Table of Contents
What Is Private Duty Home Care Software?
Put This Into Practice
CareCade makes it easy to implement best practices for home care management.
Private duty home care software is designed for agencies providing non-medical, private-pay caregiving services. Unlike Medicaid-focused platforms, private duty software emphasizes:
- Client billing and invoicing - Direct billing to families or long-term care insurance
- Caregiver matching - Personality and preference matching, not just skills
- Family communication - Portals for family members to stay updated
- Flexible scheduling - On-demand and recurring care arrangements
- Lead management - Converting inquiries into paying clients
Private duty agencies serve a different market: families paying out-of-pocket or through long-term care insurance for companion care, personal care, or homemaker services.
Private Duty vs. Medicaid Software: Key Differences
| Feature | Private Duty Focus | Medicaid Focus |
|---|---|---|
| Billing | Invoice families, insurance | Submit claims to state |
| EVV | Optional (unless also Medicaid) | Required by law |
| Authorization | Not required | Must track units |
| Client Acquisition | Marketing/sales tools | Provider contracts |
| Care Plans | Flexible, family-driven | ISP/state mandated |
| Pricing Model | Hourly rates, packages | State-set reimbursement |
If you serve primarily private-pay clients, you need software designed for that workflow. Medicaid platforms can be overkill (and expensive) if you don't need claims submission.
Essential Features for Private Duty Agencies
1. Client Intake & Sales
Convert leads into clients:
- Inquiry tracking and follow-up reminders
- Assessment scheduling
- Service proposal generation
- Contract/agreement templates
- Family contact management
2. Flexible Scheduling
Private duty scheduling differs from Medicaid:
- Same-day and on-demand scheduling
- Variable shift lengths (not just 15-minute units)
- Client-requested caregiver assignments
- Live-in care management
- Recurring vs. one-time visits
3. Invoicing & Payments
Get paid efficiently:
- Automatic invoice generation
- Long-term care insurance billing
- Credit card processing
- Payment reminders
- Aging reports
- Family portal payments
4. Caregiver Matching
Beyond just availability:
- Personality assessments
- Client preferences (gender, language, interests)
- Skills and certifications
- Reliability scores
- Client feedback history
5. Family Portal
Keep families engaged:
- Real-time visit updates
- Care notes and photos
- Schedule visibility
- Invoice access
- Message caregivers/office
- Caregiver ratings
6. Caregiver Mobile App
Simple tools for caregivers:
- Schedule access
- Clock-in/out (with or without GPS)
- Care notes entry
- Task checklists
- Client information
- Navigation
7. Reporting
Track business health:
- Revenue reports
- Hours by client
- Caregiver utilization
- Client retention rates
- Lead conversion metrics
Top 7 Private Duty Home Care Software Platforms
1. AxisCare
Best for: Mid-size private duty agencies
Overview: AxisCare is a popular choice for private duty agencies, with strong scheduling, billing, and family portal features.
Key Features:
- Comprehensive scheduling
- Client and caregiver matching
- Built-in invoicing
- Family portal
- Caregiver mobile app
- EVV (optional)
Pricing: ~$200/month base + per-client fees
Pros:
- Strong private duty features
- Good family portal
- Established platform
- Multiple integrations
Cons:
- Per-client fees add up quickly
- Interface can feel cluttered
- Implementation takes 2-4 weeks
Best For: Agencies with 50-200 clients focused on private pay.
2. ClearCare (WellSky)
Best for: Larger private duty agencies
Overview: ClearCare (now part of WellSky) was built specifically for private duty home care. It's a mature platform with deep features but enterprise pricing.
Key Features:
- Full CRM for lead management
- Care assessment tools
- Scheduling and dispatch
- Family room portal
- Invoicing and payments
- Caregiver management
Pricing: Enterprise ($500-1,000+/month)
Pros:
- Purpose-built for private duty
- Strong family engagement features
- Good sales/CRM tools
- Large customer base
Cons:
- Expensive
- Part of larger WellSky suite now
- Implementation complexity
- May be overkill for small agencies
3. CareSmartz360
Best for: Growing agencies wanting comprehensive features
Overview: CareSmartz360 offers a full suite for private duty and Medicaid agencies alike. Good for agencies that do both.
Key Features:
- Lead management
- Scheduling
- Invoicing and billing
- Caregiver portal
- Family app
- Telephony options
Pricing: $300-500/month (module-based)
Pros:
- Comprehensive features
- Works for mixed payer types
- Good mobile apps
- Multi-language
Cons:
- Module pricing adds up
- Steeper learning curve
- Support quality varies
4. Rosemark
Best for: Small to mid-size private duty agencies
Overview: Rosemark is a veteran platform focused on private duty home care. Simple and reliable.
Key Features:
- Basic scheduling
- Client management
- Invoicing
- Reporting
- Caregiver tracking
Pricing: ~$100-200/month
Pros:
- Affordable
- Simple to use
- Long track record
- Good for small agencies
Cons:
- Dated interface
- Limited mobile features
- Basic reporting
- No family portal
5. Savii Care
Best for: Private duty agencies wanting modern UX
Overview: Newer entrant focused on user experience and family engagement.
Key Features:
- Modern interface
- Family engagement tools
- Scheduling
- Care notes
- Caregiver app
Pricing: Custom quotes
Pros:
- Clean, modern design
- Good family features
- Easy to learn
Cons:
- Newer platform (less proven)
- Limited integrations
- Smaller customer base
6. CareCade
Best for: Agencies doing both private duty and Medicaid
Overview: While built for Medicaid, CareCade works well for agencies with mixed payer sources. Strong scheduling and mobile app.
Key Features:
- Visual scheduling
- GPS time tracking
- Family portal
- Caregiver app with offline mode
- Basic invoicing
- Team messaging
Pricing: $200/month (up to 50 clients) or $350/month (unlimited)
Pros:
- Flat, predictable pricing
- Excellent mobile app
- Fast implementation (1-2 days)
- Good for mixed Medicaid/private
Cons:
- Less private-duty-specific features
- Limited CRM/sales tools
- Strongest in Washington State
7. Smartcare Software
Best for: Franchise and multi-location agencies
Overview: Smartcare focuses on larger private duty operations and franchises.
Key Features:
- Multi-location support
- Franchise management
- Scheduling
- Billing and invoicing
- Family portal
- Marketing tools
Pricing: Custom (typically $400+/month)
Pros:
- Multi-location features
- Good for franchises
- Marketing integrations
Cons:
- Expensive for single location
- Complex for small agencies
- Less suited for Medicaid
Pricing Comparison
| Platform | Starting Price | Best For | Notes |
|---|---|---|---|
| AxisCare | $200+/mo | Mid-size agencies | + per-client fees |
| ClearCare/WellSky | $500+/mo | Large agencies | Enterprise pricing |
| CareSmartz360 | $300+/mo | Mixed payer types | Module-based |
| Rosemark | $100-200/mo | Small agencies | Basic features |
| Savii Care | Custom | UX-focused agencies | Newer platform |
| CareCade | $200-350/mo | Mixed Medicaid/private | Flat pricing |
| Smartcare | $400+/mo | Multi-location/franchise | Custom |
How to Choose Private Duty Software
Consider Your Agency Size
Under 25 clients:
- Keep it simple
- Avoid per-client fees
- Rosemark or CareCade
25-100 clients:
- More features needed
- Family portal important
- AxisCare or CareSmartz360
100+ clients:
- Enterprise features
- Sales/CRM tools
- ClearCare or Smartcare
Consider Your Payer Mix
100% Private Pay:
- Focus on billing/invoicing
- Family portal critical
- ClearCare or AxisCare
Mixed Private + Medicaid:
- Need EVV capabilities
- Claims and invoicing
- CareCade or CareSmartz360
Primarily Medicaid with Some Private:
- Medicaid-first platform
- CareCade or HHAeXchange
Consider Your Growth Plans
Staying Small:
- Simple, affordable
- Rosemark
Growing Steadily:
- Scalable pricing
- AxisCare
Rapid Expansion:
- Enterprise features
- ClearCare or Smartcare
Key Questions for Vendors
-
How does invoicing work? Can I customize invoice templates? Auto-generate from visits?
-
What payment options do families have? Credit card? ACH? Portal payments?
-
How does the family portal work? What can families see? Can they message caregivers?
-
What's the caregiver app like? Show me a demo. Does it work offline?
-
How do you handle long-term care insurance? Any integrations or specific workflows?
-
What's the total cost? Including per-client fees, implementation, training?
-
Can I see a reference? From an agency my size and type?
Implementation Checklist
Week 1: Setup
- Import client data
- Import caregiver data
- Configure service types and rates
- Set up invoice templates
- Configure family portal
Week 2: Training
- Train office staff on scheduling
- Train on billing/invoicing
- Set up caregiver app
- Test family portal
Week 3: Pilot
- Schedule a subset of clients
- Process test invoices
- Gather caregiver feedback
- Invite pilot families to portal
Week 4: Go Live
- Full rollout
- Monitor for issues
- Refine workflows
- Celebrate!
Frequently Asked Questions
Do I need EVV for private duty?
Only if you also serve Medicaid clients. Pure private-pay agencies aren't subject to EVV mandates, but GPS tracking can still help verify visits and reduce disputes.
What's the best software for a small private duty agency?
For agencies under 50 clients, Rosemark (affordable, simple) or CareCade (flat pricing, modern app) are good choices.
How do I bill long-term care insurance?
Most platforms don't directly integrate with LTC insurance companies. You'll generate invoices that families submit for reimbursement, or use a third-party billing service.
Should I use the same software for Medicaid and private pay?
If you have both, yes. Managing two systems creates complexity. Choose a platform that handles both well, like CareCade or CareSmartz360.
How important is the family portal?
For private duty, very important. Families are paying directly and expect visibility. A good portal improves satisfaction and retention.
Bottom Line
Private duty agencies have different needs than Medicaid-focused providers. The right software emphasizes client billing, family engagement, and flexible scheduling over claims submission and EVV compliance.
For small agencies, Rosemark offers affordable simplicity. For mid-size agencies, AxisCare provides comprehensive features. For agencies with mixed payers (private + Medicaid), CareCade offers the best value with flat pricing.
Demo 2-3 platforms and involve your schedulers and billing staff in the evaluation. The best software is the one your team will actually use.
Last updated: April 2026
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Related Resources:
- Best Home Care Software 2026
- Caregiver Scheduling Software Guide
- Family Portal Benefits
- Home Care vs Nursing Home Costs
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