The world of home care is one in which compassionate, skilled people dedicate themselves to making a real impact on the lives of those who need it. As an agency admin responsible for managing a team of caregivers, you probably already understand the importance of having a dedicated group of caregivers committed to sticking with clients for an extended period of time. Unfortunately, you probably also understand the struggles of caregiver retention. Like any relationship, first impressions mean a lot, and getting the first 30 days of your new relationship right is key to building a strong foundation with your new hire; each stage of the process sends a message to your new caregiver. Just as you are learning about who they are as a person, they are learning about you, your other employees, your clients, and your agency’s culture.
As soon as the offer letter is sent, it’s important to ensure your new caregiver feels welcomed into your agency. A friendly email, text message, or phone call accompanying the initial offer letter can make a big difference when it comes to what will be the first day of what will hopefully be a long relationship. Be sure to include all necessary information, such as documents or how to login to your online onboarding process. As the true first impression of your company, it’s important to make this phase of the onboarding process as smooth as possible. After all, the better the process, the better the first impression.
Caregiver message received: Are they prepared? Do they communicate?
After the initial welcome, it’s time to gather all the necessary documents, such as W-4 and I-9 forms, certifications, etc. While this may sound like a less-than-exciting way for you and your new caregiver to spend their first few days, that only means that expectations are low, giving you plenty of room to beat them. By providing a clearly outlined, organized checklist of what needs to be completed by when, you can show that your agency is professional and well put together. You can elevate this stage even further by digitizing the process, letting new hires access these documents online and be guided through the process by an automated system, while you can track progress with something as simple as a progress bar. These things can set you apart from agencies that caregivers may have worked at before, letting them know that you are different from their past employers.
Caregiver message received: Do they value compliance? Do they care about getting it right, and do they make it easy?
The exact number of days into the process will begin to vary at this point, but roughly a week after accepting the offer letter is about when new hires should expect to start coming into the office, whether that’s virtually or in-person. That first work week should be all about introducing the new caregiver to the team, their direct manager, and the various admins they will be interacting with. This period is all about making them feel comfortable with their new environment and the people they will be working with. Many agencies rush through this, looking to get new caregivers productive immediately, but it’s important to remember that this is a long-term investment on your part. While you can take this time to get them up to speed on your agency’s processes and the clients that they will be helping, don’t let onboarding stop after you’ve collected all the legally required paperwork.
Caregiver message received: Is their team invested in their company and its employees? Do they value training and development?
Once your new caregiver is ready to jump into action and begin helping clients, it’s important to set them up with some sort of mentor who can serve as a helping hand during this transition period. Even if this caregiver has years of experience, a mentor can still be very helpful when joining a brand-new agency. After all, it may just mean that they have less caregiving-related questions and more organizational-process questions, like “How do I request time off?” or “How do I enter my time?” These are things that may have been answered in your employee handbook or addressed during the initial onboarding, but there is a lot of new information and processes that new hires have to take in when joining a new agency. Giving them a coworker who can answer any questions while also providing a built-in support system is a fantastic way of ensuring that nobody feels left alone or unsupported.
Caregiver message received: Are they serious about long-term employees or do they just need a body? Is culture a priority?
After working with your new caregiver for a few weeks, it may become apparent what their pre-existing strengths are and where they may have a lapse in previous experience. Each agency is different, and all client assignments come with their own unique challenges. This should be enough time to identify what your new hire needs to learn to have long-term success in their new role, and it’s important that you provide them the resources necessary for achieving that success. This is great because a well-trained staff not only reflects positively on you and your agency but also shows your new hire that you care about them as an individual and are here to support them with their job growth. Utilize a combination of seasoned caregivers that are already familiar with the skills that you are trying to teach as well as online modules so you can provide a well-rounded training experience.
Caregiver message received: Did they take the time to understand my strengths and areas of opportunity, and are they doing something about it?
As the first month of your new relationship comes to a close, it’s essential to check in with your new caregiver and gather feedback on their thoughts surrounding this new work environment and team. Asking them questions about the onboarding process – such as “What went well?” and “What can be improved?” – can provide valuable insight from the very people that you are working so hard to retain. This can help you adjust your process, setting your agency up for even greater success in the future. In the present though, it simply makes your budding caregiver feel valued as their opinion carries weight and matters to you.
Caregiver message received: Is this a place I see myself working at for a longer term? Am I happy and comfortable here?
The first 30 days are just the beginning. To ensure that you continue to build and maintain healthy relationships with your caregivers, you should never stop investing in what makes them buy into your agency. Providing ongoing support in the way of caregiver-manager check-ins, personalized training, and growth opportunities is critical.
At the end of the day, home care is all about the nurturing relationship between the caregiver and the client. Why should your agency be any different? With a thoughtful and engaging onboarding process expanding to all caregivers for their entire time at your agency, you build up a strong culture of appreciation and mutual respect, keeping your best caregivers with you for years to come.
This information is for educational purposes only, and not to provide specific legal advice. This may not reflect the most recent developments in the law and may not be applicable to a particular situation or jurisdiction.
Viventium Software Inc. is a SaaS-based human capital management solution that provides a remarkable user experience and award- winning software. Viventium provides flexible software and expert guidance so clients can be sure their payroll is done right.
Viventium offers specialized solutions in the health services markets which include home care agencies and skilled nursing facilities. Viventium Software supports all fifty of the United States with payroll and HR solutions.
Relax – you’re with Viventium.
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Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 1
In the world of work, there’s a tale to be told, About overtime hours, and the payroll gold, A consistent paycheck, that’s the worker’s dream, But when it comes to overtime, it’s not as easy as it seems.
PRE-CHORUS
Oh, Susie worked hard in San Francisco town, But the rules around overtime, they had her feeling down, 42 hours this week, she gave her all, Now it’s time to calculate, let the numbers fall.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 2
Exempt or non-exempt, the title they hold, Where they work, where you’re based, it’s all in the fold, California or New York, the laws they diverge, For payroll admins, it’s a never-ending surge.
PRE-CHORUS
Oh, the DOL’s website, a labyrinth to explore, State regulations galore, it’s quite a chore, Staying compliant, it’s a tricky art, Missing out on requirements can break your heart.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
BRIDGE
But here’s a method that can save the day, A payroll software, to keep errors at bay, Input the info right, integrate with ease, No more manual labor, no more overtime fees.
VERSE 3
Back to Susie’s story, she’s owed her due, According to FLSA, it seems we have a clue, $860 on the table, that’s what we’d say, But California’s got its rules, changing the way.
PRE-CHORUS
Oh, California says, hours past eight, Are overtime-eligible, don’t underestimate, Now Susie’s owed $900, that’s the decree, In this overtime puzzle, you gotta set it free.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
OUTRO
So when it’s overtime, and the rules entwine, Choose a payroll software, let it all align, Viventium’s the name, we’ve got the key, To make overtime calculations a breeze, you’ll see.
ENDING
Don’t overwork yourself, don’t you fret, With Viventium by your side, it’s a safe bet, Relax, you’re with us, in this overtime fight, With the right tools in hand, everything’s gonna be alright.
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 1
In the world of care, where time slips away, Caregivers dedicate, every single day. But when the hours are missed, in the daily race, Retroactive pay, steps up to embrace.
PRE-CHORUS
A caregiver tired, at the week’s end, Forgot to log hours, a mistake to mend. Admins face the challenge, calculations to make, To set it right, for the caregiver’s sake.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 2
Manual calculations, prone to a flaw, Dealing with shifts, odd hours, and the law. As your business grows, the cost takes flight, Automated solutions, shining bright.
PRE-CHORUS
Compliance is key, with FLSA’s might, Calculate and compensate, get it right. Avoid the audit’s gaze, fines and the cost, Retroactive pay, no longer lost.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
BRIDGE
Employee satisfaction, a crucial part, Resolve mistakes, a work of heart. Relationships flourish, in pay’s embrace, A payroll software, creating a trace.
VERSE 3
Star caregivers, valued and strong, Retention and recruiting, where they belong. Automated solution, a total pay dance, Establish your business, a work-life romance.
PRE-CHORUS
A self-winding watch, Viventium’s grace, Optimizing payroll, in every case. No more struggles, in the payroll game, In it with you, time and time again.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
OUTRO
As your business grows, in the hustle and fight, Viventium by your side, making it right. No more worries, in the payroll chain, In it with you, time and time again.
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 1
In the world of business, we all aim to thrive, Year after year, our dreams taking flight. But as we soar higher, we start to see, More money, more problems, just like B.I.G. Outgrowing our shell, it’s an exciting phase, But it brings with it some challenging days. Solutions we had, now show their flaws, As we push the boundaries, breaking through the walls.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 2
Employees across states, in different localities, Tax laws aplenty, creating complexities. Our old software’s limits, we’ve begun to see, Scaling up our business, we need to break free. Calculating pay and taxes, where it all begins, Errors in this process, lead to countless sins. Employees rely on us, trust in our might, To withhold what’s needed, get it just right.
CHORUS
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BRIDGE
Taxes, they’re not simple, that’s for sure, A world of complexity, there’s always more. But Viventium stands with us, in this fight, Geo Tax, our ally, making everything right.
VERSE 3
CPAs may struggle, and admins too, Keeping up with taxes, what can they do? The rules keep changing, it’s hard to keep pace, But Viventium’s here, in this challenging space.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
OUTRO
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REPEAT CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 1
In the world of admin tasks, where changes often arise, There’s a tool that’s been a savior, under office fluorescent skies. With flexibility and precision, it eases their daily strife, Let’s sing about this feature, it’s the pulse of our work life.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 2
Admins wear many hats, in their daily grind, Sometimes they need to adjust, leave no errors behind. Adding extra hours, bonuses, or fixing pay, They need a simple method, to make it all okay.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
BRIDGE
Custom views and filters, tailor it to your need, Focus on the important, no need for needless speed. A hundred-dollar bonus, a few clicks and it’s in flight, Admins get it done, making sure it’s right.
VERSE 3
In the admin’s world, where numbers have their say, This tool steps in gracefully, making tasks less gray. An interface so intuitive, like an Excel sheet, Changing data effortlessly, making work complete.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
OUTRO
So here’s to Payroll Grids, in our song of praise they gleam, For admins working diligently, they fulfill a dream. In the world of office hustle, they bring much-needed light, Let’s tip our hats to this tool, and its invaluable might.
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 1
In the world of payroll, a daily task we face, Admins work hard, in this complex space, They handle policies, with attention and care, But there’s a solution that’s beyond compare.
PRE-CHORUS
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CHORUS
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VERSE 2
Standardize policies, that’s the key, For tenure, role, union status, you’ll see, PTO, bonuses, pay rates defined, Automation makes your workload more aligned.
PRE-CHORUS
Oh, payroll admins, the burden’s a load, But rule-based automation lightens the road, No more tiresome chores, no more dread, With Viventium, it’s smoother ahead.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
BRIDGE
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VERSE 3
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PRE-CHORUS
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CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
OUTRO
So if you’re a payroll admin, feeling the weight, Let Viventium’s Rule-Based Automation be your fate, No more worries, no more strife, With Viventium, you’ll transform your work life.
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 1
In the world of business, it’s a complex game, With factors and figures, it’s never the same. Decisions are key, they’ll determine your fate, So listen up closely, don’t be a bit late.
PRE-CHORUS
Gather your data, don’t let it fade, In the depths of spreadsheets, don’t let it cascade. Your HCM software, is it up to the task? To capture and store, to help you unmask.
CHORUS
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VERSE 2
Once the data’s collected, it’s time to report, But it can be daunting, that’s the common retort. Pre-built solutions, they’re your guiding light, Turning raw data into visions so bright.
PRE-CHORUS
No more manual hours, no errors in sight, With report library’s might, everything’s right. Payroll summaries, tax liabilities, and more, All in a flash, you’ll have what you adore.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
BRIDGE
Viventium’s here, with a passion so true, Constantly improving, for folks just like you. A Report Library, a gift from the stars, For data-driven dreams, it’ll take you far.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
OUTRO
So remember this lesson, in the business terrain, It’s all ’bout decisions, don’t let ’em wane. With data as your guide, and Viventium’s grace, You’ll conquer the challenges you’ll face.
