Client portal for home care and personal services providers
Your clients’ children often live far away and want to know someone really did visit mum — without calling the agency at every doubt. The portal shows each family the completed visits, invoices and certificates, and nothing else.
In your day-to-day
- 01
Families check completed visits, fed by telecare check-ins, with the carer’s name and duration.
- 02
Download of invoices, payment schedules and tax certificates without contacting the agency.
- 03
Schedule-change requests filed in the portal, logged and routed to the area manager.
A typical scenario
Four hundred families, a third of whose primary contacts live over a hundred kilometres away: the agency ends its days on the phone, reassuring.
- 01
Three siblings, three named logins to the same file: the family shares invoices and visit tracking without forwarding documents — or contradicting each other on the phone.
- 02
After a failed direct debit, the co-payment instalment plan is settled online; regularisation no longer travels by posted cheque.
- 03
Before the annual care-plan review, the family browses the visit history and arrives at the meeting with the right questions.
What changes
Distant families stop calling “just to know”. The agency phone becomes what it should be: the channel for worry, change and connection.
Order of magnitude
Working assumptions
- →around 35 calls a day for checks or documents across the network
- →4 minutes each, not counting missed callbacks
Over 2 hours of reception time a day shift to the portal — a dozen hours a week, and workdays that no longer end at the switchboard.
Indicative estimate built on average sector assumptions — it gets recalibrated on your actual volumes during scoping.
What eats your days
- →
A sick call at 7 AM triggers a cascade of replacements that area managers handle by phone, under pressure, every single day.
- →
Between the French URSSAF instant tax-credit advance, public care allowances and the family co-payment, invoicing is reconciled by hand — and unpaid balances surface too late.
- →
A missing telecare check-in is discovered the next day — sometimes after the family has called to say nobody came.
How it works
- 1
Plugged into your tools, not a second entry
The portal reads live from your project-management tool, your CRM, your invoicing. Your team works as before; the client sees their slice, always current.
- 2
Approval built in
The client approves deliverables directly in the portal — an entire email thread disappears per revision round. Every approval is dated and traced.
- 3
Access walled by construction
Each client account reaches only its own projects and documents — never a neighbour’s. Minimal rights, every view logged: compliant by design, not by patch.
Typical results
-80%
“where is my project?” emails, typical order of magnitude
24/7
clients check on their own, whenever suits them
4-6 wks
to a first useful version in production
Orders of magnitude observed in production; your diagnostic sets your own baseline and targets.
Frequently asked questions
Can a family see another client’s information?+
Never: accounts are walled off by design — a family sees only their relative’s file, and every view is logged. Caregiver access is nominative.
Our clients are not comfortable with digital tools — is that a problem?+
The portal is aimed first at family caregivers, who ask for it. The client themselves keeps dealing with the agency by phone — nothing is imposed on them.
Is this the problem eating your team’s time?
Tell us how you work today — 30-minute call, then a free written diagnostic of what this agent would change for you, with numbers.
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