Discover the best non-medical home care software: Features you can't miss

You know how to provide compassionate, reliable care; it’s the heart of your business. You know your clients' needs better than anyone, and your caregivers are true professionals.

But if you run a home care agency, you also know the chaos that follows the phone: the never-ending stream of calls, the frantic race to cover a lost or missed visit, the nightmare of double-bookings, and the pile of paperwork leading to admin overload.

That manual, outdated approach isn't just stressful; it's eating into your profit and, worse, risking the quality of care you promise.

It doesn’t have to be like this. The best non-medical home care software is built to eliminate this daily friction, automating scheduling, billing, and staff coordination.

Whether you need a simple, reliable scheduling software for home care or a robust all-in-one platform, choosing the right tool can dramatically reduce no shows and improve your bottom line. Our top recommendation for easy, stress-free scheduling and client management is Koalendar, which offers unlimited bookings on a free plan.

Non-medical homecare encompasses supportive services provided in a client's home that do not require clinical oversight.

This includes personal care services like companionship, assistance with activities of daily living (ADLs) such as bathing and dressing, medication reminders, meal preparation, and light housekeeping.

These services are vital for helping seniors, individuals recovering from surgery, or those living with chronic conditions maintain independence and quality of life.

For modern agencies, relying on paper calendars, spreadsheets, and endless phone calls to manage staff and clients is a recipe for error.

Non medical home care management software is essential for streamlining operations, ensuring regulatory compliance, and maintaining high-quality client care.

A dedicated platform helps reduce administrative overload by automating routine tasks, leading to fewer scheduling errors or conflicts, a better bottom line, and ultimately, a better care service.

When searching for the best private duty non-medical home care software, look beyond simple task management. The right platform should offer integrated tools across key areas.

Effective client management is the core of any personal care software. This feature ensures continuity of care and accurate record-keeping.

• Centralized client records: A single dashboard for client profiles, including care plans, medical history, service preferences, and emergency contacts
• Family portal: Secure access for family members to view scheduled visits, care notes, and invoices
• Custom forms: Ability to create digital forms for initial assessments, client feedback, and incident reports

Scheduling is often the biggest pain point for home care agencies. The best non medical home care scheduling software must be powerful, flexible, and automated to prevent lost or missed visits.

• 24/7 online booking: Clients or their representatives can book and manage services anytime, reducing the need for administrative staff intervention. Koalendar provides a dedicated, branded booking page for this purpose.
• Recurring shift scheduling: Easily set up repeating visits for long-term clients, saving countless hours of manual data entry.
• Calendar sync: Essential for preventing fewer scheduling errors or conflicts. The system should offer robust Calendar sync (Google, Outlook, iCloud) with staff's personal or work calendars to ensure real-time availability updates.
• Automated reminders: Critical for staff and clients. Automated email, SMS, or calendar reminders drastically reduce no shows and missed shifts.

Manual billing is prone to mistakes and delays cash flow. Robust non medical home care billing software simplifies the financial aspects of your agency.

• Invoicing: Automated generation of professional invoices based on documented visit logs
• Payment processing: Integration with payment gateways (like Stripe) to accept credit cards and streamline private-pay collections
• Insurance/payer integration: Tools to handle co-pays, deductible tracking, and submission forms for relevant payers

Caring for clients starts with caring for your caregivers. Home care staff management software centralizes communication and operational tasks.

• Mobile app for caregivers: Must-have for real-time communication, clocking in/out (electronic visit verification - EVV), and accessing daily care notes
• Client-to-caregiver matching: Algorithmic tools that match clients to caregivers based on skills, location, and personality
• Training and certification tracking: Automated alerts for expiring licenses or mandatory training requirements

The software should be intuitive for all staff, from admin to caregivers, and grow with your business.

• Minimal learning curve: Easy adoption for new staff members is key to ROI
• Cloud-based access: Allows secure access from any device, anywhere
• Scalability: The platform should be able to handle growth from a solo provider to a large agency with hundreds of clients without performance issues

Non-medical care often requires meticulous record-keeping, especially for programs relying on federal or state funding.

• Electronic visit verification (EVV): Mandatory in many states, this feature uses GPS or telephone monitoring to confirm the caregiver visited the client at the scheduled time.
• Audit trails: Secure records of every action and entry for legal and operational transparency.
• Data security: Must comply with industry-standard data security and privacy regulations.

Choosing the right software depends entirely on your agency's scale and operational focus. Here are some things to consider when choosing between software for homecare agencies.

The market offers a diverse range of solutions, from simple specialized tools to complex all-in-one systems.

This category focuses on tools dedicated to calendar and appointment management, often the most immediate solution needed by private duty agencies.​

Koalendar’ scheduling software for home care providers is a powerful, user-friendly software that focuses on frictionless online booking and multi-calendar sync rather than full agency management.​

• Unlimited bookings and scheduling pages on the free plan, with self-service booking links you can embed on your website or share with families by email or text
• Automated reminders, custom booking forms, and calendar sync with Google, Outlook, and iCloud, plus options for accepting payments on paid plans

• Not an all-in-one home care platform, so you still need separate tools for care plans, EVV, billing, and payroll
• Lacks industry-specific compliance features like caregiver credential tracking that dedicated home care suites provide

• Free Forever plan with unlimited bookings, pages, and calendar sync
• Pro plans start at $6.99 per month per user for branding, SMS/email reminders, payments, and advanced integrations

FirstVisit is a cloud-based home care platform built specifically for non-medical private duty agencies, with scheduling at its core.​

• HIPAA-compliant caregiver scheduling that lets you match caregivers to clients and manage recurring visits from a central calendar​
• Tools for caregiver time tracking, client management, and reporting that are tailored to private-duty workflows

• More home-care-specific than generic schedulers, so it may feel heavy for very small agencies that only need simple calendar links​
• Some advanced features (such as integrations or analytics) may only be available on higher-tier plans, which can be overkill for startups

• Available on request

These solutions excel at the financial side of operations, ensuring timely payment collection and accurate invoice generation.​

WellSky Personal Care is a web-based non-medical home care platform with particularly strong billing, claims, and Medicaid processing capabilities.​

• Integrated billing for private pay and Medicaid, with tools to manage EVV mandates and reduce claim denials
• Tight connection between scheduling, EVV, and billing so visits flow directly into invoicing and payroll exports

• Implementation can be resource-intensive, which may be more than very small agencies need if they only want basic invoicing
• The breadth of configuration options can require training or vendor support to set up properly

• Starts at around $12 per month. No free trial available

AxisCare includes a dedicated electronic billing and invoicing engine tailored for private-duty non-medical home care, built on top of its scheduling and EVV tools.​

• Electronic billing and invoicing with next-day funding for qualified merchants, QuickBooks sync, and a client and family payment portal
• Support for multiple payer types, including private pay and certain third-party payers, which helps consolidate receivables​

• Primarily beneficial when an agency also uses AxisCare for scheduling and EVV; using it only as a billing add-on reduces its value
• Per-merchant or transaction-related costs, plus platform subscription fees, may be higher than generic invoicing apps

• Available on request. Capterra suggests pricing starts around $20 per month.

This software is designed to improve coordination, communication, and oversight of your caregiving team.​

Generations is a home care management system with strong caregiver tools for EVV, communication, and access to care plans via mobile app.​

• GPS or telephone-based EVV, secure messaging, and mobile access to schedules, care plans, and documentation
• Billing exports and interfaces with multiple state systems to simplify reimbursement and EVV compliance​

• Reporting and analytics are more operational than strategic; agencies needing deep BI may need external tools​
• Focus on EVV and compliance can make the interface feel busy for teams that only want basic task coordination​

• Starts at $330 per month. No free trial available.

Teambridge is a composable workforce and care management platform used by long-term and home care organizations to coordinate staff and programs.​

• Geofenced time clock and EVV-compliant time tracking via a self-service mobile app for staff​
• Configurable workflows, shift templates, and automated reminders to support collaboration and caregiver engagement

• Built on a flexible, composable architecture that may require more upfront configuration than plug-and-play home care tools​
• Best suited to organizations ready to design custom workflows; smaller agencies may prefer out-of-the-box systems

• Available on request. Starts at around $4 per employee, per month.

Best all-in-one home care software

These systems cover scheduling, billing, and care management under one roof, ideal for large or complex agencies.​

Alora is an all-in-one home care platform tailored to non-medical agencies, combining scheduling, documentation, billing, payroll, and EVV.​

• Integrated scheduling and GPS-based mobile EVV so caregivers can check in/out, document visits, and follow task-based care plans from their phones
• Built-in billing and payroll that support Medicaid and private-pay workflows, plus state EVV compliance and reporting tools​

• Broad feature set means configuration and onboarding can take time, especially for smaller teams without dedicated operations staff​
• Agencies with very simple needs may find the system more complex than necessary compared with lightweight alternatives

• Available on request. Capterra suggests pricing starts at around $295 per month.

CareSmartz360 is an all-in-one home care management system for agencies, franchisors, and facility staffing.​

• End-to-end platform with caregiver training, scheduling, client management, GPS-enabled EVV mobile apps, and payroll automation​
• Client and family portals, custom forms, and open API integrations to connect with other systems​

• Not built on a composable architecture, so workflows cannot be reshaped as freely as in more modular platforms like Teambridge​
• Some users may find configuration options limited if they want very unconventional processes​

• Available on request.

Axxess Home Care is a cloud-based home care solution covering scheduling, clinical documentation, billing, and operational workflows for home care organizations.​

• Real-time collaboration with caregiver and office mobile apps, EVV-compliant time tracking, and bulk scheduling tools​
• Dashboards and reports to monitor business performance, plus support for multiple payer types

• Fewer customization options compared with some competitors, and user reviews report occasional glitches and price increases
• Focuses more on healthcare workflows, so some tools may align more closely with clinical rather than purely non-medical personal care

• Available on request

For private duty agencies and small to mid-sized providers focused on providing excellent, reliable service without the complexity of an electronic health record (EHR) or electronic medical record (EMR), Koalendar offers a simple, powerful solution for scheduling and client communication.

Koalendar’s homecare scheduling software removes the friction from client onboarding and ongoing management, helping you to reduce no shows and reduce admin chaos instantly.

Here’s why Koalendar is the ideal scheduling solution:

• Automated shift assignment and scheduling: Assign shifts automatically based on staff availability and role, reducing manual coordination. Perfect for agencies handling multiple caregivers and clients.
• Real-time caregiver availability tracking: Easily view who’s available, on-call, or covering another client. Update schedules instantly to prevent double-booking or missed shifts.
• Qualified-nurse matching and role-based access: Match nurses or caregivers to clients based on qualifications or service needs. Use permissions to ensure privacy and compliance.
• Automated reminders and follow-ups: Send confirmations, reminders, and follow-up messages automatically to staff and clients. No more manual check-ins or forgotten visits.
• Secure client intake and documentation: Collect health information, consent forms, or files before each visit with custom forms and file uploads. Store data securely for compliance.
• Centralized team management dashboard: Manage multiple caregivers, administrators, and coordinators in one account. Assign team roles, monitor performance, and balance workloads easily.
• Integrate with your care tools: Connect Koalendar with Google Calendar, Outlook, Zoom, Stripe, and 5,000+ other tools through Zapier for seamless scheduling and payments.
• Flexible payments and billing: Collect payments or deposits for private services directly through Stripe; perfect for home visits, wellness programs, or consultation fees.
• Embed scheduling directly on your website: Add your booking page to your agency’s website or share via link, so clients can book home visits or consultations in seconds.
• Multi-location and time zone support: Coordinate caregivers across multiple regions or facilities. Koalendar automatically adjusts times for every participant’s location.

Choosing the best non-medical home care software is a strategic decision that directly impacts profitability and quality of care.

The solution with the most features is not always the best one; the right choice is the tool that matches your agency's scale and simplifies your biggest pain points. If scheduling chaos, no-shows, and administrative complexity are your main challenges, start with a focused, powerful solution.

Try Koalendar’s free home health care software and see how it simplifies your scheduling and client communication, freeing your staff to focus on what matters most: providing excellent care.