Client intake & eligibility
Capture referral details, demographics, payers, programs, and basic risk information so office staff have a clear picture before services begin.
For PCA, personal care, homemaker, companion, respite, and HCBS waiver services
Keep PCA & HCBS visits, EVV, and documentation in one place
Softiya helps PCA and HCBS agencies manage intakes, authorizations, schedules, EVV, timekeeping, billing exports, and staff requirements in a single platform instead of scattered spreadsheets.
Each state defines PCA, personal care, and HCBS rules differently. This page is an operational overview only. Always confirm details with your state regulations, waiver manuals, and payer contracts.
Intakes, authorizations, and care plans
Authorizations & service units
Record authorized hours or units by week, month, or period and connect them to visit scheduling so staff do not overschedule beyond the approved amounts.
Care plans & tasks
Maintain plans of care or support plans that outline ADL/IADL support, frequency, and goals. Tasks can be tied to visits and notes so documentation reflects the plan.
PCA / HCBS scheduling and EVV-ready visits
PCA & homemaker schedules
Build recurring schedules by client, worker, and address. Adjust visits for hospital stays, changes in authorization, or temporary holds without losing your history.
Clock-in / clock-out for EVV
Field staff clock in/out from a visit flow that records who provided care, which client, start and end times, and location details when required by your EVV program.
Exceptions & corrections
Supervisors can review missing punches, manual edits, and other exceptions before visits move into billing and EVV exports, keeping your audit trail cleaner.
Learn more about EVV →EVV configuration depends on your state and payors. Softiya can be aligned to your EVV aggregator or state system where supported, but you must validate exports against official specifications.
Visit notes, tasks, and quality checks
Task-based documentation
Staff record which plan tasks were completed, refused, or not done, along with simple narrative notes so supervisors can see what actually happened on the visit.
Supervisory reviews
Supervisors can spot-check notes, verify time entries, and follow up on issues such as safety concerns, changes in condition, or repeated missed visits.
Incidents & follow-up
Capture incidents and follow-up actions tied to the client and staff involved so you are better prepared for grievances, complaints, or corrective actions.
From PCA / HCBS visits to billing and payroll
Approved visit batches
Move only reviewed and approved PCA / HCBS visits into billing batches so your claims are based on visit records that have been checked for obvious issues.
Claim-friendly exports
Generate claim-ready exports organized by program and payor. Use them with your billing vendor or clearinghouse instead of building spreadsheets by hand.
Time & payroll support
Use visit and shift records as the basis for hours summaries that payroll can reference, reducing discrepancies between what was worked and what was billed.
PCA / HCBS staff records and training
Worker profiles
Keep PCA, homemaker, companion, respite, and supervisor details together—contact info, hire dates, roles, and active/inactive status.
Credentials & requirements
Track background checks, required trainings, TB tests, and other items so you can quickly see which staff are cleared to work under which programs.
Orientation acknowledgements
Record that workers received and acknowledged key policies (rights, reporting, boundaries, documentation expectations, etc.) before they begin client work.
Grow from PCA / HCBS into additional programs
Many agencies start with PCA, homemaker, or HCBS services and later add home health, residential, or NEMT. Softiya is designed so you can add new programs on the same platform instead of migrating into a new system.
Add home health or skilled visits
When you add nursing or therapy services, you can build on existing client and staff records instead of starting from scratch.
View home health solution →Add group home / residential
Use the same platform for residential staffing, resident notes, and incidents linked to clients already in your PCA / HCBS system.
View residential solution →Add NEMT services
Coordinate trips for the same members receiving PCA / HCBS so transportation and home care data stay connected.
View NEMT solution →Configure Softiya specifically for your PCA / HCBS rules
Share your state, waiver programs, and payer mix. We will walk through how intakes, authorizations, EVV, billing exports, and staff tracking can be set up for your agency.
This PCA / HCBS solution overview is for operational planning only. It does not replace state statutes, Medicaid manuals, waivers, or legal advice. Each agency is responsible for configuring Softiya and using it in a way that complies with its own regulations, contracts, and policies. Please verify workflows, forms, and exports against official requirements before relying on them for surveys or audits.