How it runs for home care and home health agencies
Reports come from your reconciled QuickBooks Online or Xero file, so the figures tie to the bank, and each package includes a plain-language note on the two or three changes that mattered.
What is outsourced financial reporting?
Outsourced financial reporting means a remote accounting team prepares your periodic financial statements and management reports instead of an in-house controller. The team works from your own accounting file, applies a consistent close and review process, and issues a report pack on a fixed date each month. You keep the data, the software and the decisions.
What we handle for home care and home health agencies
- Report revenue and gross margin by payer: Medicaid, MCO, VA, LTC and private pay
- Show cost of care by caregiver type with overtime and travel time separated
- Track payroll as a percent of revenue against your own trailing average
- Present branch or location P&Ls that roll into one consolidated view
- Include a plain-language note on what changed and what to watch
The KPI that matters here
Monthly package delivered with gross margin per billable hour by payer, tied to reconciled books.
Home care compliance notes
EVV
The 21st Century Cures Act requires electronic visit verification for Medicaid personal-care and home-health visits, captured through state aggregators such as HHAeXchange or Sandata. We bill only from verified visits and keep an exception log for visits that need a manual correction before they can be claimed.
HIPAA
Client names, diagnoses and authorizations are protected health information. We sign a BAA, our staff are HIPAA-trained, access is limited to the roles that need it, and PHI never appears in ledger memos or emailed spreadsheets.
State Medicaid and MCO rules
Each state waiver and each managed-care organization sets its own authorization limits, unit rounding, timely-filing window and recoupment process. We track authorizations against billed units and record recoupments as reductions to the original claim, not as unexplained bank debits.
FLSA Home Care Rule
Most agency caregivers are entitled to minimum wage and overtime, and travel time between clients counts. Your payroll provider computes the pay; we make sure the ledger and the labor-cost reports reflect it correctly and that live-in and sleep-time arrangements are coded as your counsel directs.
Home care software we work in
- QuickBooks Online
- Gusto
- ADP
- Bill.com
- AxisCare
- WellSky
- Alora
- HHAeXchange
- All 50 platforms
More for home care and home health agencies
Other services for home care
Financial reporting in other industries
Frequently asked questions
Which reports matter most for a home care agency?
Revenue and gross margin by payer, gross margin per billable hour, payroll as a percent of revenue, days sales outstanding by payer, and unbilled verified visits. Those five explain almost every cash surprise. We add a balance sheet, cash summary and location P&Ls, but the payer and hour views are what agency owners look at first each month.
Can you report by branch or by state?
Yes. We use classes or tracking categories in your accounting software to tag revenue, caregiver wages and direct costs to each branch or state. Shared costs such as software and the owner's salary are allocated using a rule you approve, typically billable hours. Each branch then gets its own P&L that rolls into the consolidated statements.
How do you calculate gross margin per billable hour?
Revenue by payer divided by billed hours gives the effective rate. Caregiver wages, overtime, payroll taxes, workers' compensation and travel time divided by the same hours gives the loaded cost. The difference is the margin per hour, reported by payer, so you can compare a Medicaid waiver contract to private-duty work on equal terms.
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