Dashboard software for home health and long-term care providers
See your staffing, census and costs on one screen
Klipfolio dashboard software brings EHR, scheduling, payroll, and billing data together. Administrators and Directors of Care see staffing against census, missed visits, and labour cost on one screen, and act before today's shifts fall behind.
Who it's for
Home health agencies, home care providers, long-term care homes, and assisted and retirement living operators running several branches or facilities, typically with 50 to 250 employees. Clinical, scheduling, and payroll data sit in separate systems, and a small administrative team rebuilds the weekly report by hand. If you run a single location and your EHR’s reports already cover what you’re asked for, you may not need another layer yet.
Industries
- Home health agencies
- Home care providers
- Long-term care homes
- Assisted and retirement living
Roles
- Administrator
- Director of Care
- Director of Operations
- Scheduling Manager
- Finance Director
- Quality and Compliance Lead
Company size
- Growing companies, 50 to 250 employees
- Multi-site operators
The core data challenge in home health and long-term care is matching staff to census and visit demand while the day is still in progress.
Home health and long-term care run on tight staffing, thin margins, and strict compliance. The detail lives in electronic health records (EHRs), scheduling and electronic visit verification (EVV), payroll, billing, and quality systems. Daily decisions still lean on spreadsheets and late reports, produced on a weekly or monthly rhythm.
The work is hard because the answer sits in several places. Someone exports from scheduling, pulls hours from payroll, and pastes census from the EHR. Definitions drift between branches, regions, and roles, so "overtime rate" means one thing in one meeting and another in the next. Pasting numbers into a generic AI tool doesn't fix this: it doesn't know your definitions, and the answer can change from week to week. A missed visit noticed at end of day can no longer be recovered.
When staffing, census, visits, and cost are measured the same way everywhere, leaders see pressure building before service slips. Scheduling managers recover the schedule while there is still time. Directors of care compare branches on equal terms, and finance sees cost trends as volumes change rather than at month end. Klipfolio dashboard software connects to the tools you already use, so the right people see the same numbers without having to ask.
Key jobs and use cases
Staffing against census and visit demand
Who: Owned by the Director of Care or scheduling manager. Used by branch and unit managers. Data: Scheduling, EHR census and visit orders, payroll and time and attendance. Output: A staffing dashboard for each branch or unit, shared by scheduled email or on a wall display. Decision: Where to add or move staff for the next shift, and where to approve overtime or agency use.
Key metrics
- Scheduled hours against census or visit demand
- Care Hours per Resident Day
- Open Shifts
- Visits per Clinician
- Care Hours per FTE
Missed and late visits
Who: Owned by branch managers. Used by schedulers and clinical supervisors. Data: Scheduling and EVV, EHR visit documentation. Output: A same-day dashboard of visits at risk, with colour formatting that shows when a branch starts to fall behind. Decision: Which visits to recover before end of day, and which patterns drive cancellations or late care.
Key metrics
- Missed Visit Rate
- Late Visit Rate
- Visits Not Yet Documented
- Cancellations by Reason
- Scheduled against delivered care minutes
Labour cost and overtime
Who: Owned by the Finance Director. Used by administrators and Directors of Operations. Data: Payroll, time and attendance, agency invoices, and billing. Output: A cost dashboard by branch and role, delivered before the weekly leadership meeting. Decision: Where overtime and agency exposure are rising, and whether to hire, reschedule, or renegotiate.
Key metrics
- Labour Cost per Visit or Resident Day
- Overtime Rate
- Agency Staff Mix
- Revenue per Visit
- Cost per Episode of Care
Occupancy, admissions, and referrals
Who: Owned by the administrator. Used by intake, admissions, and leadership. Data: EHR admissions and discharges, referral and intake records, CRM. Output: A capacity and referral dashboard by location. Decision: Where capacity is opening, which referral sources to invest in, and how fast new clients start care.
Key metrics
- Occupancy Rate
- Admissions and Discharges
- Referral Conversion Rate
- Days from Referral to Start of Care
- Waitlist by Location
Quality and compliance
Who: Owned by the quality and compliance lead. Used by Directors of Care and the board. Data: EHR assessments and documentation, incident reporting. Output: A monthly quality dashboard, delivered as a scheduled PDF or email for board and leadership reviews. Decision: Which branches or units need support, and whether last quarter's changes are holding.
Key metrics
- Falls and Incidents per 1,000 Resident Days
- Documentation Completed on Time
- Hospital Readmission Rate
- Pressure Injury Rate
- Assessments Completed on Schedule
Integrations
Staffing against census needs the schedule, the EHR, and payroll at once. Labour cost per visit adds billing. Bringing these together means one definition of each measure instead of one per spreadsheet.
| Clinical | Workforce | Financial | Files and databases |
|---|---|---|---|
| EHR, assessments, electronic visit verification | Scheduling, time and attendance, payroll, agency staffing | Billing and claims, general ledger | Excel, Google Sheets, SQL databases, cloud storage |
Most care platforms make reporting data available through a database or a scheduled extract. Klipfolio reads from SQL databases, spreadsheets, and files in cloud storage.
Further detail
The same rules in every branch
Branches only compare fairly when each measure is calculated the same way. Define Visit Utilization, Care Hours, and Overtime Rate once with Excel-like formulas, so every branch, region, and role sees consistent definitions.
Today's shifts, not last month's report
Staffing decisions can't wait for a monthly summary. Refresh schedules run from every minute to every 24 hours, so you can set scheduling and visit data to update through the day and payroll to update daily.
Spot a slipping branch early
Leaders need to see which branch is falling behind before service slips. Rich formatting turns missed visits, overtime, and occupancy into clear colour states, so important changes are easy to see.
Access by role and location
Each manager needs their own branches and measures, and leadership needs the whole picture. Granular roles limit what each person sees. Share by link, scheduled email, PDF, or on a wall display with TV mode.
Klipfolio offers 130+ connectors, 100+ Excel-like functions, 10 distribution methods, and refresh intervals from 1 minute to 24 hours.