Buyer's Guide

Private duty home care software: honest 2026 buyer's guide

The honest 2026 private duty home care software buyer's guide. Private-pay hourly non-medical care has different software needs than Medicare home health; 18 vendors compared on what actually matters.

By Calvin Nesvig, Founding Partner·Updated May 3, 2026·12 min read
Quick answer
  • Private duty needs five things: scheduling that handles long shifts, GPS clock-in, hourly billing with rounding, payroll exports, family portal. Anything beyond that is overspending.
  • Do not buy Medicare HH software (Kinnser, KanTime, HCHB) unless you actually plan to be Medicare-certified. You will pay 5-10x more for OASIS / PDGM features you do not need.
  • EVV export support matters even on private-pay-only day 1, because most private duty agencies add Medicaid clients within 18-36 months of opening.
  • Cheapest competent platforms: AveeCare ($6 / client / mo), ShiftCare ($70+ / mo), Caretime ($75+ / mo). Most others gate price behind a sales call.
  • Avoid 2-3 year contracts on first purchase. The risk of picking wrong is high; insist on month-to-month or 1-year max.
Quick answer 18 vendors compared Private duty vs Medicare HH Must-have features Pricing patterns Where AveeCare fits FAQ 4-week shortlist Glossary

18 private duty home care software vendors compared

Click any row to expand details. The numbers are estimates from public sources, partner decks, and buyer-reported quotes (Q1 2026); confirm in writing.

VendorFocusEVVBillingStartingTerm
AveeCare(us)Private duty + MedicaidExport onlyHourly + Medicaid$6 / client / moMonth-to-month
AxisCarePrivate duty + MedicaidIncludedHourly + Medicaid$200+ / mo1 year typical
WellSky Personal Care (formerly ClearCare)Private duty + MedicaidIncludedHourly + Medicaid$300+ / mo1–2 year
AlayaCareHybrid HH + PDIncludedHourly + Medicaid$250+ / mo1 year typical
CareSmartz360Private duty + MedicaidIncludedHourly + Medicaid$150+ / mo1 year
Generations HomecarePrivate dutyIncludedHourly only$150+ / mo1 year
Aaniie (formerly Smartcare)Private duty + MedicaidIncludedHourly + Medicaid$200+ / mo1 year
ShiftCarePrivate dutyAdd-onHourly only$70+ / moMonth-to-month
CarecentaPrivate duty + MedicaidIncludedHourly + Medicaid$200+ / mo1 year
CaretimePrivate dutyAdd-onHourly only$75+ / moMonth-to-month
AnkotaPrivate duty + MedicaidIncludedHourly + Medicaid$150+ / mo1 year
Rosemark SystemPrivate dutyAdd-onHourly only$100+ / mo1 year
KanTime Private DutyHybrid HH + PDIncludedHourly + Medicaid$300+ / mo1–2 year
Alora Home Health Private DutyHybrid HH + PDIncludedHourly + Medicaid$250+ / mo1 year
Axxess Home CareHybrid HH + PDIncludedHourly + Medicaid$300+ / mo1 year typical
HHAeXchange (vendor system)Aggregator-sideIncludedHourly + Medicaid$150+ / mo1 year
Tellus / NetsmartAggregator-sideIncludedHourly + Medicaid$200+ / mo1 year
Sandata Provider SystemAggregator-sideIncludedHourly + Medicaid$200+ / mo1 year
Showing 18 of 18 vendors. Pricing is estimated from public sources, partner decks, and buyer-reported quotes (Q1 2026).

Private duty vs Medicare home health: same word, different software

The phrase "home care" covers two distinct industries. Private duty home care is non-medical, hourly, and private-pay (or sometimes Medicaid HCBS). Medicare-certified home health is skilled nursing or therapy delivered in 60-day episodes and paid by Medicare under PDGM.

The software is different because the workflow is different. Medicare HH needs OASIS-E assessments, PDGM grouper logic, 837I institutional claims, and HHVBP performance tracking. Private duty needs hourly clock-in, recurring weekly schedule templates, hourly billing with rounding rules, and (if Medicaid) EVV export.

Buying Medicare HH software for a private-duty-only agency is like buying a CT scanner for a chiropractor. You will pay 5-10x more for tools your team will never touch.

8 must-haves for private duty software

If a vendor cannot demo all 8 in a single hour, drop them.

Long-shift scheduling

8, 12, 24-hour shifts with overnight pay rules and break tracking.

Caregiver mobile clock-in with GPS

Verifiable, optionally with photo or signature; works offline.

Recurring weekly visit templates

"Mrs. Smith every Tue/Thu 10a-2p" should take 30 seconds to set up.

EVV export for Medicaid clients

Even private-duty-first agencies grow into Medicaid; export support saves a re-platform.

Hourly billing with rounding rules

Bill in 15-min, 30-min, or 60-min increments; round-up vs round-nearest configurable.

Payroll-ready time exports

CSV or direct integration with Gusto, ADP, Paychex, QuickBooks Payroll.

Family portal

Read-only access for adult children; messages, schedule, invoices.

HIPAA-compliant messaging

No SMS for PHI. In-app messaging covered by your BAA.

Pricing patterns for private duty software

Agency sizeTypical monthly all-inCommon pricing model
1-10 active clients$60 - $300 / moPer client or flat
10-50 active clients$300 - $1,200 / moPer client or per user
50-200 active clients$1,200 - $5,000 / moPer user, sometimes bundled
200+ clients / multi-branch$5,000+ / moPer user + add-ons

Where AveeCare fits

AveeCare is built specifically for private duty + Medicaid HCBS personal care across all 50 states. $6 per active client per month, month-to-month, EVV export support included. Free self-serve demo, no card, no sales call.

If you are evaluating ClearCare / WellSky Personal Care, AxisCare, or AlayaCare for private duty, AveeCare typically lands at 30-70% of their cost for an agency in your size range, and our pricing is publicly posted.

Try free self-serve demo See pricing

Frequently asked questions

Private duty home care is non-medical, private-pay, hourly care delivered in a client's home. Services include personal care (bathing, dressing, toileting), companion care, meal prep, light housekeeping, and transportation. It is distinct from Medicare-certified home health (which is skilled nursing or therapy and is paid by Medicare or Medicare Advantage) and from Medicaid HCBS personal care (which is paid by state Medicaid plans). Private duty is most often paid by the client out of pocket or through long-term care insurance.
Core features for private duty: scheduling that handles long shifts and recurring weekly visits, caregiver mobile clock-in (with GPS verification), care plan documentation, EVV export support if you also bill Medicaid, hourly billing with rounding rules, payroll-ready time exports, family portal for adult children, and HIPAA-compliant messaging. Anything beyond that (eMAR, OASIS, PDGM) is a sign you are buying skilled-care software you do not need.
Pure private-pay private duty agencies are not federally required to use EVV. The 21st Century Cures Act EVV mandate applies to Medicaid personal care services and home health care services. If your agency takes any Medicaid clients, including HCBS waivers, you do need EVV for those visits. Most private duty agencies build dual capability over time as they add Medicaid clients to grow, so picking software that already exports cleanly to your state aggregator (Sandata, HHAeXchange, Tellus, AuthentiCare, CareBridge) saves a re-platform later.
Private duty software ranges roughly $5 to $20 per active client per month, plus $0 to $5,000 in implementation fees. AveeCare publishes pricing at $6 per active client per month, month-to-month, with EVV export support included. Larger vendors like AxisCare, AlayaCare, and WellSky Personal Care are mostly per-user or per-client with sales-led quoting; expect $1,000-$5,000 per month all-in for a 30-50 client agency.
Pick the simpler private-duty-only platform if you have no plans to become Medicare-certified in the next 18 months. Adding Medicare home health requires CHAP/ACHC accreditation, OASIS-E expertise, PDGM billing, and a different operational model than private duty. Most private duty agencies grow by expanding their service area, not by becoming Medicare-certified, and a private-duty platform is meaningfully cheaper.

4-week shortlist plan

Week 1
Map your care types: companion, personal care, live-in, hourly, overnight. Anything specialized (dementia, post-op, hospice).
Week 2
Cut anything missing GPS clock-in, family portal, or hourly billing with rounding rules.
Week 3
Demo top 3 on the same scenario: 1 new client intake + 1 recurring weekly visit + 1 month-end invoice batch.
Week 4
Negotiate to month-to-month or 1-year contract with clean export. Avoid 2-3 year terms on first purchase.

Private duty glossary

Private duty
Non-medical, private-pay, hourly care in a client's home.
HCBS
Home and Community Based Services. Medicaid waivers covering personal care for eligible individuals.
CDPAP
Consumer Directed Personal Assistance Program (NY). Lets clients hire family/friends as paid caregivers.
EVV
Electronic Visit Verification. Federally required under 21st Century Cures Act for Medicaid PCS and HHCS.
Aggregator
State-contracted EVV vendor (Sandata, HHAeXchange, Tellus, AuthentiCare, CareBridge) that consolidates EVV data for the Medicaid agency.
Live-in
A caregiver who resides with the client; specific labor / overtime rules apply (FLSA + state).
PRN
Pro re nata. Care provided as needed rather than on a fixed schedule.
BAA
Business Associate Agreement. HIPAA-required contract with any vendor that touches PHI.
PDGM
Patient-Driven Groupings Model. Medicare home health payment model; not relevant for private duty.
OASIS-E
Outcome and Assessment Information Set. Required for Medicare home health, not for private duty.

Sources

Accessed May 3, 2026.

CN
Calvin Nesvig
Founding Partner, AveeCare

Builds home care software full-time and works with private duty agencies on workflow and software fit every week.

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