WorkTruLena’s Heart of Home Care
TruLena’s Heart of Home Care provides in-home care in Maine. Two owners, an office admin and a team of caregivers who spend their days in clients’ homes. We built one portal the whole business runs on: scheduling, timesheets, chart notes, documents, expenses and invoices.
A small agency has the same obligations as a large one: every visit scheduled and covered, every hour recorded accurately for payroll and billing, every note about a client kept safe and unaltered. With a handful of staff, that work falls on the owners.
What TruLena’s needed was one place where a caregiver could clock in from a driveway, the office could see who was late, and an invoice could be built from the visits that actually happened.
Shifts and repeating schedules in Maine time, generated eight weeks ahead and topped up nightly. Conflict checks that explain themselves, availability, time off.
A coverage board for the next fourteen days: open and at-risk shifts, who can cover ranked by fit, pickups, call-outs, swaps and the approvals that go with them.
From the caregiver’s phone, on server time. Late, missed and not-clocked-out checks alert the office. Timesheets with fixes that keep the before and after and a reason.
Visit, medication, incident and general notes that can never be edited or deleted, by anyone. Corrections go underneath as addenda. An incident note alerts the office at once.
Camera upload with location data stripped on the phone and checked again on the server. Files get random ids, no shareable links, and every view is logged.
Receipt photos and mileage priced at the owner’s rate, a review queue, nobody approving their own, and a clean CSV for the accountant.
Completed visits become invoice lines once and only once. Numbered, printable invoices with payment tracking. A payroll export with overtime flagged.
Every action recorded in plain words. The owners can filter by person, area and date, follow a link to the record, and download a range.
Client records in home care are health records. Every protection below is enforced in the database rules and on the server, not just hidden in the app.
Owners, an admin and caregivers. A caregiver sees only their own clients, and loses access the moment they are unassigned.
An emailed link plus an authenticator code, for every member. There are no passwords to steal or reuse.
Fifteen minutes idle on a phone, thirty on a computer, and the screen is cleared.
Every action inside the app in the activity log; every read of client data outside it, at Google’s level.
Daily backups, point-in-time recovery for the last week, versioned file storage, and a restore proven before go-live.
588 automated tests, including a permissions matrix and attack tests across modules, plus four rounds of outside-eyes review.
Thirteen phases, each ending with tests passing and a working version the owners could open on their phones with sample data. Nothing real went in until the owners had walked through it with sample data and signed off.
Home care, a clinic, a trade crew, a small practice. If your week runs on texts and a spreadsheet, tell us about it.