HHACFO — Financial intelligence for home health agencies

The problem

Scheduling, payroll, and books live in three different worlds. Nobody holds the whole picture.

Scheduling · Billing

HHAeXchange

Who was scheduled, who actually visited, what was authorized, and what got billed.

Payroll

ADP

Who got paid, for how many hours, at what rate — completely blind to the schedule.

Accounting

QuickBooks

What revenue was booked and what cash arrived — completely blind to what was billed.

Money leaks in the gaps. Hours paid that were never worked. Revenue billed that never books. Visits scheduled with no authorization behind them. Each system looks fine on its own — the losses only show up when you reconcile all three.

Live demo · Sample agency

This is the owner dashboard. Click around.

A working replica of the HHACFO portal, loaded with demo data modeled on a real ~440-caregiver agency. The big dollar numbers come first — that's the design rule.

HHACFO · SAMPLE HOME CARE LLC

Demo data — no real patient information

Period

$129,214

Total $ exposure

Caregivers flagged

3,481

Unaccounted hours

$7,601

Avg $ / flagged caregiver

Top caregivers by exposure

Flagged caregivers — hours paid vs. scheduled

Caregiver	HHA hrs	ADP hrs	Gap	$ exposure	Status

Every row traces to specific pay periods and visit records. MATCH means paid and scheduled hours agree to the penny — anything else gets a flag.

$4,430

Revenue not yet booked · 6 wks

Payer drifting

Weekly

Payer-level recon

$1,480

Largest 2-week variance

Billed in HHAeXchange vs. booked in QuickBooks — by payer

Payer	Billed	Booked	Variance	Status
Amerigroup	$41,120	$39,640	−$1,480	DRIFTING
Horizon NJ Health	$58,340	$58,340	$0	MATCH
Aetna Better Health	$27,905	$27,905	$0	MATCH
UnitedHealthcare Comm.	$19,480	$18,930	−$550	WATCH
Private pay	$6,210	$6,210	$0	MATCH

Why this matters

A payer variance of $1,480 every two weeks doesn't feel like much — until it compounds to ~$38,000 a year of services delivered but never recognized. The weekly recon catches drift while the visits are still fresh enough to re-bill or correct.

Each variance row expands to the exact visit list behind it, so your biller starts from evidence, not a hunch.

Active patients

No upcoming visits

140

Active caregivers

Late timesheets last wk

Active patients with no scheduled visits

Patient	Last visit	Auth ends	Days idle
PT-0187	Jul 11	Sep 30	15
PT-0342	Jul 14	Aug 31	12
PT-0095	Jul 16	Dec 31	10
PT-0263	Jul 18	Oct 15	8
PT-0071	Jul 19	Sep 30	7

+ 5 more · Each idle patient is authorized care you're not delivering — and census that quietly walks away.

Late timesheet watchlist

9 caregivers submitted after the payroll cutoff last week. 3 of them also appear on the cash-pay risk list — chronically late paperwork is the leading indicator for the payroll exposure that follows.

HHACFO tracks submission timing on every visit, so the pattern surfaces weeks before it becomes a dollar problem.

Good morning. Your warehouse reconciled overnight — 2 new flags since yesterday. Ask me anything about your agency's numbers, or tap a question below.

Demo copilot with scripted answers. The live copilot queries your reconciled warehouse under a healthcare-grade AI agreement.

The reconciliation library

Six leaks, checked every single night.

Cash-pay exposure

Every caregiver paid hours with no matching scheduled visit — ranked by dollar exposure, matched to the penny.

EVV compliance

Every visit checked for a complete, timely electronic visit verification record — missing or late EVV is a denied claim waiting to happen, and a state audit finding.

Revenue under-recognition

Billed hours vs. booked revenue by payer, weekly. Small drifts compound into five figures a year.

Late timesheets

Chronic late submitters flagged early — the leading indicator for the payroll problems that follow.

Authorization gaps

Visits scheduled without an authorization behind them, caught before they become unbillable write-offs.

Scheduling coverage

Active patients with zero upcoming visits, so authorized census never quietly slips away.

Product modules

One portal, every part of the operation.

The reconciliation library finds the leaks. These modules run the day-to-day — same portal, same data, one login for your whole team.

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CRM

Referral sources, intake pipeline, and patient & payer records.

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Compliance

Caregiver credential and document tracking with expiration alerts.

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Training

Assigned training modules with completion tracking.

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Time Off

PTO requests and approvals, without the paper chase.

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Scheduling & Time

Visit schedule and timesheet views for the whole roster.

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Billing

Claims and billing status views, payer by payer.

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Messenger

Secure internal team messaging, inside the portal.

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Analytics

The four reconciliation dashboards: cash-pay risk, billing recon, scheduling, auth coverage.

How it works

Live in weeks. Nothing for your staff to learn.

Connect

We schedule the standard reports from your HHAeXchange, link QuickBooks, and set up the ADP payroll feed. We handle the entire setup — your team keeps doing their jobs.

Reconcile

Your private warehouse fills, and the nightly reconciliations start running across visits, payroll, claims, and authorizations. First findings usually land here.

See it

Your dashboard and copilot go live with role-based access for your team. Monthly subscription tiered to your census size — cancel anytime, your data comes with you.

Security & compliance

HIPAA isn't a feature here. It's the architecture.

HHACFO was designed by working backwards from PHI compliance — every vendor in the chain that touches patient data at runtime operates under a Business Associate Agreement.

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A physically separate warehouse per agency

Your data never shares a database with another agency's. Not partitioned — separate.

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BAAs end to end

Hosting, warehouse, and the AI copilot layer all run under Business Associate Agreements.

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Encrypted in transit and at rest

TLS on every connection, with row-level security enforced inside the warehouse itself.

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Least-privilege access

Your staff use the portal with role-based permissions. Nobody touches raw data.

Who's behind it

Built by a CPA who does this work every day.

HHACFO is the platform behind Your Chief Advisors Healthcare, a fractional-CFO practice for home health agencies. It wasn't built by a software company guessing at your problems — it was built inside real agency engagements, one reconciliation at a time.

CPA-led: every reconciliation rule reflects how an auditor actually thinks
Software plus judgment: the dashboard finds it, a fractional CFO helps you act on it
Proven in production on a ~440-caregiver agency's full data set

Built and Backed by YCA Healthcare, the healthcare division of Your Chief Advisors, a CPA-led Accounting, CFO, and Advisory firm.

Your agency is leaking money between three systems. We find it.

Scheduling, payroll, and books live in three different worlds. Nobody holds the whole picture.

This is the owner dashboard. Click around.

Six leaks, checked every single night.

One portal, every part of the operation.

Live in weeks. Nothing for your staff to learn.

HIPAA isn't a feature here. It's the architecture.

Built by a CPA who does this work every day.

Bring last month's payroll.
We'll show you what it finds.

Scheduling, payroll, and books live in three different worlds. Nobody holds the whole picture.

This is the owner dashboard. Click around.

Six leaks, checked every single night.

One portal, every part of the operation.

Live in weeks. Nothing for your staff to learn.

HIPAA isn't a feature here. It's the architecture.

Built by a CPA who does this work every day.

Bring last month's payroll.We'll show you what it finds.

Bring last month's payroll.
We'll show you what it finds.