One board, two sides of a home care agency
Advantage Home Care is a licensed New York agency serving all five boroughs — PCA, HHA and CHHA care, OPWDD and NHTD/TBI programmes, on Medicaid or private pay. They run two funnels at once: families requesting care, and caregivers applying to work and train with them. Those teams need different fields, so they got different boards.
The challenge
A licensed home care agency covering all five boroughs runs two businesses at the same time. On one side, families call about care and every enquiry depends on which programme they qualify for and where their Medicaid paperwork stands. On the other, caregivers apply for jobs and training seats, each needing certification checks before a first shift. A single generic to-do list flattens both into "tasks" and loses the detail the work actually turns on.
How we set it up
- ▸Separate boards per department — intake, care coordination, caregiver recruiting and outreach — inside one organization, so everyone still sees the whole agency.
- ▸Custom fields configured per team: care programme, Medicaid status, borough and language for intake; certification, languages spoken and training cohort for recruiting.
- ▸Deadlines default to today, so nothing sits unowned — and overdue paperwork turns red before an auditor asks about it.
- ▸Comments and file attachments live on the task, keeping documents and context beside the case rather than in an inbox.
What it looks like now
- ✓Coordinators see programme, coverage stage and language without opening anything.
- ✓Recruiting tracks applications through certification to a training cohort on its own board.
- ✓Bulk actions reassign or re-date a batch of cases in one row when priorities shift.
- ✓Progress is exportable to CSV or JSON whenever someone needs a status report.
One board, two sides of a home care agency
Advantage Home Care is a licensed New York agency serving all five boroughs — PCA, HHA and CHHA care, OPWDD and NHTD/TBI programmes, on Medicaid or private pay. They run two funnels at once: families requesting care, and caregivers applying to work and train with them. Those teams need different fields, so they got different boards.
Intake and recruiting are two different jobs. Our coordinators need the care programme, the Medicaid stage and the family's language on the card; recruiting needs certifications and training cohorts. Onboarding set both up the way we already work, so the team didn't have to learn a new vocabulary.
Operations team
Advantage Home Care · advantagehome.careTHE AGENCY AT A GLANCE
5
boroughs
20+
languages
7,500+
families served
This isn't a template. We sit with each department, learn the fields they already track on paper, and shape the board around them — then hand it over.
A family calls about care. The intake card carries the programme they qualify for, where they are in Medicaid paperwork, and the language they speak — the three things that decide what happens next.
FIELDS FOR THIS TEAM
Queens family — mother needs daily personal care
Care programme: PCA — Medicaid
Language: Spanish
Parent asking about OPWDD services for a child
Care programme: OPWDD
Medicaid eligibility packet — Bronx
Medicaid status: Application submitted
Borough: Bronx
Staten Island — private pay, started in 48h
Care programme: Private pay — HHA
Manhattan CHHA hours approved
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