employee file holds certifications with expiry reminders.
If your clients are funded by Medicaid, your state requires electronic visit verification (EVV) for personal care and home health visits under the 21st Century Cures Act. States set their own EVV systems and data rules, so confirm with your state Medicaid program which tools it accepts before you rely on any system for EVV.
| Need | How EZTime handles it |
|---|---|
| Proof of visit times and places | GPS clock-in and clock-out at the client’s address |
| Daily schedule changes | Shared schedules caregivers see on their phones |
| Call-outs | Open shifts, shift swaps and announcements by app or text |
| Credentials | Certifications in the digital employee file with expiry reminders |
| Hours by client | Tag hours by client for billing and payroll |
| Visit tasks | Recurring tasks with photo proof |
An agency with 40 caregivers serves 60 clients. When a caregiver calls out at 6 a.m., the scheduler posts an open shift and sends an announcement; another caregiver picks it up within the hour. Hours are tagged by client, so billing and payroll come from the same records. A CPR certificate due next month triggers a reminder, and the coordinator books the renewal class before it lapses.
The business in this example is fictional.
Agree on these rules with your managers and a qualified professional before rollout. Home care pay rules, including travel time and overtime, have specific requirements, and state rules can be stricter than federal ones.
| Measure | Why it matters |
|---|---|
| Late or missed visit starts | Shows schedule or travel problems before clients complain |
| Overtime hours by caregiver | Shows uneven scheduling |
| Open shifts filled within two hours | Shows how well call-outs are covered |
| Credentials expiring in 30 days | Prevents a lapsed caregiver on shift |
| Edited visit times | Flags records that need review |
Review these weekly in a growing agency and monthly once things are stable. Most problems trace back to how routes and schedules are built.
Since 2015, the Department of Labor’s home care rule has required third-party employers, such as home care agencies, to pay home care workers at least the federal minimum wage and overtime. Agencies cannot use the companionship services exemption or the live-in domestic service exemption, even if the family could use them when hiring directly.
For 24-hour shifts, up to 8 hours of sleep time can be excluded from paid hours only if there is an agreement, the employer provides adequate sleeping facilities and the caregiver usually gets at least 5 hours of uninterrupted sleep. If sleep is interrupted by a call to duty, that time is paid. Several states do not allow this exclusion, so check yours.
| Day | Visit hours | Travel between clients | Paid hours |
|---|---|---|---|
| Monday | 7.0 | 1.0 | 8.0 |
| Tuesday | 7.5 | 1.2 | 8.7 |
| Wednesday | 7.0 | 0.8 | 7.8 |
| Thursday | 8.0 | 1.0 | 9.0 |
| Friday | 7.0 | 1.1 | 8.1 |
| Total | 36.5 | 5.1 | 41.6 |
Visit hours alone total 36.5, so the agency might think this caregiver is under 40. Counting travel between clients, which is work time, the week reaches 41.6 hours, and 1.6 hours of overtime are owed. Scheduling clients closer together is often cheaper than paying the overtime.
In 2024, CMS finalized a rule that will require at least 80 percent of Medicaid payments for homemaker, home health aide and personal care services to be spent on compensation for direct care workers, with the requirement starting in 2030. States are also required to report on that spending first. Agencies that rely on Medicaid should be able to show what share of revenue goes to caregiver pay, which starts with accurate hours by client.
EZTime records GPS clock-in times and locations. EVV requirements are set by each state for Medicaid-funded services, so check with your state program whether a given tool is accepted.
Travel between clients during the workday is generally working time under federal rules. Check travel time pay rules and your state’s rules.
Yes. Schedules, open shifts and announcements appear in the EZTime mobile app.
Yes. Certifications and other documents are stored in each employee’s digital file with expiry reminders.
Under federal rules, up to 8 hours of sleep can be excluded if there is an agreement, adequate sleeping facilities and usually at least 5 hours of uninterrupted sleep. All other hours are paid, and interrupted sleep counts as work. Some states require pay for all 24 hours.
A 2024 CMS rule requires that at least 80 percent of Medicaid payments for certain home care services go to direct care worker compensation, starting in 2030.
Time and attendance for clinics
Free visit task template
When travel counts as work
Fill shifts fast
Book a short demo and see how EZTime fits the way your team works.
Note: This page is general information, not legal, payroll or regulatory advice. Home care wage rules and EVV requirements differ by state. Examples are fictional.