How to Automate AxisCare

A caregiver's clock-in in AxisCare becomes the family's invoice

A caregiver pulls up outside a client's house at eight, clocks in on the AxisCare app, works through the care plan and the medication reminders, writes the care notes and clocks out at noon, with GPS recording both ends of the visit. By then the visit is already on the scheduler's screen at the office and on its way to an invoice.

AxisCare is home care agency software for private duty agencies, with versions for skilled care and IDD providers. Schedulers build the week in a browser, matching caregivers to clients by skills, distance and preferred hours. The office messages caregivers in the app's Chat tab, and families see the schedule, the care plan, visit notes and invoices in the Client + Family Portal.

Billing covers four kinds of payer: private-pay families, long-term care insurers, the VA and Medicaid.

A faxed long-term care claim goes quiet once it leaves AxisCare

A long-term care insurance claim leaves AxisCare by fax with the care notes attached, and then it goes quiet. The billing specialist calls the insurer, waits on hold, and sometimes learns another form is needed before anything is paid.

Certified nursing assistants also have to stay active on the state's nurse aide registry, which the office checks on the registry's own website, one name at a time.

Families on autopay pay without a thought, which makes the ones who are not stand out: last month's invoice still open, a card that expired, an adult son who handles his mother's bills and has stopped answering email. And a family contact who never opens the portal still calls the care manager on Friday to ask how the week went.

AxisCare

Long-term care claims followed to payment Claims faxed from AxisCare checked each week on the insurer's site, with anything the insurer is waiting for named.

Nurse aide registry status checked monthly Each certified nursing assistant looked up on the state registry and compared with the dates held in AxisCare.

Families kept up to date Overdue private-pay invoices and a weekly care summary per client, drafted for the care manager to send.

AxisCare recommends a caregiver for each open shift and warns before overtime

Open shifts get recommended caregivers based on availability, skills, driving distance, preferred weekly hours and overtime, and go out to them by text, email or the app. Schedulers are alerted when a caregiver is running late or nearing overtime, and visits that meet the agency's rules and tolerances verify themselves at clock-out. AxisCare tracks each caregiver's certifications, shows an expiring one in the caregiver app's Alerts tab, and keeps unqualified caregivers off shifts that need them.

AxisCare Intelligence adds AI to that. Care Analytics reads every care note as it arrives and flags early signs of a fall risk or a cognitive change, Axi Chat answers questions inside AxisCare, and Axi Assist, announced in September 2026, answers the phone around the clock, handles caregiver call-offs and starts outreach a minute after a missed clock-in.

Medicaid visits batch into claims with one click, and remittances post with unpaid and denied claims shown. Long-term care claims fax straight from AxisCare with care notes, split across payers where needed, AxisCare's VA billing team manages VA claim submissions, and Bill & Collect runs private-pay autopay on a set schedule. Once a long-term care claim is faxed, though, the insurer's answer comes back on its provider website or by phone.

Each faxed long-term care claim gets followed until the insurer pays

The billing specialist's Monday sheet lists each long-term care claim faxed in recent weeks with what the insurer's provider website shows: received, under review, paid, or waiting on a named document from the agency, such as a signed plan of care. Claims to insurers with no website go on the call list with their fax date.

The office manager compares every certified nursing assistant's registry status with the dates held in AxisCare each month, and calls anyone whose entry has lapsed or changed.

For private-pay families not on autopay, the care manager sends past-due notes written from the invoice, the amount and the last payment, or keeps them as notes for the call. A family contact who never opens the portal gets a Friday summary of the week's care notes, covering the visits made and anything Care Analytics flagged, which the care manager reads and approves before it goes anywhere.

WebRun follows a faxed claim to the insurer's website and back

Following a faxed claim means reading AxisCare's billing screens, then the insurer's provider website, then writing down what each says, claim by claim. WebRun is an AI agent that works a real Chrome browser, signed in as you. The office side of AxisCare is a website, so WebRun reads the billing and caregiver reports there under a separate user the office sets up, then visits the insurer and registry websites the agency lists for it.

It re-faxes no claim, edits no shift and posts nothing in a caregiver's Chat tab, and the care manager sends every note to a family.

The AxisCare workflows here repeat AxisCare's overtime, clock-in and credential warnings in Slack as digests, and add a note for each caregiver's birthday or work anniversary.