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Home care agency portal for families & caregivers

A home-care agency portal is where coordinators keep each client's care plan, caregivers see their visits and check off each visit's tasks, and families read the visit notes for their own relative.

Pattern: Tracking

Describe it to Pory

“Our home-care agency needs a care plan for each client, a calendar of visits for our caregivers with a task list per visit, and a way for families to see how each visit went.”

Viewing as

Care plans

Care plans

Dorothy HalePersonal careKaren HaleAdaeze ObiActive
George HaleCompanionshipKaren HaleAdaeze ObiAssessment
Ngozi EzeComplex careChidi EzeAdaeze ObiActive
Frank MorelliPersonal careGina MorelliPaul DraperOn hold
Harold PikeCompanionshipSusan PikePaul DraperActive
Evelyn ReidPersonal careThomas ReidPaul DraperAssessment
Beatriz SantosCompanionshipAna SantosPaul DraperEnded

Showing 1–7 of 7

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In plain English

How Pory sets it up

Pory gives every care coordinator, caregiver and family a sign-in of their own. Each family sees only their own care plans. It covers caregiver visits & care plans. Care plans, visits, visit tasks, documents we need, shared documents, invoices and care team live in Pory's own database, so there's no spreadsheet to keep in sync.

What it does

01

One care plan holds the routine each caregiver needs to know

The care plan is a binder in the client's kitchen and a PDF in the office, and the two rarely agree. The coordinator keeps one plan per client here, with needs, medications and the family contact, and the client's visits and tasks sit on the same record. A new caregiver reads Dorothy's plan before knocking on her door.

Detail view with related itemsDone by: Care coordinator
02

Caregivers see the week's visits on a calendar, not a group text

Schedules go out as a Sunday-night text, change by Tuesday, and caregivers screenshot whichever message they think is latest. Each visit has a date, a time and a caregiver, and the calendar shows the week at a glance, colored by whether it's scheduled, underway, completed or still needs a caregiver. Click a visit to open it; nobody works from last week's text.

CalendarDone by: Caregiver
03

Caregivers check off each visit's tasks before they leave the house

The office finds out a medication was missed when the family calls to ask. Each visit has its list of tasks, from the shower to breakfast with metformin to eye drops, and the caregiver checks each one off on their phone. The coordinator opens the client's record and sees what was done, without calling around.

ChecklistsDone by: Caregiver
04

Families read their relative's visit notes, and only their own

Sons and daughters call the office after every visit to ask how Mom was, and the coordinator relays whatever the caregiver texted. Each family contact signs in to see the visits for their own relative, with the caregiver's note on each: shower done, good spirits, low on bread. They never see another family's visits, and the office phone gets quieter.

Who sees which recordsDone by: Family

Who sees what in a home-care agency portal

Every person signs in to their own view. This is what each role in the demo gets.

Care coordinator

Sees every care plan in the portal.

Pages
Home, Care plans, All visits, Family documents, Invoices, Care team
Can start
Start a care plan, Ask a family for a document

Caregiver

Sees the care plans assigned to them.

Pages
Home, Calendar, Visit tasks, My clients

Family

Sees only their own care plans.

Pages
Home, Visit updates, Care plan, Documents, Invoices, Contact the office
Can start
Upload a document

What’s in the home-care agency portal template

The tables and fields Pory sets up for this portal. Describe your own version and change any of them in the editor.

Care plans

  • Client (text)
  • Care level (choice: Companionship, Personal care, Complex care)
  • Family contact (link)
  • Coordinator (link)
  • Lead caregiver (link)
  • Status (choice: Assessment, Active, On hold, Ended)
  • Started (date)
  • Next review (date)
  • Hours a week (number)
  • Needs and routine (long text)
  • Medications (long text)

Visits

  • Visit (text)
  • Date (date)
  • Time (time)
  • Caregiver (link)
  • Client (link)
  • Status (choice: Needs a caregiver, Scheduled, In progress, Completed, Canceled)
  • Family contact (link)
  • Visit note (long text)

Visit tasks

  • Task (text)
  • Visit (link)
  • Client (link)
  • Caregiver (link)
  • Done (yes/no)

Documents we need

  • Document (text)
  • Needed by (date)
  • Client (link)
  • File (file)
  • Family contact (link)
  • Status (choice: Requested, Uploaded, Checked)

Shared documents

  • Title (text)
  • Kind (choice: Care plan, Schedule, Letter)
  • Shared on (date)
  • Client (link)
  • File (file)
  • Family contact (link)

Invoices

  • Invoice (text)
  • For (text)
  • Hours (number)
  • Issued (date)
  • Due (date)
  • Amount ($) (number)
  • Family contact (link)
  • Status (choice: Issued, Paid, Overdue)

Care team

  • Name (text)
  • Role (choice: Caregiver, Senior caregiver, Care coordinator)
  • Phone (text)
  • Languages (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How Pory builds a portal

Decide

1 part

  • Checklists

    A task list on each record, ticked off in its detail view, with progress shown. Use it for onboarding, inspections or opening duties.

Share

2 parts

  • Calendar

    Records on a month or week view, by date.

  • Detail view with related items

    Open a unit, a pet or a listing to see its details and everything tied to it: requests, visits, offers. Share it by link; edit, change the status or add a related item from there.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. Pory sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A family signs in with a link sent to their email and lands on Home. They see Home, Visit updates, Care plan, Documents, Invoices and Contact the office, and only the care plans that are theirs. From there they can use “Upload a document”.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

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Build your home-care agency portal with Pory

Describe who signs in and what each person needs, and Pory builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited families.

See pricing · How Pory builds a portal