Frequently Asked Questions

ClientCare is a physician orders management platform for home health agencies. We capture every inbound fax, classify each document, match orders to the right patient in your EMR, route orders for physician signature, and track each one until it comes back signed and dated. The result is a clean, current view of every outstanding order and faster turnaround on the revenue that depends on signed orders.

Your team keeps receiving faxes. ClientCare gets a copy, reads every page, and tracks the orders automatically. We start with the easiest path: Add ClientCare as a CC or additional recipient. Forward fax PDFs or connect provider email delivery. Use a ClientCare number for new workflows. Port only if your provider cannot send usable copies. Your physicians and referral sources usually do not need to change anything on day one.

Usually, no. ClientCare is designed to run alongside the fax provider you already use. If your provider can add another recipient or forward PDF copies, your team keeps the same fax inbox and we receive a copy in the background. We only move to a ClientCare number or porting when your current provider cannot send usable copies.

Within the first day we start capturing every inbound fax, running classification on each document, and surfacing unmatched or unsigned orders on your dashboard. Your team sees the backlog and the new inbound side by side, with clear next actions on each order.

Yes. ClientCare is built for agencies running Axxess. We match every inbound order to the right patient and episode, and we track each order against the list of outstanding items Axxess expects back. Your team works one queue instead of toggling between Axxess, a fax inbox, and a spreadsheet.

At onboarding we import your active patient list from Axxess so we can match inbound orders accurately. After that, the system runs off your normal fax traffic and order activity. There is no separate data entry, no duplicate charting, and no new roster for your team to maintain.

Every inbound fax is read and classified into one of eight categories. Orders are routed into the signature workflow. Non-orders like lab results, hospital discharge summaries, and communications are filed against the patient chart and flagged for the right team member, so nothing important sits in a shared inbox.

On the orders side we classify SOC plans of care, recerts, SCICs, therapy evaluations, and mod orders. Non-order documents include lab results, hospital records, referral and intake paperwork, and general correspondence. Each category lands in the right place with the right assignee.

Your team can recategorize any document in one click from the document view. The new category is saved to that record and the order or document is routed accordingly. Nothing gets stuck because of a wrong label.

Handwriting and low resolution scans are common in home health, so the pipeline is built for them. When a document is too degraded to read cleanly, we flag it for human review with the original image attached, so your team can resolve it quickly instead of chasing a resend.

The dashboard shows every unsigned order with the patient, physician, order type, days outstanding, and the current step in the signature workflow. You can filter by physician, by order type, or by age, so the oldest items never fall to the bottom of a list.

Orders are resent on a schedule your agency controls, with escalations as the order ages. Each resend goes out with a cover sheet that calls out exactly what needs to be signed and dated. Your team sees the full history of sends and responses on each order.

PECOS is the Medicare enrollment system physicians must be registered in to certify home health orders. If the signing physician is not enrolled and validly reassigned, Medicare will deny the claim even with a clean signed order. ClientCare checks PECOS status on every ordering physician so you catch that problem before a visit is delivered, not after the denial.

The order is flagged the moment we see it, with the physician name, NPI, and PECOS status surfaced on the order record. Your team can work the issue with the referral source before the episode progresses, which is the only point where the problem is still cheap to fix.

From the order view you can trigger a resend in one click, with a fresh cover sheet and an optional note. If the physician is not responding to fax, you can send to a different fax destination on file or hand the item to the office contact your team already knows.

ClientCare is $1,499 per month flat, with a one time $999 onboarding fee. That covers unlimited fax capture, classification, order tracking, signature workflow, and PECOS verification for your agency.

No. Inbound and outbound fax are included in the flat monthly price, no matter your volume. You do not get penalized for a busy referral month.

No long term contract. ClientCare is month to month, so you can stop any time. Agencies stay because signed orders show up faster, not because they are locked in.

The $999 onboarding fee covers connecting your existing fax flow, setting up copy or PDF forwarding, Axxess patient list import, physician and referral source import, staff training, and the first pass of clean up on any outstanding orders backlog you want us to pick up.

Yes. ClientCare is built for HIPAA compliance, with administrative, physical, and technical safeguards in place. We execute a Business Associate Agreement with every customer at no additional cost, as part of standard onboarding.

All patient data is stored on US based infrastructure, encrypted at rest and in transit. Data never leaves the United States. Backups are encrypted and retained under our data retention policy.

Only authorized users inside your agency. Every account is tenant isolated at the database level, so your faxes and orders are never visible to another agency. Access requires multi factor authentication and each user has a scoped role.

Orders and fax records are retained for the duration of your subscription so your team always has the full history. If you cancel, we retain your data for 30 days in case you reactivate, then permanently delete it in line with our retention policy. Custom retention terms are available on request.