Personal care and non-medical home care agencies live and die by caregiver hours. EFS Group helps owners get clear on payroll, cash, and margins so you can manage your money and scale with confidence.
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Caregiver payroll is your biggest cost — and your biggest blind spot.
- Hourly caregiver pay, overtime, and travel time add up quickly and are easy to get wrong.
- Medicaid waiver, VA, long-term care insurance, and private-pay clients all pay differently and on different schedules.
- Electronic Visit Verification (EVV) data, scheduling, and payroll often live in separate systems that don’t match.
- Without margin per billed hour, it’s hard to set private-pay rates or decide which contracts to take.
How EFS Group helps personal care agencies
- Bookkeeping that tracks revenue by payer and gross margin per billed hour.
- Caregiver payroll support with clean records for hours, overtime, and pay rates.
- Reconciliation between scheduling/EVV hours, billing, and payroll so the numbers line up.
- Cash flow forecasting around payer timing and weekly or biweekly payroll.
- Fractional CFO guidance on pricing, payer mix, recruiting costs, and growth.
We offer Starter, Intermediate, and Premium CFO packages that combine monthly books, strategy, KPIs, payroll options, and tax planning. View CFO packages and services →
How it works
- Preview — A short strategy call to understand your organization, revenue, pain points, and goals.
- Probe — A detailed look at your books, bank activity, payroll, tax history, and systems.
- Plan — Clear recommendations on the areas that drive cash and profit.
- Present — We walk through the plan together and decide if we’re a fit.
- Put into motion — Cleanup if needed, then ongoing books and CFO support.
FAQ
What’s the difference between personal care and home health for accounting?
Personal care agencies provide non-medical support, so revenue usually comes from private pay, Medicaid waiver programs, VA, or long-term care insurance rather than Medicare. That changes how you track payers, price services, and plan cash.
Can you help us understand margin per caregiver hour?
Yes. We compare billed rates to the full cost of an hour of care — wages, payroll taxes, overtime, and other direct costs — so you can see which clients and payers are profitable.
Do you work with our EVV or scheduling system?
We work with the reports your scheduling and EVV systems already produce and reconcile them to billing and payroll. We don’t replace those systems.
How should we set private-pay rates?
Start with your true cost per hour and the margin you need to cover overhead and growth. As your fractional CFO, we model rate options so you can see the impact before you change prices.
Is your service virtual?
Yes. We support agencies across the U.S. via Zoom and cloud accounting tools.
Ready to get clear on your numbers?
Let’s clean up the confusion around cash, payroll, and tax — and build a financial engine that supports growth.
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