Run your agency on your own: the sole proprietor setup

This guide is for owners who run their agency and also do the visits. You keep one AveeCare login that is both the account owner and a caregiver, so you can schedule, bill and run payroll in the office view, then switch to the caregiver view to start and end your own visits.

Quick answer

Add yourself on Caregivers, then on Accounts open Manage access on your own row and click Add caregiver access. An Office and Caregiver switch appears in the top bar. Assign your visits to yourself and do them from the caregiver view, the same way a hired caregiver would.

Open Accounts

1. Create a caregiver profile for yourself

Open Caregivers

1. 1

   On Caregivers, click Add Caregiver and fill in your own details.

   Use your real name, address and certifications. This profile is what visits get assigned to and what your clients see as their caregiver. Add your NPI if you bill Medicaid or Medicare. The full form is covered in Add your first caregivers.
2. 2

   Click Create Caregiver. Do not use Link Caregiver for yourself.

   Link Caregiver on Accounts creates a second login with its own email and password. You don't need one: the next step attaches the profile to the login you already have.

2. Attach it to your own login

Open Accounts

1. 1

   On Accounts, find your own row and click the Manage access icon.

   It is the person icon with a gear at the end of the row. It opens an Access window showing the Office side (you are the account owner) and the Caregiver side.
2. 2

   Under Add caregiver access, pick your caregiver profile and click Add caregiver access.

   Your login now holds both sides. You keep full office access: the account owner always keeps it, so you can never lock yourself out of billing and settings.

3. Switch between Office and Caregiver

1. 1

   Use the Office and Caregiver switch in the top bar.

   The same switch is in your account menu. Switching takes one tap, with no second login and no signing out, on a computer or your phone.
2. 2

   Office is for running the business. Caregiver is for doing visits.

   In Office you have the whole agency: scheduling, billing, payroll and settings. In Caregiver you see what a hired caregiver sees: your visits, your schedule and the visit steps.

4. Schedule and do your own visits

Open Scheduling

1. 1

   In Office, add visits on Scheduling and assign them to yourself.

   Click Add Visit and pick your own caregiver profile as the caregiver. Repeating visits work the same way they do for any caregiver.
2. 2

   At the client’s home, switch to Caregiver and tap Start Visit.

   Open My Visits, start the visit when you arrive and tap End Visit before you leave, then go through the steps and tap Submit Visit. Your location is recorded at start and end, which is what Electronic Visit Verification (EVV) needs. The caregiver steps are in Caregiver quick start.
3. 3

   Or, from the office view, open the visit and click Complete as caregiver.

   Every scheduled or in-progress visit has a Complete this visit section in its details. Complete as caregiver opens the caregiver visit screens for that one visit in a new tab, so you can do it without switching views. Clock in for caregiver and Complete on behalf are for recording a visit someone else did.

5. Bill your clients and add help later

Open Billing

1. 1

   Set up billing once, then invoice from completed visits.

   Enter your business details, rates and invoice defaults in Configure billing and payroll defaults. Completed visits are what you bill, so finishing every visit in the app keeps your invoices right. Payroll can wait until you pay someone else.
2. 2

   Need someone to cover a visit? Click Generate caregiver link.

   It is in the same Complete this visit section. Send the link to whoever covers the visit and they can do it from their phone without an AveeCare login. The link works for that one visit and expires after 24 hours.
3. 3

   When you hire, add your first caregiver and staff the normal way.

   Nothing about your own setup changes. See Invite your office staff and set permissions.

Common pitfalls

• Making a second login for yourself. Using Link Caregiver or Create User with another email gives you two accounts to keep track of. Attach the caregiver profile to your owner login instead.
• Starting the visit from home. Your location is recorded when you tap Start Visit. Start it when you arrive at the client's home.
• Leaving visits unassigned. A visit only shows in your caregiver view when your caregiver profile is its caregiver.
• Skipping the end of the visit. Your hours and your invoice come from Start Visit and End Visit. If you forget to end one, fix the times in the office view before you bill.

Related

• Your first week with AveeCare: the order to set everything up.
• Caregiver quick start: the visit steps in the caregiver view.
• Visit detail modal: everything on a visit, including the Complete this visit section.
• Turn on EVV for your state: if you bill Medicaid.