Home & Community Care
Forty visits routed across a city, care notes written in the car, and a funder who will one day ask you to prove all of it. Evidence gets captured as care happens instead of reconstructed weeks later.
Four things a home care agency loses hours to. Not a feature list: these are the places the same work gets done twice.
Visit scheduling and travel time
Care notes written in the car
Family communication
Funder reporting and audits
Each one takes the workflow as it runs today and works it end to end. Every one is labelled a concept, and every number in them is either sourced or marked a design target.
When a funder audits a home care agency, the question is not whether care was delivered, it is whether the agency can prove it. This is the transformation that captures the evidence as the visit happens instead of reconstructing it from memory nine months later.
Planned to delivered
A home care agency's schedule is a daily negotiation between geography, skill match and the client who wants the same caregiver they had last week. This is the transformation that drafts the day against all three, and lets a coordinator overrule it in one click.
More than 1 in 3
Most practices start at stage one or two, because that is where the risk is cheapest to remove. You can stop after any of them, and the first slice is a fixed fee.
Practice Audit
A one-page list of what to fix first What it costsWorking Pilot
A working tool your staff can actually use What it costsBuilt and Live
A live tool and the keys to it What it costsScale Across Sites
Every location on one standard What it costsYour practice is the custodian. Under PHIPA the practice holds the personal health information and the responsibility for it. The agreement covering this work names Yantrax Labs as an agent of the practice under section 17, the privacy impact assessment is finished before anything touches a live chart, and every access to a record is logged and auditable. How the roles work.
Will it work with your system? Your software vendor sets the ceiling, not the studio you hire, and the four systems these practices run differ by who is allowed to build at all. What each one actually allows.
Two things dominate: the daily schedule and the evidence. Routing forty visits across a city is a negotiation between geography, skill match and the client who wants the same caregiver as last week, and a draft that respects all three can be produced in seconds and overruled by a coordinator in one click. Separately, visit evidence gets captured as care happens instead of reconstructed from memory when a funder audits.
Continuity is treated as a constraint rather than a preference, which is the reason a generic routing tool fails here. The client who wants last week caregiver is weighed alongside travel time and skill match, and the coordinator sees why the draft is what it is and can overrule any part of it. The schedule is a draft for a person, never a decision the software commits to on its own.
When a funder audits, the question is not whether care was delivered, it is whether the agency can prove it. Most agencies assemble that proof by hand from scheduling software that records planned rather than delivered visits, paper care notes collected weekly, and care plans on a separate cycle. Capturing the evidence as the visit happens turns a multi-week reconstruction into an afternoon.
The design target is fewer steps than they have now, not more. Care notes written in the car and call-offs handled by phone are the current reality, and a tool that adds work to that day does not get used, which is the most common way clinic software fails. Adoption is treated as part of the build rather than as training that happens afterwards.
Before anything touches a chart
Canadian data residency
Records and processing stay in Canada.
Privacy impact assessment first
Completed before any patient record is used.
PHIPA s.17 agent agreement
Written into the service agreement.
Zero data retention
Nothing is stored after processing or used to train models.
An audit log on every access
Every access to a record is logged.
A clinician approves
Nothing enters a chart without review.
These are commitments in every engagement, not badges on a wall. We are a studio, not a certified platform, so we will not show you a logo we have not earned. What we can put in writing is how the work is built, where your records live, who is accountable for it, and what goes in the contract before a single patient record is touched.
Run an agency coordinating visits across a city? A free consult maps the scheduling and reporting load, and what a caregiver gets back per shift.
The founder is on every engagement. Specialists join for the stage that needs them, never an account manager.