Operational queues
Approved staff below 100%, open visit plans, and tasks expiring in the next 1 or 2 months stay in one queue.
For home care agencies and healthcare staffing teams
Caregiver Onboarding & Compliance Software for Home Care Agencies
Bring caregiver onboarding, documents, signatures, and renewals into one secure portal. AI analyzes uploaded documents and flags mismatches so your team spends less time on manual review.
Audit-ready caregiver files
Compliance level tracking
Self-service document uploads
AI document analysis
Customer agencies
Trusted by care agencies moving caregiver compliance out of spreadsheets.
Caregiver portal
Online application for your caregivers.
Give caregivers one secure place to enter credentials, complete onboarding, upload required documents, and request access without sending your office team through scattered emails.
Dashboard
Operational snapshot for staffing queues.
Keep open work and follow-up visible today: operational queues, birthdays, unstaffed visit plans, approved staff needing completion, notes follow-up, and visits this week.
Staff Profile
Review onboarding progress, completed forms and uploaded files.
See Open Issues, Applicant Completion, Non-Compliant status, Employment Application details, and missing forms for each staff member.
Notes follow-up
Pinned items, due-now notes, and open follow-up notes stay visible for daily review.
Visits this week
Completed visits and missed visits are visible for the current week without mixing them into message setup.
AI document analysis
Less time reviewing. More focus on mismatches.
HiCareGiver analyzes uploaded documents and compares the document type, caregiver name, and expiration date with the staff record. Mismatches are flagged so your team can focus its review where attention is needed.
See AI document review in a demoDocument comparison
Illustrative AI comparison
- Document type
- Match
- Caregiver name
- Match
- Expiration date
- Mismatch
HIPAA compliance program
Protecting caregiver and patient information is becoming part of the product itself.
HiCareGiver is being aligned with HIPAA expectations through documented safeguards, access controls, audit evidence, and operational procedures that support agencies handling sensitive health-related information.
Current focus
HIPAA readiness in progress
What we are documenting
We are building a clear compliance record for the platform: technical controls, administrative processes, security reviews, and implementation evidence that can be discussed during a demo.
Access control
Role-based permissions, authenticated sessions, and least-privilege workflows help limit access to sensitive records.
Audit evidence
Operational logs and document history support traceability for reviews, internal follow-up, and audit preparation.
Data protection
Security work focuses on protecting caregiver files, uploaded documents, forms, signatures, and patient-linked operational records.
Ongoing governance
Policies, procedures, vendor review, and security tasks are tracked as part of the HIPAA readiness roadmap.
HIPAA compliance is a shared responsibility between the platform and each agency operating it. HiCareGiver provides safeguards and documentation to support compliant workflows, not a substitute for legal or compliance counsel.
View HIPAA programPricing
Simple pricing based on your caregiver count.
Start with the tier that matches your current team. Agencies over 200 caregivers receive a custom quote.
0-100 caregivers
$80
per month
$880
per year, 1 month free
101-150 caregivers
$120
per month
$1,320
per year, 1 month free
151-200 caregivers
$160
per month
$1,760
per year, 1 month free
More than 200 caregivers
Custom
Built around your agency size and rollout needs.
All prices are plus applicable taxes and fees.
Implementation fee
A one-time implementation fee equal to 2 months applies for custom form setup and onboarding configuration. This fee is waived when the client starts an active subscription.
Replace physical folders with a single, audit-ready compliance workspace.
- Caregiver onboarding forms, signatures, and required uploads in one portal
- Compliance levels, expiration dates, missing documents, and renewal tasks tracked automatically
- Office staff and caregivers share the administrative work without losing visibility
Frequently asked questions
Practical answers for agencies evaluating caregiver onboarding and compliance software.
See how HiCareGiver helps agencies collect caregiver documents, track compliance levels, stay audit-ready, and reduce manual administrative follow-up.
General
What is HiCareGiver?
HiCareGiver is caregiver onboarding and compliance software for home care agencies, nurse registries, and healthcare staffing teams.
It centralizes caregiver files, onboarding forms, signed documents, expirations, tasks, and compliance requirements in one secure workspace.
HiCareGiver helps Home Health Agencies organize, monitor, and enforce caregiver compliance by managing documents, forms, expirations, tasks, and readiness--all in one place.
Who is HiCareGiver designed for?
HiCareGiver is built for agencies that hire, onboard, and monitor healthcare workers such as:
- Home Health Agencies (HHA)
- Nurse Registries
- Healthcare Staffing Agencies
- Private Duty Agencies
- CNA, HHA, LPN, RN, and APRN teams
What problem does HiCareGiver solve?
It helps agencies move caregiver compliance out of paper folders, email threads, shared drives, and spreadsheets. Your team can manage:
- Caregiver onboarding
- Required document collection
- Compliance level tracking
- Expiring document follow-up
- Electronic forms and signatures
- Administrative tasks and notes
Caregiver Onboarding
How does caregiver onboarding work?
Your agency invites caregivers to complete onboarding online. Caregivers can submit the information and documents your team needs before they are cleared for work. They can:
- Complete agency forms
- Upload required documents
- Sign forms electronically
- Update profile information
- Complete role-specific requirements
Can caregivers complete onboarding from their phone?
Yes. HiCareGiver is mobile-friendly and works on phones, tablets, and computers without requiring software installation.
Can onboarding requirements change by role?
Yes. Agencies can assign forms and document requirements by staff role, so each caregiver only sees the requirements that apply to them.
- CNA
- HHA
- RN
- LPN
- APRN
- Administrative staff
Can agencies use custom onboarding forms?
Yes. Forms can be configured around your agency process, including fields, selections, dates, acknowledgements, and electronic signatures.
Compliance & Document Management
What caregiver documents can be tracked?
HiCareGiver can track the documents your agency requires for onboarding, employment, and ongoing compliance, including:
- Driver's License
- CPR Certification
- Physical Examination
- TB Test
- HIV/AIDS Training
- CEUs
- Auto Insurance
- Professional Licenses
- Background Checks
- Agency-specific documents
Does HiCareGiver track expiration dates?
Yes. Expiration dates can be tracked for caregiver documents, helping your team see what is current, expiring soon, or already expired.
How does AI reduce document review time?
AI analyzes uploaded documents and compares their type, caregiver name, and expiration date with the staff record. It flags mismatches so your team can prioritize discrepancies and items that need clarification, reducing manual document review.
Can caregivers upload renewed documents themselves?
Yes. Caregivers can upload updated documents through their portal. Administrators can review, approve, and keep the caregiver file organized.
How does Compliance Level help the agency?
Compliance Level gives your team a clearer view of each caregiver status, so you can quickly identify who is ready, who needs review, and who is missing requirements.
What happens when a caregiver falls out of compliance?
Your team can identify the reason quickly, including:
- Missing documents
- Expired documents
- Pending approvals
- Incomplete forms
- Outstanding onboarding requirements
Forms & Electronic Signatures
Does HiCareGiver support electronic signatures?
Yes. Caregivers can sign required forms electronically inside the platform.
Where are signed forms stored?
Signed forms are saved inside the caregiver profile, keeping documents accessible for internal review and audit preparation.
Can forms or documents be renewed periodically?
Yes. Recurring documents and forms can be managed with expiration dates, renewal tasks, and follow-up workflows.
Tasks & Workflow
Can HiCareGiver reduce office administrative work?
Yes. Agencies can delegate part of the document collection and update process to caregivers through self-service uploads while keeping office staff in control of review and approval.
Can tasks be created for renewals or missing documents?
Yes. Tasks can be used to follow up on missing items, expiring documents, annual training, CPR renewal, insurance updates, and other compliance work.
Can managers track what still needs attention?
Yes. Administrators can monitor:
- Pending tasks
- Completed tasks
- Overdue tasks
- Compliance-related tasks
- Caregivers with missing or expired documents
Security
Is caregiver information protected?
Yes. HiCareGiver uses secure access controls and role-based permissions to help protect sensitive caregiver and agency information.
Can different users have different permissions?
Yes. Agencies can give different access levels to administrators, compliance staff, recruiters, schedulers, managers, and caregivers.
Agency Operations
Can multiple office staff use HiCareGiver?
Yes. Multiple team members can work in the platform with permissions based on their role.
Can we keep internal notes on caregivers?
Yes. Internal notes can be added to caregiver profiles so operational context stays connected to the record.
Can we search and filter caregivers?
Yes. Agencies can quickly find caregivers by:
- Status
- Role
- Compliance status
- Missing documents
- Expiring documents
- Custom criteria
Pricing & Support
How much does HiCareGiver cost?
Pricing depends on agency size and rollout needs. The pricing section shows starting tiers, and agencies over 200 caregivers can request a custom quote.
Is onboarding support included?
Yes. We help agencies configure the platform, understand the workflow, and prepare their team for rollout.
Do you offer customer support?
Yes. Support is available to help with setup, onboarding, configuration questions, and ongoing platform use.
How can I schedule a demo?
Submit the demo form and we will coordinate a focused walkthrough based on how your agency currently manages onboarding and compliance.
About HiCareGiver
Where is HiCareGiver based?
HiCareGiver is developed and supported by a team based in Florida.
What is the main benefit of HiCareGiver?
Agencies get faster caregiver onboarding, cleaner compliance visibility, fewer manual follow-ups, and audit-ready caregiver documentation in one place.
Explore caregiver workflows
See how applications, document review and renewals connect in HiCareGiver.
Caregiver onboarding software
Collect caregiver applications, onboarding forms, signatures and required documents in one portal. See the HiCareGiver workflow and request a demo.
Caregiver compliance tracking
Track caregiver document status, missing files and review issues in one workspace. Learn how HiCareGiver supports ongoing compliance tracking for agencies.
Document expiration tracking
Keep caregiver credential dates, upcoming renewals and follow-up connected to the staff file. Explore HiCareGiver document expiration tracking.
Schedule a demo
Show us how your agency works. We will show you where HiCareGiver fits.
Tell us how you handle onboarding, staff documentation, patient visits and follow-up today. We will respond with a focused demo.