How Caring Hands Caregivers Grew 49% Year on Year with Homecare Pro Automation

Caring Hands Caregivers is a Bay Area–based home care agency with a mission to provide top-quality in-home support to seniors and individuals with varying care needs. Despite a reputation for compassionate service, Caring Hands struggled with an outdated, manual onboarding process for new caregivers. Paperwork took too long, compliance slipped through the cracks, and staff felt overwhelmed juggling day-to-day client needs alongside labor-intensive administrative tasks.

By partnering with Homecare Pro, Caring Hands Caregivers streamlined its caregiver onboarding and compliance, freeing the team to focus on growth and service excellence. The results speak for themselves: between 2023 and 2024, Caring Hands increased revenue by 49%, while simultaneously reducing administrative burden and stress on staff.

Challenge

Recruitment and onboarding for caregivers in California involve reams of paperwork, state-specific forms, and continuous renewals for items like driver’s licenses, TB tests, and insurance coverage. “It was like herding cats,” explains Tena, a key operations lead at Caring Hands. “We had to chase new hires for their forms and hope they completed them before they took a job elsewhere. Sometimes we’d lose them altogether because the paperwork was just too cumbersome.”

Beyond onboarding, caregivers must remain compliant with state regulations—renewals of essential documents and regular training. “Keeping track of what was expiring and who needed reminders was overwhelming,” recalls Tracy, another member of the operations team. “Sometimes we were so busy staffing urgent cases that onboarding or compliance checks fell through the cracks.”

The burden of duplicating forms and verifying data across multiple systems led to staff burnout. “We had a stack of sticky notes just to keep track of everyone’s status,” says Scott, Owner and Founder of Caring Hands. “Our managers were spending valuable time scanning, emailing, and uploading documents across systems. It was inefficient and exhausting.”

Solution

Caring Hands Caregivers turned to Homecare Pro, an automation platform designed for the home care industry. By integrating with WellSky, the agency’s existing scheduling and software, Homecare Pro centralized each step of the caregiver onboarding process:

- Smart Forms: New hires enter their information once; Homecare Pro auto-populates every document and form required in California.
- Mobile-Friendly Access: Caregivers can sign and upload documents directly from their phones—no more confusion or lost forms.Instant
- Profile Creation: Once documents are complete, Homecare Pro automatically creates the caregiver’s profile in WellSky, eliminating duplicate data entry.

“It’s a one-stop shop,” says Tena. “I go in, send a link, and I’m done. The caregiver receives daily reminders until everything’s finished—no more chasing them down.”

Homecare Pro also monitors ongoing requirements like driver’s license renewals, insurance coverage, and TB tests:

- Automated Alerts: Caregivers get proactive text and email notifications when a credential is about to expire, prompting them to upload a new copy.
- Real-Time Dashboard: Managers can track compliance at a glance without sifting through paper files or spreadsheets.

Tracy emphasizes, “Before, if we were missing auto insurance, we’d just give up asking because it was too hard to follow up. Now the system does it automatically.”

Homecare Pro’s dedicated customer support helped Caring Hands hit the ground running. Tena reports, “Unlike other software we use I don’t keep a list of unresolved support tickets — everything just works.”

By minimizing manual tasks and ensuring consistent compliance, the platform has allowed Caring Hands to scale without burdening the team. “I rarely even have to think about onboarding or compliance now,” Scott notes. “Homecare Pro just runs in the background.”

Results

Within one fiscal year of implementing Homecare Pro, Caring Hands Caregivers increased its total revenue by 49%. “We were able to hire and retain enough caregivers to support our growing client roster,” Scott explains. “When your onboarding and compliance are seamless, you can scale faster.”

While growing, Caring Hands did not have to expand its administrative staff significantly. Revenue per headcount rose 14%. “We’re doing a lot more without burning people out,” says Scott. “We want to keep great managers and avoid turnover. Homecare Pro saves them from repetitive tasks that used to eat up entire workdays.”

The team no longer loses track of vital paperwork or deadlines. “It’s a huge relief knowing we’re automatically collecting the right documents and tracking renewals,” says Tracy. “We can prove we’re compliant at any time. That mitigates a ton of risk.”

Caregivers benefit from a hassle-free hiring process and timely reminders, while office staff can finally reclaim their focus for client needs. “We rarely hear grumbles about the paperwork anymore,” Tena reports. “When caregivers have a good first experience, they’re more likely to stay loyal.”

Results