How it works
The compliance reading. The hiring paperwork. The audit prep. The billing reconciliation. The pay-through report. The forty-seven regulatory updates you haven't read yet. The caregiver who didn't show up. We see you. This page is about handing all of that to a colleague who handles it overnight.
What "the rest" actually is
Compliance work
Audit prep
Billing and finance
Hiring and retention
Scheduling
Client services
Quality and improvement
Strategic decisions
Your own life
Nine categories. Eighty-something distinct tasks. Most software addresses two or three of them and asks you to drive the rest yourself.
What we absorb
Compliance work
Lora absorbs your state's regulatory feed every night. She updates the SOPs the new rules affect. She tracks every license, certification, and training renewal across your team. By 6 AM, your brief tells you the two things that need your attention. The other forty-seven changes she handled without asking.
Audit prep
Every operational decision is recorded in real time and sealed to a tamper-proof record. When an auditor calls, Lora generates the citation packet for whatever rule they are questioning, ties each citation to the specific entry in your record, and hands you the dossier before you finish your coffee.
Billing and finance
Claims submitted in 15-minute units, on the right schedule, against the right authorizations. Denials caught and rebilled automatically. Payroll runs for 1099 and W-2 staff without you opening a spreadsheet. Your monthly P&L lands on the first, accurate, every time.
Hiring and retention
Lora posts your open positions, screens applicants for the basics, runs background and drug screening, and walks new hires through onboarding paperwork. Your training plan tracks itself. When a caregiver moves on, the next applicant is already in your pipeline ready for your interview.
Scheduling
Lora matches caregivers to clients, watches the schedule for risks, and reroutes coverage when someone calls out. EVV happens automatically on every visit. Travel time and mileage track themselves. The schedule is one less thing you handle at midnight.
Client services
Lora keeps every plan of care current, drafts the quarterly progress reports for your review, and handles the documentation around every visit. When a family member texts at 8 PM, Lora has the answer ready for you, or handles the routine question without your involvement so your reply can be the one that matters.
Quality and improvement
Service quality monitored continuously, incidents flagged with a corrective-action draft ready, outcomes tracked against the network. Every quarter you see exactly where your agency stands against the other agencies in the network, with specific moves to consider.
Strategic decisions
Lora gives you the analysis behind every choice. The cost of another caregiver against the revenue you would unlock. The rate-raise math against your peer benchmarks. The H.R. 1 forecast against your specific service mix. You still decide. She does the math.
Your own life
The agency runs while you do those things, because the work that doesn't require you actually doesn't require you anymore. The thing that used to wake you at 3 AM is being done by Lora at 4:30 AM, in time for your 6 AM brief, before you even know to worry about it.
A day with Lora
11:00 PM
yesterday
The audit-trail entries for today seal automatically. Whatever you forgot to write down is already written. You finally close the laptop.
4:30 AM
today
Lora wakes. She reads the overnight regulatory feeds for your state. She updates any SOPs the new rules affect.
6:00 AM
your inbox
Your brief is in your inbox. Three priorities for the day. One peer story. One question worth asking. Ninety seconds while the coffee brews.
10:00 AM
an email arrives
Your state rep asks about a Section 4.b detail. The citation packet is ready before you finish reading the email.
5:00 PM
wrap-up
Lora ships your PM brief. What got done today. What is still open. What is queued for tomorrow.
Overnight
while you sleep
Tomorrow's work begins. The cycle resumes. You sleep.
Your first 14 days
Two weeks from signup, your operation is already different. Here is what arrives, day by day, before any long-term curves bend.
Day 1
Your data lands intact.
Your existing software is exported in full to your own storage before we touch anything. Your team gets accounts and the first orientation walkthrough.
Day 3
Caregivers onboarded.
Every caregiver has signed in once, completed the credential inventory, and confirmed their schedule. Shift sign-in is on their phone. The system already knows their certifications and expiration dates.
Day 5
SOPs current to your state.
Your full SOP library is generated against your state's current regulations. The audit-defense citation engine is live. Every policy ties to a regulation, every regulation ties to a citation.
Day 6
First Daily Brief at 6 AM.
Your inbox holds the brief, tuned to your state, your service mix, and yesterday's overnight regulatory feed. Read it over coffee. Decide what to do before lunch.
Day 10
Audit citation packet ready.
If a state auditor walked in tomorrow, you would hand them a tamper-proof dossier covering the last ten days. The dossier grows every day the system runs.
Day 14
Your first Value Report.
Two weeks of attribution math, in dollar terms. Audit citations issued. Regulatory updates absorbed. Clients moved to billing. The proof that the bill is worth it arrives before the bill does.
Honest about the limits
We absorb the operational burden so you can do the work that only you can do. You take care of the people. We take care of the rest.
An example of the call
Imagine a Wednesday in February. A new state form changes the prior-authorization process for community access. By 6 AM Thursday, Lora's brief lands in your inbox with: how many of your participants are affected, which documents need to update, the revenue exposure if the new form isn't filed inside the 30-day window, and a side-by-side comparison of the old form and the new one.
By 7 AM you've decided whether to handle it before lunch or to assign it to your case manager. By Friday the affected files have current authorizations and the audit trail captures every step. The decision is yours. The state form is filed. The math is done.
Illustrative scenario. Specific numbers and timing depend on your state, your service mix, and the form in question.
Why HCBS.AI
Most caregiver-agency software was built by engineers who never sat at your kitchen table at 11 PM. HCBS.AI was built by Residential Habilitation Experts: a multi-disciplinary team of operators, compliance specialists, regulatory veterans, and HCBS-billing experts who started this work in 2018 and have launched 25 agencies in Utah at 20% net operating income against an industry baseline of 6 to 8 percent. The product is their operating playbook turned into software you can use.
Other platforms give you compliance modules to fill out. We do the filling. We do the reading. We do the drafting. You review what Lora produced, correct her where she is wrong, and approve. The difference shows up in your week. Yours is shorter.
A predictable monthly floor. A gainshare that activates only when your net operating income outperforms the industry baseline. And when our monthly Value Report shows we overdelivered for you, we automatically credit ten percent of next month's invoice back. Other software bills you whether or not you used it.
Seven years of operating record
25
agencies launched in Utah since 2018
20%
net operating income versus 6 to 8% industry baseline
0
compliance failures, seven years running
$30M of Medicaid waiver funding has reached the people on the ground through agencies launched on the playbook HCBS.AI is built on. Fewer than 2% of partner agencies leave each year. Caregiver tenure runs fourteen months longer than the industry baseline.
The contract
Tell us about your agency. Nine short questions, four minutes. You walk away with your agency snapshot, your income projection, your state-specific regulatory primer, and tomorrow's brief at 6 AM.
Direct: hello@hcbs.ai wecare@hcbs.ai
Before you go
Lora's editorial brief lands at 6 AM, tuned to your state's HCBS regulations and the issues operators are tracking this week. One sample. No commitment. No marketing list.