How AxisCare Helped Instant Care of Arizona Reduce Scheduling Time by 50%
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Key Takeaways:
- Reduced scheduling time by 50% and reclaimed 2–3 days per week
- Moved from reactive to proactive scheduling with visits planned 7–10 days in advance
- Reached 90% of visits scheduled by Friday within four weeks
- Strengthened schedule stability through real-time visibility and smarter caregiver matching
- Accelerated results through AxisCare training that unlocked full platform value
How Instant Care Transformed Home Care Scheduling
For Jacques, a scheduling coordinator at Instant Care, an Arizona-based enterprise home care agency, every day felt like a race against time. Responsible for staffing more than 1,300 clients, his process was technologically slow and heavily reliant on manual tracking. Despite using AxisCare’s platform, he struggled to keep up with the demands of his role.
That changed through a combination of AxisCare’s continuous software enhancements and Jacques attending AxisCare’s Super User Academy, transforming his daily reality. By leveraging powerful new features and gaining a deeper understanding of the system, Jacques reduced his workload by 50%, freed up 2-3 days of work per week, and transformed his scheduling process from reactive to proactive—consistently planning visits 7-10 days in advance.
The Challenge: A Cycle of Reactive Scheduling
Jacques’s role is critical: ensuring every client has a caregiver. But his tools were holding him back. Relying on text messages for communication and spreadsheets for tracking, Jacques found himself in a constant cycle of reactive scheduling.
“Doing scheduling and my other tasks would take an entire day only to get the clients for tomorrow scheduled,” Jacques recalls. This meant he could only ever plan one day into the future. Fridays were consumed by an effort to staff the entire weekend while simultaneously rebuilding the schedule for the upcoming week.
The breaking point came when Instant Care’s phone carrier service failed, severing his primary line of communication with caregivers. “My main line of communication with my employees and way to get them work was severed,” he explains. It was clear this manual, fragmented process was not sustainable for an agency managing nearly 1,800 staff members.
The Solution: Combining Powerful Tools With Expert Knowledge
The turning point for Jacques came from two key changes: powerful enhancements within the AxisCare platform and the in-depth training he received while attending the Super User Academy.
Attending the Super User Academy unlocked something for Jacques. “I was not prepared for all that the training would show me.” Equipped with new knowledge, Jacques began leveraging features that transformed his workflow:
- Real-Time View: This product enhancement gave Jacques the “big picture” he had been missing. Instead of learning about new or canceled visits hours later, he could see every change as it happened in real-time. “A visit can ‘pop-up’ and I can quickly see it,” he says. This real-time visibility replaced delays and confusion with immediate, actionable information.
- Recommended Caregiver Feature: Matching caregivers to clients was no longer a memory game. This feature provided data-driven recommendations based on past assignments, availability, and proximity. “Having AxisCare show me how many times a caregiver worked, the caregiver’s availability for that shift, and how far away the caregiver was, really made things easier,” Jacques notes.
- Open Visit Request Report: Though initially hesitant to switch from the legacy report he knew, Jacques adopted the new Open Visit Request Report and quickly saw the benefits of the new version. The ability to sort, filter, and rearrange columns made his approval process significantly faster and gave him clear visibility into when visits were posted and when caregivers responded.
The Results: A Transformation in Efficiency & Impact
The combination of AxisCare’s enhancements and expert training delivered remarkable, measurable results:
- 50% Workload Reduction: Jacques cut his workload in half, freeing up 2-3 days per week to focus on other priorities.
- Proactive Scheduling: “Before, I could only schedule one day ahead,” Jacques explains. “Now, we’re consistently scheduling 7-10 days out.”
- Exceeding Goals: Within four weeks of attending the Academy, Jacques began consistently meeting his supervisor’s ambitious goal of having 90% of visits scheduled by Friday morning.
- 50% Workload Reduction: Jacques cut his workload in half, freeing up 2-3 days per week to focus on other priorities.
“I feel confident in what AxisCare can do for my job, the caregivers, the clients, and our agency,”
– Jacques, Instant Care Scheduling Coordinator
Beyond the numbers, the improvements strengthened relationships across the agency. Caregivers had few reasons to call the office, reducing phone traffic and enabling more meaningful conversations when they did call. Jacques also noticed an increase in caregiver retention, which he attributes to the stability and clarity the new scheduling process provided. “I feel confident in what AxisCare can do for my job, the caregivers, the clients, and our agency,” he shares.
Conclusion
Jacques’s story is a powerful example of what happens when a dedicated user is empowered by the right tools and training. AxisCare’s commitment to continuous product enhancements and customer education provided the foundation for his success. Jacques not only solved his immediate scheduling challenges but also created a more efficient, proactive, and stable environment for Instant Care.
As AxisCare continues to innovate and empower its users, stories like Jacques’s remind us of the transformative impact that technology and education can have on enterprise agencies.
Ready to Transform Your Agency’s Scheduling Process?
Discover how AxisCare’s powerful tools and expert training can help your agency achieve the same remarkable results as Instant Care. Schedule a demo today and see how we can help you save time, improve efficiency, and empower your team.
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