Record home care visits: client, arrival and departure times, tasks done, travel and signatures.
Home care agencies pay caregivers and bill clients from the same visit records, so accuracy matters twice.
Travel time between clients during the workday is generally work time for employees under federal rules. Domestic service rules and state laws also apply, so check how they affect your caregivers. Some programs require electronic visit verification.
15 items. Keep it on a tablet, or print a copy for the clipboard.
A caregiver visits three clients on Tuesday: 4 hours, 2 hours and 3 hours, with 50 minutes of travel between them. The agency pays 9 hours of visits plus the travel time, and bills each client for their visit hours.
Since the 2015 Department of Labor home care rule, most agency-employed caregivers are owed federal minimum wage and overtime, and travel between clients during the day is hours worked. Signed visit times also support Medicaid electronic visit verification and client billing.
| Caregiver and week | Grace, Comfort Home Care, Pittsburgh, week of May 5 |
|---|---|
| Tuesday visit 1 | Client Allen, 8:00 am to 12:00 pm, 4 h, bathing, meals |
| Travel 1 to 2 | 30 min, 9 miles |
| Tuesday visit 2 | Client Brooks, 12:30 pm to 3:30 pm, 3 h, med reminders |
| Week totals | 38 visit h + 4 travel h = 42 h |
| Overtime hours | 2 |
| Signatures | Clients each visit; agency approved Monday |
The 2 overtime hours come only from counting travel time, since visit hours alone are 38, which is the point most often missed when travel is left off.
For employees, usually yes under federal rules; check state law.
Many do; domestic service rules changed in 2015. Check your situation.
Electronic visit verification, required for some Medicaid services.
The caregiver and the client or family member.
Write the time in on the first date and the time out on the next date, then split the hours by date if payroll totals by day. The FLSA workweek is a fixed 168-hour period, so split hours must land in the right week too. Note sleep time only if your agency has a written agreement on it.
Yes. Travel time between clients is counted as hours worked, while mileage is usually reimbursed per mile under agency policy. Keeping them apart means 30 minutes and 9 miles do not get mixed into one confusing number.
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Use the caregiver timesheet for the record you need today. To see who clocked in, and when, book a demo of EZTime.