Industries · Home healthcare
The right caregiver,at the right door,on time.
We build home healthcare systems that connect referrals, care plans, caregiver rosters, visit routes, check-ins, family updates and billing — so coordinators know every visit happened, and families don't have to ask.
- Referrals & intake
- Care plans
- Caregiver rosters
- Visit routes
- Visit check-ins
- Family updates
- Billing & insurance admin
01Where home care stretches thin
The care happens in homes. The coordination happens in a WhatsApp group.
Most home healthcare providers run on a roster spreadsheet, a coordinator's phone and paper visit notes — and the coordinator is the only person who knows the whole picture.
01Referrals arrive by phone, email and WhatsApp with half the details
What happens
Hospital discharge teams, doctors and families send referrals through whatever channel they have. Coordinators copy details into a spreadsheet and chase the missing documents by phone.
What it costs
Patients wait longer for a first visit, assessments are booked before documents arrive, and nobody can say how many referrals turned into care.
With one system
Every referral lands in one intake pipeline with source, required documents, assessment booking and an owner — so the next step is always clear.
02Rosters are rebuilt by hand every time someone calls in sick
What happens
Caregiver schedules live in a spreadsheet. When a nurse is off, the coordinator scrolls through names, checks skills and areas from memory and calls around.
What it costs
Late or missed visits, caregivers sent across the city in traffic, and the wrong skill mix at a patient who needs a qualified nurse.
With one system
A roster that knows each caregiver's skills, licences, languages, areas and hours — and suggests qualified, nearby cover when a visit is uncovered.
03Nobody knows a visit happened until the caregiver says so
What happens
Caregivers message the group when they arrive and leave — or forget. Visit notes are on paper and reach the office days later.
What it costs
Missed visits are found when a family complains, hours are disputed at payroll, and documentation is incomplete when it's needed.
With one system
Caregivers check in and out on their phone at the patient's address. Late or missed visits are flagged to the coordinator in real time, and visit notes are captured on the spot.
04Families call the office for every update
What happens
Sons and daughters, often abroad, call to ask whether the nurse arrived, what happened during the visit and when the next one is.
What it costs
Coordinators spend their day on the phone, and families feel uninformed even when the care is excellent.
With one system
Families get visit confirmations and approved updates by WhatsApp or a family portal — what the provider chooses to share, sent after staff review.
05Care plans, packages and insurance approvals don't meet the roster
What happens
The care plan says three visits a week, the package covers two, the insurance approval expires on Friday — and the roster doesn't know any of it.
What it costs
Visits delivered without authorisation, packages that run out mid-week, and invoices rejected or disputed.
With one system
Care plans, packages and approvals sit on the patient record and drive the roster. Visits outside what's authorised are flagged before they happen.
06Licences and caregiver documents expire quietly
What happens
Professional licences, visas, medical tests and training certificates are tracked in an HR spreadsheet that someone checks occasionally.
What it costs
A caregiver with an expired licence is rostered, or a strong caregiver is taken off the roster at the last minute.
With one system
Every caregiver document has an expiry and a reminder, and the roster won't assign a visit that needs a credential the caregiver doesn't currently hold.
02Home care platform preview
What your home care system could look like.
Switch between the screens your coordinators, intake team, clinical lead and owner would use every day. Every view is designed per provider in discovery.
Illustrative interface with sample data — your system is designed around your services, areas and team.
Illustrative demo · sample dataCan you picture your own agency on it?
Build your home care system03Solutions
The parts of a home care system — chosen for your agency.
Every referral to a first visit, tracked
Referrals & intake
Referrals from hospitals, doctors and families in one pipeline, with document checklists, insurance approval status, assessment booking and an owner for each.
- Source tracking by referrer
- Document and approval checklists
- Assessment booking
- Referral-to-care conversion
Every referral to a first visit, tracked
Referrals & intake
Referrals from hospitals, doctors and families in one pipeline, with document checklists, insurance approval status, assessment booking and an owner for each.
- Source tracking by referrer
- Document and approval checklists
- Assessment booking
- Referral-to-care conversion
Not every agency needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that lifts the load off coordinators.
AI in your home care system works on its own records — referrals, rosters, check-ins, documents and invoices. It finds cover, reads paperwork and drafts updates; your coordinators and clinical team decide.
AI here supports administration and coordination only. It never makes clinical decisions, interprets symptoms, changes care plans or medication, or decides whether a patient is accepted. Visit notes are written by caregivers and reviewed by your clinical team, family updates are sent after staff review, and every roster or billing change needs a coordinator's approval.
- 01
Cover finder
Coordinator approvesCaregiver S is sick tomorrow. Who can cover her visits?Lists her visits, suggests caregivers with matching skills, credentials, language and area who have the hours, and drafts the family notices — nothing is reassigned until a coordinator confirms.
- 02
Referral document reading
Intake verifiesThis discharge summary just came in by email.Pulls the administrative details — patient name, address, referring doctor, requested service and visit frequency — into a draft referral for intake to check. Clinical content stays as the original document for the clinical team.
- 03
Family update drafts
Sent after reviewDraft today's update for Patient 0731's family.Writes a short note from the check-in times and the parts of the visit record staff marked as shareable, for a coordinator to review and send. It doesn't summarise clinical findings or give advice.
- 04
Authorisation watch
Which approvals expire before the next scheduled visit?Lists patients whose insurance approvals or packages run out before their next visit, with the visits affected and a draft extension request for the billing team.
- 05
Credential reminders
Whose licences or visas expire in the next 60 days?Lists caregivers and documents by expiry date and shows which upcoming visits depend on them, so HR can act before the roster is affected.
- 06
Reporting in plain language
How did on-time arrival change after we split the Mirdif routes?Answers from your own check-in data with the figures and the visits behind them, so managers don't need to build a report.
05A day with ORCHESTR
One weekday for a coordinator, two ways.
- 06:30Cover suggested, family toldThe system lists qualified caregivers nearby with hours to spare. The coordinator approves one and the family receives the new name and time.
- 08:15Check-in confirmedThe nurse checked in at 08:02; the family received the confirmation automatically.
- 10:30Referral with a checklistThe referral is in the intake pipeline with its missing documents listed and a follow-up drafted to the hospital.
- 13:00Approval flagged in timeThe approval expiring Friday was flagged on Monday and the extension request already went out.
- 16:00Notes captured at the visitNotes and checklists were completed on site; three are waiting for the clinical lead's review.
- 19:30Hours from check-insHours come from check-ins and check-outs, already matched to the roster and ready for payroll.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works alongside the tools your agency already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Messaging
- WhatsApp Business APIEmailSMS gateways
- Clinical systems
- Existing EMR or clinical documentation tools (via API or export)Hospital referral emails and forms
- Maps & location
- Google MapsMapboxMobile location for check-ins
- Payments
- Card payment gatewaysPayment linksBank transfer reconciliation (via export)
- Accounting & payroll
- Zoho BooksQuickBooksXeroPayroll exports
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your agency — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the agency.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Coordinators who aren't the single point of failure
The roster, cover options and visit status live in the system, not in one person's phone.Confidence that every visit happened
Check-ins and check-outs show it, and missed or late visits surface while they can still be fixed.Families who feel looked after
Confirmations and reviewed updates reach them without a phone call.Visits that match what's approved
Care plans, packages and authorisations drive the roster instead of being checked afterwards.Credentials that never lapse unnoticed
Licences and documents are checked before every assignment.Faster referral-to-care
Every referral has an owner, a checklist and a next step.
09Possible use cases
How different home care providers could use it.
Examples of what we could build — not completed client projects.
Skilled visits, properly coordinated
Referrals, credential-aware rostering, visit check-ins and authorisation tracking for a provider delivering nursing, injections, IV therapy and wound care at home.
Long shifts and live-in care
Shift and live-in patterns, caregiver matching by language and preference, and family updates for agencies supporting older people at home.
Sessions, packages and progress
Session packages, therapist routes and assessment booking for a physio team treating post-operative and rehab patients at home.
Two emirates, one operation
Area-based rosters, separate teams per emirate and a group-level view of coverage, on-time arrival and revenue.
FAQs
Home healthcare questions, answered.
Healthcare & wellness
01Does this replace our clinical documentation system?
Not by default. We focus on the operational side — referrals, rostering, visits, families and billing. If you already have a clinical documentation system, we connect to it where it allows (API or export). If you want visit notes or care documentation in the new system, we scope exactly what's captured with your clinical lead.
02How does visit check-in work for caregivers?
Caregivers use a simple mobile app to check in and out at the patient's address, work through the visit's task checklist and add notes. Location checks confirm they're at the right address; what's recorded and how location is used is agreed with you and explained to your team.
03Will the AI make decisions about patients?
No. It handles coordination work — finding cover, reading the administrative parts of referrals, drafting family updates and flagging expiring approvals. It doesn't make clinical decisions, accept or decline patients, or change care plans, and every change it suggests needs a person to approve it.
04What do families see?
Only what you decide to share. Typically that's visit confirmations, the upcoming schedule and updates reviewed by staff. Each family member's access can be set separately — useful when several relatives, some abroad, are involved.
05Can it handle insurance approvals?
We build the administrative side — tracking what's authorised, what's been used, expiry dates and extension requests, and stopping visits that fall outside an approval. Direct electronic submission to insurers depends on what each one exposes, so we confirm it case by case.
06Does it work with licensing and regulator requirements?
The system can track caregiver licences, documents and expiry dates and prepare the records your team needs. We don't connect to regulator systems, and the specific requirements that apply to your licence are agreed with your clinical and compliance leads in scoping rather than assumed.
07Can we move our existing patients, caregivers and rosters?
Usually, from spreadsheets or your current system's exports. We map patients, care plans, caregivers, documents and recurring visit patterns, and agree the migration scope before launch so the first week's roster is already in place.
08How is patient data protected?
Access is role-based and enforced on the server, so caregivers see only the patients and details their visits need. Hosting location, retention and any regulatory requirements are agreed in scoping with your clinical lead.
09How is a home care system priced?
We quote after a discovery call, based on the modules, the caregiver app, integrations and the number of areas or emirates involved. Hosting and support are agreed separately and in writing.
Start here
Let's mapyour agency.
Tell us how your home care operation runs today. We'll come back with how one system could connect referrals, rosters, visits, families and billing.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your agency runs today.
- 03If there's a fit, a written scope and quote — no obligation.
Related guides