10 Questions to Ask Before Purchasing a Homecare Software Solution

The digital era is here, and that means there is software available for just about every homecare pain point you can think of. But not all software is created equal. When you’re evaluating a new vendor, regardless of whether they offer caregiver retention software, HR tools, compliance help, or an EVV solution, you need to make sure they’re a good fit for your organization. We’ve curated a list of important questions you should ask yourself about any homecare software before you take the plunge.  

Does the vendor specialize in homecare? 

The homecare industry has very specific rules and regulations that agencies must follow to maintain compliance. That’s why it’s important for any software vendor you use to be an expert within the homecare industry. Using a specialized solution means it will be tailored to help your business succeed. 

Do they have a dedicated implementation team?  

Homecare operators work in the caring industry, not the tech industry. They tend not to be technology savants, which is why implementing new software without help can be frustrating. When you have complex questions, it’s helpful to be able to talk to a real person who knows the product in and out. Having a designated specialist or implementation team assigned to your account can save you time and aggravation. 

Does the tool take up a lot of staff time? 

Your employees’ time is precious, and ideally any new tool you start using will save them time. Unfortunately, some tools may cause more problems than they solve. Consider involving your staff who will be using the tool in the decision-making process. Have them join in on a demo provided by the vendor. They may be able to offer insight into whether the tool will truly make their day-to-day work more efficient. 

Is the software within your budget?  

Of course, you want any new software to be in your budget, but remember, the cheapest is not necessarily the best value. If possible, calculate the possible return on investment of the software you choose. This can be done by following this formula: 

ROI = (Gain of Investment) – (Cost of Investment) / (Cost of Investment)  

In this situation, the gain of the investment would be how much money you expect this software will help you save. For instance, if you know that you lose $5,000 every year due to caregiver turnover, and the caregiver retention software you’re considering suggests you will see a 50% reduction in turnover, then your gain will be $2,500. The investment cost is how much the software will cost and any associated costs related to implementation/training for staff. The final amount is your return on investment. This should help you decide if the software is worth the price for your business. 

Does the vendor have the correct certifications and security requirements? 

Part of what makes the homecare industry complex is the myriad of regulations that providers must follow for their agencies to remain compliant. That’s why you need to make sure that the software you are considering is correctly certified (HIPAA, CMS certifications, etc.), protects client PII and PHI, and operates on a secure network. 

For instance, HHAeXchange earned HITRUST CSF status in 2018. The Health Information Trust Alliance (HITRUST) Common Security Framework (CSF), is the gold standard compliance framework for the healthcare industry. 

Do they integrate with other homecare tools?  

When you add a new software to your tech stack, you want to make sure it integrates well with any other software you are currently using. Interoperability between systems means you’ll save time and reduce manual data entry. If your various software can share information with each other, that means your agency is going to run more efficiently. 

If you are interested in seeing which software companies currently integrate with HHAeXchange, you can check out our partners here. 

Does the software scale to fit your growth? 

Think about the future of your business. Will this software still be helpful to you next year? How about five years from now? Consider using software that grows as you grow, with products and upgrades you can take advantage of as you get more clients, caregivers, and staff. 

Does the software ensure compliance with healthcare regulations? 

If you are using the software to help you stay compliant with federal regulations, such as those outlined within the Cures Act, does it have everything you need to meet those standards? For example, an EVV solution needs to be able to capture the following: 

• Type of service performed 
• Individual receiving the service 
• Date of the service 
• Location of the service delivery 
• Individual providing the service 
• Time the service begins and ends 

Make a list of everything you need to maintain compliance for your state and check it against what the software offers. The last thing you want is to implement new software, only to realize it’s missing the key functionality you need to get paid. 

Is the software offered in multiple languages? 

If your staff is diverse, it’s especially important that any new software comes in multiple languages so that everyone on your team feels comfortable using it every day. 

How user-friendly is the training documentation? 

Clear and robust training documentation is critical for the successful use of any new technology. Make sure that your new solution has documentation that’s easily accessible to you and your team. Process guides that outline step-by-step instructions on how to get up and running, such as guides you can give your caregivers showing them how to download an app, or instructions for providers on how to access certain features can save you a lot of time and should be available anytime you want a refresher. 

Choosing the right homecare software is crucial. In the digital era, investing time and doing your due diligence ensures the software you get improves efficiency, compliance, and sets the stage for agency success. The right software isn’t just a tool; it’s a catalyst for growth. Navigate this path wisely, and you pave the way for your agency to thrive in the digital age. 

To learn more about how the HHAeXchange software solution can help your agency improve efficiency, contact us today.