Home Care — Know Your Week Before It Starts

Sound familiar?

Most agencies find out about a bad month when the P&L arrives — six weeks after the week that caused it.

You’re still the scheduler of last resort

Call-offs land on your phone. Open shifts sit for hours. You fill them, but there’s no time left to plan.

Authorized hours go unused

Clients are approved for more care than they get. Every hour you don’t staff is revenue you were already approved to earn.

Cash shows up late and uneven

Visits get verified late, claims go out with errors, and payroll is due before the money arrives.

Why it matters

Behind every number is a visit.

The plan is arithmetic. What it protects isn’t: a client who isn’t left alone, a caregiver who gets paid on time and stays.

Photo slot · caregiver helping client with a coat or a walk

→An hour authorized is an hour deliveredStaffed, not left on the table.

Photo slot · caregiver arriving at the door, warm greeting

→A shift filled is a client not aloneCall-offs refilled before they become missed visits.

Photo slot · caregiver checking phone between visits, confident

→A claim paid is a caregiver paidClean visits, clean claims, payroll covered.

How it works

Running by week two. Then we’re with you every week.

Your first weekly plan lands in week two. The weeks after that are about refining it and getting comfortable with a new way of running the week — this is new for home care, and we don’t rush it. After that it’s an ongoing partnership: your people run the weekly check-in, and we work beside you on the decisions that keep the agency growing.

1Weeks 1–2

We map your agency. Your first weekly plan is live.

We read your existing reports and exports and draft a picture of your agency: how referrals become clients, how applicants become caregivers, how visits become cash. You and your team correct it in one working session — and by week two, the first weekly plan is in your hands.

2Weeks 3–6

We refine the targets together

Fill rate, days to clear a new hire, clean-claim rate and the rest get sharpened against your own history and what well-run agencies your size achieve. You approve every one. Each week’s plan gets a little more accurate.

3Weeks 7–10

The weekly check-in becomes habit

Your scheduler, recruiter and biller each see their own piece of the plan, confirm what got done, and flag what didn’t — 45 minutes, until it’s simply how the week runs. From there, we stay in it with you every week.

We don’t do your scheduling, billing or bookkeeping. Your team keeps doing the work and keeps every decision. The Performance Loop prepares the plan, does the arithmetic and shows you what to look at. A person always approves.

What you actually see

A page a week. Not a screen you never open.

Every Sunday night the week’s plan is ready: referrals to bring in, hours to fill, caregivers to clear, visits to bill, and whether cash four weeks out looks fine or needs attention. Every number says where it came from.

Daily10-minute huddle on open shifts and stuck hires

WeeklyOne page per team lead, 45 minutes together

MonthlyReview with Jeff or Julian, numbers already prepared

When something misses, you learn which kind of miss it was — so you fix the right thing instead of arguing about it:

The work didn’t get doneThe target was wrongA client or payer changed

Maria’s pageScheduling

Fill rate this week91%target 92%

Open shifts older than 2 hours4

Overtime share6%

Why the miss: two Tuesday call-offs weren’t refilled from the standby list. The work, not the target. Standby list reviewed Monday.

Dee’s pageBilling & collections

Clean-claim rate96%target 95%

Days to get paid38target 35

Heads up: one payer is paying 9 days slower than last quarter. Not your team — cash plan adjusted for the next 4 weeks.

Illustrative pages. Names and figures are examples.

Where caregivers fall out

Most of your hiring is lost before the first shift.

Forty applicants rarely become forty caregivers. The weekly plan shows where yours stall — so your recruiter knows exactly who to call this week.

Applied

Interviewed

Background check

Stalls in clearance: 8 waiting more than 10 days

First shift

Past 30 days

Past 90 days

Quiet exits: check-ins at day 14 and day 45 catch them early

What changes: clearance gets a target and an owner, and every new caregiver gets a scheduled check-in. The leaks show up on Monday’s page — not in next quarter’s turnover report.

Illustrative agency. Your plan uses your own numbers.

Where the money comes from

Four things you already control.

We don’t find you new revenue. We help you stop leaking the revenue and margin you’ve already earned the right to.

Use more of your authorized hours

Every point of utilization is margin you were already approved for.

Cut overtime you didn’t plan

Open shifts refilled early cost straight time, not time and a half.

Keep caregivers past 90 days

Check-ins happen on schedule, before someone quietly stops picking up shifts.

Get paid sooner

Visits verified on time, claims clean the first time, denials sorted by cause.

Illustrative agency

revenue gap traced in one month

Traced to 4 fixable activitiesP&L would show it

About three weeks before the P&L would have reported it. Your results are measured against your own baseline and reported to you — we don’t promise a number before we’ve seen your agency.

Is it for my agency?

Built for agencies from about $1M to $50M.

Non-medical or skilled. Single location or several branches.

It’s the right fit if

You use a scheduling system with EVV, and run payroll and billing electronically (any vendor)
You, the owner, will show up to one review a month
Someone on your team can own the weekly check-in — in smaller agencies that’s you, about an hour a week

Probably not the right time if

You want someone to take over your scheduling or billing
You’re in the middle of a payer audit, a sale, or a leadership change this quarter

Your data stays yours

We sign a business associate agreement before any client data is touched. Everything we build with you — your targets, plans and reports — is kept in plain formats you can open without us. If you ever leave, you keep it all.

Jeff BrunoCEO & Co-Founder

Julian WrightCOO & Co-Founder

Who’s behind it

People who have run home care finance and operations.

BModelr is a fractional CFO and COO practice that has worked inside home care agencies on Medicaid waiver programs, EVV, fill rates, authorizations and collections. Machines do the preparation; an operator who has sat in your chair reviews it with you.

We work with Philadelphia-based home care companies today. References are available on request.

1A clear read on your agency every week — what moved, why, and the decision it calls for

2Your team running the weekly check-in, with us beside them

3Results reported against your own starting point, every month

4A partner on the bigger calls — how to scale, whether to grow organically or through an acquisition, and when

Start here

A clear picture of your agency in 30 minutes.

A free consultation with Jeff or Julian. Tell us where the week hurts — open shifts, authorized hours going unused, new hires stuck in clearance, cash arriving late — and we’ll show you how The Performance Loop starts fixing it right away.

Your biggest pain points, named and put in order — in plain numbers

What changes first, and what your team sees on its first weekly plan in week two

What it involves each month: the weekly loop plus our support

No client data changes hands until we sign a HIPAA business associate agreement (BAA)

Photo slot · owner or administrator with caregiver, planning together

You’re on our list.

We’ll reach out personally within two business days to set up the call.

Know your week before it starts.