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Step by step guide

Run your agency in PulSe.

From sign-up to a verified visit that pays itself through to payroll, in eleven clear steps. Everything is editable later, so start with the essentials and refine as you go.

This guide walks an administrator through standing up an agency and running the full cascade: schedule to clock-in to clinical to claim to payment to payroll. You can be running real shifts the same day.

1

Create your agency

Sign in at pulsecare.health and create your agency with the onboarding wizard (or start a 14-day trial via public self-signup). Add your name, logo, and care verticals, this sets up your tenant, seeds your 35-account chart of accounts, and white-labels the workspace.

Tip: every agency is isolated by database-enforced row-level security, so your data is never visible to another tenant.
2

Set up roles and invite staff

Invite office staff and caregivers with the right access for each role. Permissions are enforced in the database, so a scheduler, a biller, and a caregiver each see exactly what they should. Set MFA for staff who handle protected health information or money.

Tip: roles map to real duties, so clinical, billing, and payroll actions are gated to the right people.
3

Add your branches and locations

Set up each branch you operate. Multi-branch management keeps every location under one roof while keeping their schedules and data separate.

4

Build caregiver profiles and certifications

Add caregivers with their roles, certifications, and training. PulSe starts watching expiry dates the moment you enter them, and Manka, the compliance enforcer, begins guarding against lapses right away.

  • Record certifications and training per caregiver.
  • Set the alert window so nothing lapses unnoticed.
5

Set up clients and care plans

Add the clients you serve and build their care plans, so visits, tasks, and documentation are structured from the start, not free-typed. Care plans drive the clinical step of the cascade and feed remote-patient-monitoring readings where you use them.

6

Build the schedule

Assign shifts and let PulSe catch conflicts, double-bookings, and gaps before they happen. A caregiver whose certification has lapsed is not offered the shift. Let Atlas, the schedule optimizer, propose the best assignments.

7

Verify visits with EVV

Caregivers clock in and out by GPS inside the geofence, or by IVR phone call when there is no smartphone or signal. A clock-in at the wrong location is flagged on the spot, and late, early, or missed visits surface as exceptions to resolve.

Tip: the verified hours captured here are the same hours that later drive billing and payroll, so there is no second timesheet.
8

Track compliance

Watch the compliance dashboard for what is expiring next, certifications, training, and documents, with alerts ahead of time. The paper trail is ready when an auditor asks, and the audit log records every access.

Tip: handle a renewal before it lapses, instead of finding out during the audit.
9

Run the revenue cycle

Each verified, documented visit auto-generates an EDI 837P claim. Anye, the revenue-cycle agent, scrubs and submits it through the live Availity clearinghouse, then posts the ERA 835 remittance automatically. Work any denials and watch AR-aging from one place.

10

Run payroll and direct deposit

The same verified EVV hours flow into the timesheet and the pay run, so the paycheck matches the work. Pay by Stripe Connect or NACHA ACH (or paper check), with Vault holding payroll manual by default so money only moves on your approval. GL entries post to the books automatically and sync to QuickBooks Online.

Tip: ADP and Paychex connectors are available if you keep an external payroll provider.
11

Report and stay in control

Open reporting for the picture leadership needs, branded and ready to share. Use the owner controls, six financial-visibility toggles, four admin-restriction toggles, and per-agent approval thresholds, to set exactly what each role sees and what the agents may do on their own.