Caregivers often forget to clock
in or out, creating extra work and taking valuable time away from your coordinators. AI
automatically sends reminders and follow-ups, reducing manual effort, improving
compliance, and keeping payroll and billing on track.
The Clock Reminders system is an automated caregiver notification solution designed to help home care agencies reduce missed clock-ins and clock-outs, improve EVV compliance, and decrease manual follow-up efforts through configurable SMS reminder notifications.
The system automatically sends text message reminders to caregivers before and/or after scheduled visits based on agency-defined rules and schedules.
The platform provides administrators with complete visibility into reminder activity through centralized logs, and opt-out management, allowing agencies to monitor caregiver compliance and communication activity in real time.
Staff time chasing EVV exceptions — 20 exceptions/day × 10 min × $25/hr = $25,000/year.
Billing delays — a 5-day delay on $100,000/month in billing costs $950–$1,200/month in lost float.
EVV compliance is not optional. The 21st Century Cures Act mandates EVV for all Medicaid personal care and home health services. Non-compliance triggers FMAP reductions hitting your reimbursement rate directly — 0.75% in 2026, 1% in 2027. An agency billing $500,000/month loses $60,000/year from that reduction alone. Managed care contracts are already tying renewals to EVV thresholds. It is a contract requirement.
Staff burnout — automating exception chasing gives your team time back for work that actually moves the agency forward.
Conservative estimate: $30,000–$60,000/year in staff time, cleaner claims, and reduced EVV penalties.
Actual savings vary by agency size, staff count, call volume, and operational complexity. These figures are estimates based on common industry benchmarks and are intended for illustrative purposes only.
The system includes administrative configuration options for:
Reminder Configuration
Before scheduled shift reminders
After scheduled shift reminders
Minutes before scheduled start time
Minutes before scheduled end time
Minutes after scheduled shift time
EVV percentage thresholds for before reminders
Reminder enable/disable settings
SMS Template Configuration
Administrators may configure:
Clock-in reminder templates
Clock-out reminder templates
Available variables include:
Caregiver First Name
Caregiver Last Name
Caregiver Code
Visit Date
Scheduled Start Time
Scheduled End Time
Agency Name
Opt-Out Configuration
Administrators may configure:
Caregiver opt-outs
Caregiver under specific coordinator opt-outs
Active/inactive opt-out status
Included Dashboard Logs
The system includes:
SMS Reminder Logs
Dashboard visibility includes:
Agency
Patient
Caregiver
Visit Date
Scheduled Time
Reminder Type
Message Content
Delivery Timestamp
Imperial Technology Partners helps businesses improve operations, automate workflows, and build AI-powered systems for measurable growth.