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End-to-end walkthroughs for the first things every new agency does.
Your first week with AveeCare
From signup to first billed visit. The exact order to set things up so nothing trips you up later.
Invite your office staff and set permissions
Get coordinators, billers, HR, caregivers, and patients into AveeCare with the right role.
Add your first caregivers
Get your initial roster in with real certifications, real expiration dates, real pay rates, and a sign-in when ready.
Configure billing and payroll defaults
Set NPI, Tax ID, Medicaid ID, invoice defaults, payroll provider, and clearinghouse in one sitting.
Turn on EVV for your state
Switch on Electronic Visit Verification, clear the Compliance Checklist, and run a test export to your aggregator.
Common Tasks
Short, focused how-tos for the things you do every week.
Send an intake form to a new client by email
Pick a template, send a secure link, and pull the answers straight into the new patient record.
Reassign a visit to a different caregiver
Swap caregivers on a single visit, broadcast the shift, or turn it into an open shift, without losing the visit record.
Approve a shift-extension request
Approve, deny with a reason, or auto-handle caregiver extension requests from the Scheduling toolbar.
Submit a CMS-1500 claim with the simple wizard
Three guided steps to a clean Medicaid or Medicare CMS-1500 (837P) claim. The Readiness Check audits every required field.
Run a payroll batch and send to your provider
Filter unpaid visits on /payroll, push to QuickBooks or Paychex, then bulk Mark Paid to close the batch.
Generate an AI report from a plain-English prompt
Type the question, get the chart or table, and optionally schedule it to land in your inbox weekly.
File an incident report
Document falls, medication issues, injuries, behavioral incidents, or equipment failures with the right severity, category, and links.
Apply a payer’s 835 ERA payment
Import an X12 835 ERA file, review the per-claim breakdown, and apply payments to matched claims in one click.
Feature Reference
Deep dives for each feature in AveeCare. What it does, how to enable it, edge cases.
Home dashboard
The first thing you see after sign-in: KPI tiles, today's visits, and quick links.
Today's Visits widget
Filterable, sortable table of every visit happening today, right on the dashboard.
Dashboard KPI tiles
Total Patients, Total Caregivers, Pending Visits Today, Unreviewed Alerts at a glance.
Dashboard visit charts
Visit Status doughnut, Visits Over Last 7 Days line chart, and Visits By Status bar chart.
Credential expirations panel
See which caregiver certifications are expiring soon before they lapse.
Care plans due for review
Spot care plans that need a review cycle before clinical or compliance trips you.
Overnight inquiries panel
See after-hours patient inquiries the moment you sit down in the morning.
Recent alerts panel
Dashboard panel for the latest alerts with type filtering and inline review.
Birthdays widget
Upcoming patient birthdays in the next two weeks so you never miss a card or a call.
Earnings & revenue chart
Where to find revenue figures: live Billing stat cards, the Revenue Summary template on Reports, and AI-built revenue reports.
Global search & jump (Ctrl+K)
Hit Ctrl+K to jump to any page, patient, or caregiver from anywhere in the app.
Notification center
The bell in the top-right collects every notification across the platform.
Patient list & filters
Material React Table with search, sort, density, fullscreen, column visibility, CSV export.
Add Patient (Manual Onboarding)
Walk a 12-section new-patient wizard from demographics through care plan and billing.
Remote Onboarding (link-based)
Generate a secure link the patient or family fills out themselves. Tracked from /patients.
Bulk Patient Import (CSV)
Move a whole spreadsheet of patients in at once with row preview, validation, and progress reporting.
Patient overview tab
The default landing tab on a patient: demographics, contact, address, medical info, care details, supervisory visits, and EVV compliance.
Patient care plans
Build a care plan with goals, ADL tasks, and a review cadence per patient, then mark plans reviewed when due.
Patient care goals
Track measurable care goals and progress against them.
Patient appointments
Every visit ever scheduled for this patient, with reassign and cancel actions.
Patient billing tab
Per-patient Outstanding Balance, payment methods, billing contact, billing preferences with rate override, and invoice history.
Patient medications
Add, edit, and delete medication entries on the patient record.
Patient allergies
Capture and surface allergies so they show up on every visit context.
Patient ADLs
Activities of Daily Living check-list per patient that flows into visits.
Patient notes
Free-text notes on a patient. Searchable, timestamped, edit and delete.
Patient files
Drop documents, images, signed paperwork into a per-patient file vault.
Patient forms
Assign forms to a patient and view their completed responses.
Patient paperwork
Upload signed documents specific to this patient (consents, intake packets).
Emergency & primary contacts
Add and edit emergency contacts and phone numbers for the patient.
Progress notes timeline
Chronological progress notes on the patient.
Hospitalizations
Log hospitalization episodes and track status on the patient record.
Patient incidents
Every incident report linked to this specific patient.
Insurance authorizations
CRUD insurance authorizations, units, dates, and limits per patient.
Patient disclosures
Assign and track signed disclosures on the patient.
Caregiver list & filters
Search, sort, filter, density, fullscreen, CSV export of every caregiver in your agency.
Add Caregiver wizard
Account info, NPI and taxonomy, certifications, EVV, and disclosures in a single intake form.
Caregiver overview
The default tab on a caregiver: profile, status, key dates.
Caregiver schedule (admin view)
See every visit assigned to a caregiver with quick reassign actions.
Caregiver activity feed
Audit-style activity feed of every action this caregiver took.
Caregiver calendar (admin view)
Calendar view of a single caregiver's upcoming visits.
Caregiver incidents
Every incident filed by or about this caregiver.
Caregiver certifications
Add, expire, and renew certifications. Upload supporting documents.
Caregiver files
Per-caregiver document vault: upload images, view, download, rename, and delete.
Caregiver notes
Internal notes on the caregiver record.
Caregiver disclosures
Track which disclosures a caregiver has acknowledged.
Caregiver payroll & pay rate
Link payroll provider, view paid history, override pay rate per caregiver.
Caregiver transfer history
Audit log of shift swap requests for one caregiver, gated on org-wide Shift Swapping.
Applicants pipeline (Kanban)
Drag applicant cards between stages of your hiring pipeline.
All applicants table
Full-text search, multi-column sort/filter across every applicant.
Convert applicant to caregiver
One-click conversion that creates a caregiver record from an applicant.
Applicants analytics
Pipeline funnel, source effectiveness, recruiter workload, time-to-hire trends.
Calendar views (Day / Week / Month)
Schedule-X based full calendar with Day, Week, and Month views, fullscreen toggle, and zoom.
Drag & drop visit reschedule
Grab a visit on the calendar and drop it on a new time slot to reschedule instantly.
Create Visit wizard
Patient → Caregiver → What → When → Where → Details → Review. The same flow for one-offs and recurring series.
Recurring visits
Build a Daily, Weekly, or Monthly visit series in one pass and edit single occurrences as needed.
Inline edit / reschedule / cancel
Edit, reschedule, or cancel a visit directly from the calendar event without leaving the page.
Visit detail modal
Read-only single-page view of one visit. Participants, schedule, location, tasks, EVV, billing, and the action buttons to edit, reschedule, or cancel.
Global visit search
Search every visit across patients, caregivers, dates, and statuses from one box.
Visit Request queue
Approve or deny caregiver-initiated visit requests in one panel.
Shift Extension Request queue
Approve or deny shift extensions caregivers ask for in the field.
Supervisory-visit-due filter
Filter to just the patients who are due for a supervisory visit.
Resource scheduler view
See caregivers as rows with hour columns and slot visits onto each timeline.
Calendar import (.ics / .csv)
Import an .ics or .csv file to seed the calendar with existing visits.
Available slots viewer
See the next N days of open caregiver slots when you need to fit a new visit in.
Referral sources
Track every referral source: hospitals, discharge planners, individuals.
Referral pipeline
Incoming referrals with status chips and one-click conversion to a patient.
Alert severity tiers
Critical, Important, and Notice alerts with their own progress bars at the top of the page.
All Alerts table
Searchable, sortable, filterable table of every alert with type-badge and CSV export.
Alert detail & action history
Drill into an alert to see who saw it, who reviewed it, and what action was taken.
Shift-swap approve / deny
When the alert is a shift-swap request, approve or deny without leaving the modal.
Activity map view
Google Maps view with markers for visits, patients, caregivers, and offices.
Activity feed table
Sortable, exportable feed of every audit-relevant action across the platform.
Map marker filters
Toggle which marker types (user, office, visit-by-status) show on the activity map.
Conversations list & search
Sidebar of every conversation you're part of with unseen-count badges.
Message thread view
Date dividers, sent vs received bubbles, read receipts, and the New Messages scroll-to-unread anchor.
Composer & attachments
Compose messages and drop attachments straight into the thread.
Edit & delete (10-min window)
Edit or delete your own message within 10 minutes of sending.
Inquiries list & status tabs
All / Open / Resolved tabs for every inquiry your agency has received.
Inquiry thread reply
Two-pane inquiry view with reply composer.
Mark inquiry resolved
Move a finished inquiry to the Resolved tab, hide the composer, and reopen later if the patient writes back.
Convert inquiry to referral
Promote a hot inquiry into a tracked referral with one click.
Incidents overview
Stat cards, Incidents Over Time chart, and the incident table on one page.
Create incident report
File a structured incident report from the field or office.
Resolve incident with notes
Close an incident with resolution notes that stick to the audit log.
Payroll date-range filtering
Presets for 7/14/30/60/90 days, 6 months, 1 year, plus a custom picker.
Payroll stat cards
Unpaid Visits, Estimated Owed, Paid Visits, Mileage, Active Caregivers.
Visit-compensation table
Every visit and what it pays. Mark Paid/Unpaid inline. Export CSV.
Bulk Mark Paid / Unpaid
Select many visits at once and mark them paid or unpaid in a batch.
Send to payroll provider
Push compensable visits to QuickBooks, Paychex, ADP, or Gusto.
Invoices tab
Visit Billing table on /billing with stats, filters, Mark Billed, Charge via Stripe, EDI 837P/837I export, and 835 ERA import.
Create invoice
Line-item patient invoice modal: Patient, Items, Billing Provider, Due Date, Save Draft or Send Now.
Claims tab
No separate Claims tab: use the per-row Generate insurance claim shield button on the Billing page, or the EDI File Export card for 837P / 837I batches.
Real-time eligibility checks
Run a 270 inquiry from Reports, EDI File Tools, 270 Elig. mode. The 271 response writes back to the patient Overview tab as Last Eligibility Check and Eligibility Status.
ERA files (835)
Upload a payer 835 ERA on the Billing page, parse the X12 envelope, review the per-claim grid, and apply payments to matched claims in one click.
CMS-1500 Simple wizard
Three-step guided form to send a clean Medicaid or Medicare claim.
CMS-1500 Advanced form
Full 30-field CMS-1500 for billers who want every box.
Generate X12 / 837 EDI
Export 837P or 837I files for clearinghouse upload.
Clearinghouse status
Live indicator of your clearinghouse connection (Optum and others).
Auto-validate before submit
The Readiness Check on the CMS-1500 wizard audits five CMS-1500 segments and gates Next until every required field is filled.
Pre-billing QA checklist
Per-visit checklist that catches missing notes, signatures, ADLs, and EVV before billing.
Go to Billing (clean count)
The green count button in the Pre-Billing QA header that confirms how many visits are ready and jumps to the Billing page.
EVV dashboard
Date range, state, and export format filters, a Status chip row that doubles as live counts, and the EVV Records table for review and export.
EVV data table and exports
The EVV Records table: 14 columns, per-row View / Validate / Override actions, a bulk action bar, and nine state-aggregator export formats with a Flagged Visits Detected warning dialog.
Per-state EVV configuration
Drill into each state's EVV settings, aggregator, and export format.
EVV clock-in / clock-out
How clock-in and clock-out timestamps are captured and verified.
Form template gallery
Browse and manage every form preset your agency uses.
Form builder (drag fields)
Drag fields, set required, set conditional logic, save the template.
AI form builder
Describe what you want collected; the AI scaffolds the form for you.
Form responses
View and export every response to a given form template.
Assign form to patient or caregiver
Push a form to a specific patient or caregiver and track completion.
Disclosure templates
Author and edit disclosure templates from a central library.
Bulk assign disclosures
Send a disclosure to many patients or caregivers at once.
AI report generator
Type a plain-English prompt; AveeCare returns the right report.
Manual report builder
Pick a data source, select fields, and build filters to compose your own report.
Report categories
Billing, Financial, Payroll, Compliance, Operational, Clinical, CRM, AI, EDI presets.
Scheduled reports
Automate report runs and email delivery on the cadence you pick.
Table / chart / PDF output
Switch between table, chart, and PDF views for any report.
Compliance requirement checklist
Status indicators (Compliant / At Risk / Non-Compliant) for every requirement.
Compliance document uploads
Upload a caregiver credential as a Certification entry so the Compliance Dashboard tracks Current, Expiring Soon, and Expired status.
Compliance export
Download a CSV of every caregiver and credential straight from the Compliance Dashboard for an audit or licensure review.
User & access account list
Every login in your tenant: name, email, role, status, last active.
Invite a user
Send an invitation with a role attached. Resend or revoke later.
Roles and permissions
RootUser, User, Caregiver, Patient. What each role can see and do.
Link a caregiver account
Turn an existing caregiver record into a login.
Link a patient account
Give an existing patient (or family) a login to the patient portal.
Business settings
Phone, hours, timezone, NPI, State Medicaid Provider ID, Tax ID.
Office locations
Add, rename, delete, or promote-to-default any office in your agency.
Billing defaults
Default rate, invoice prefix, payment terms, tax handling, auto-bill toggle.
Claim presets (CMS-1500)
Save reusable CMS-1500 presets with codes and modifiers pre-filled.
Payroll integration
Connect QuickBooks, Paychex, ADP, or Gusto. Sync settings, frequency, manual sync.
Integrations
Toggle on / off third-party integrations and run OAuth connect flows.
Clearinghouse settings
Pick provider, environment, submitter ID, taxonomy, and agency address.
Security & 2FA
Two-factor auth, idle-timeout, login activity log.
BAA, TOS, and Privacy versions
Where AveeCare records the BAA, TOS, and Privacy version your agency accepted at signup, and how to pull an audit-ready export.
Users settings tab
A second surface for the user/role table mirrored from Accounts.
Notification settings
Company-wide email and SMS toggles for visit, billing, and account events.
EVV settings
EVV-disabled toggle, default state, aggregator, export format.
SMS provider settings
Account SID, auth token, from-number, and SMS-enabled toggle.
AI settings
Toggle AI features on or off across your tenant.
API keys
Generate scoped keys for AI agents and integrations. Rotate them safely.
Visit monitoring thresholds
Late clock-in, no-show, overtime, early-window, max extension. Tune the platform's alerts.
Caregiver dashboard
Caregiver-side home: hours card, active visit banner, upcoming visits, quick actions.
Caregiver visits (list & calendar)
Visits list and calendar for the signed-in caregiver, with Upcoming/Active/Completed/Weekly tabs.
Active visit banner
Continue Visit prompt that follows the caregiver across pages until they finish.
Caregiver visit detail
The per-visit page with Overview, Patient History, Care Plan, Notes, and Progress tabs that caregivers work from during a shift.
Care notes templates
Vitals / Mood / Pain / Activity / General one-tap templates while you write notes.
EVV checkout wizard
Guided EVV at end-of-visit: arrival/departure, PIN, voice, signatures, ADLs, exception codes.
Caregiver clock-in / clock-out
Clock in/out with the early-clock-in window and on-screen confirmation.
Signature capture
Caregiver and patient signatures captured on a touch-friendly pad.
Open Shifts
Caregivers see and accept open shifts your office posts.
Request a visit
Caregiver-initiated visit request that lands in the Visit Request queue.
Caregiver: My requests
Caregiver view of their own pending and approved visit requests.
Caregiver schedule (day / week)
Caregiver-facing schedule page with day and week toggles and current-time line.
Caregiver chat
Same chat shell as Admin, scoped to the caregiver's permitted contacts.
Caregiver alerts
Caregiver-facing unread/read alerts with mark-as-read.
Caregiver profile (read-only)
Caregivers see their own profile, certifications, and contact info — read-only.
Caregiver notification preferences
Personal email, SMS, and push notification toggles per category.
Caregiver API keys
Caregivers can generate, label, copy, and revoke their own API keys.
Patient dashboard
Patient-facing home: today's visits, active visits, upcoming, recent updates.
Patient timeline
Lifetime visit count and a vertical timeline of visits with status dots.
Patient visits
Upcoming / Active / Past tabs of every visit on the patient's record.
Patient visit detail
Patient-side view of a visit with status badge, caregiver, and activities completed.
Patient billing & Pay Now
Outstanding invoices, Pay Now button, payment-confirmation modal.
Patient auto-pay
Auto-pay banner and behavior on the patient billing page.
Patient payment history
List of all past payments the patient has made.
Patient inquiries (submit & reply)
Patient-side inquiry inbox: submit a new inquiry, reply, see resolved threads.
Patient alerts
Patient-facing alert cards with severity icons and reviewed status.
Patient EVV PIN
Patients set and manage their EVV PIN for caregiver checkout verification.
Patient communication preferences
Email, SMS, and push notification toggles by category.
Mobile app overview
iOS and Android Expo/React Native apps for caregivers and patients.
Mobile offline sync
Capture visits, notes, and signatures offline; sync when you're back online.
Mobile GPS tracking
One GPS fix at clock-in and one at clock-out for EVV. No background tracking.
Mobile push notifications
Push alerts for visit assignments, changes, reminders, and messages.
Mobile photo capture
Snap photos of paperwork, wounds, or documents directly into a visit record.
AI chatbot (Avee)
In-app AI assistant that can navigate AveeCare for you and answer questions.
AI form-assist
AI-suggested fields and conditional logic while you build forms.
AI patient summaries
Add an AI Overview to scheduled report emails for a plain-English digest of credentials, alerts, revenue, and incidents.
AI OCR for paperwork
Drop a scanned document; AI extracts the fields and stages them for review.
Still stuck?
Our team replies fast, usually within a couple hours during business hours. No phone tree, no scripts, no upsell.