A Home Care Agency Fills Caregiver Shifts With an AI Scheduler Instead of Hiring a Second One
An AI helper offers an open care shift to many aides at once.
What happened A Denver home care agency with about 150 caregivers skipped hiring a second scheduler and brought in an AI assistant. In one week it filled 76% of 85 open shifts, averaging 20 minutes per fill.
Who this is about: Home care agency (Touching Hearts at Home, Denver, about 150 caregivers)
What it takes
- Cost
- Price on requestNo public price. Month-to-month, with no payment until it's filling shifts; pricing comes through a demo.Price checked Oct 15, 2026 on phoebe.work. Prices change; check before you buy.
- Setup time
- A few weeksOur estimate from the source, for one business.
- Skill needed
- No codeApps and settings only.
Explain it simply
A home care agency has to find a caregiver for every open shift. That often means one person calling people one by one. Here, an AI helper contacts the qualified caregivers at once by phone and by text. It offers the shift, answers questions, and explains the care plan. Staff then spend more time checking on clients.
What was done
The agency runs several thousand hours of care a week with one full-time care coordinator handling most scheduling, and the phone "rings off the hook" with caregivers asking about schedules, changes and time off. Heading into a growth year, the co-owners decided not to hire a second scheduler and to put the money toward caregiver pay instead.
They brought in Phoebe in December 2025 alongside their WellSky scheduling system.
Phoebe offers shifts, answers questions and follows up with every qualified caregiver at the same time rather than working a call list one name at a time. It also walks caregivers through care plans before visits. The agency followed the vendor's recommended steps to introduce it to caregivers, trained the on-call team on it so after-hours callouts are handled the same way, and is cross-training the whole office.
How it went
Phoebe logged about 172 hours of calls and texts in 30 days, including about 100 hours of phone time, close to a full-time employee's month. In one week it filled 76% of 85 open shifts, averaging 20 minutes per fill. Before the July 4th weekend the schedule was cleared for that week and the next.
- Staff time moved to reviewing care logs, recommending resources and check-in calls, and the owners say they see better client and caregiver retention. The care coordinator was skeptical at first but came around.
- All figures come from the vendor's customer story with the co-owners' quotes, not an independent audit, and no cost is given.
Prompt
1. Connect the AI scheduler to your scheduling system (here, WellSky) so it only offers shifts to caregivers qualified for that client.
2. Introduce it to caregivers before go-live, so they know who is texting.
3. Train the on-call team on it too, so weekend callouts follow the same process.
4. Track weekly: open shifts sent out, % filled, average time to fill, and hours of outreach handled.
5. Move freed staff time to care-log reviews and client check-in calls.Our checklist from the case study. Not Phoebe's settings.
Business fit
Who this helps, and how:
Home care and staffing agencies: let AI do the first round of shift outreach to everyone qualified at once, and keep people for the judgment calls.
Local & serviceAny business that fills shifts by phone: measure fill rate and time-to-fill before and after, as this agency did.
Local & serviceOwners deciding whether to hire: compare the cost of an AI tool with a full-time hire's salary and benefits.
Your turn
Ideas to try on your own work. These are starters, not results anyone has measured.
- Which open shift still means calling people one by one?
- What must a caregiver know before they say yes to a shift?
- Where would you want a person to step in before a shift is filled?
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Similar tools
Other tools for this job, and how they differ. Chosen by our editors, never paid for.
- AxisCare
Home care software with scheduling and caregiver communication.
- AlayaCare
Home care platform with scheduling and workforce tools.
“Vendor or secondhand” (grade C) means: A tool maker's case study, a promotional demo, or someone else's write-up. How we grade. Spotted a mistake? Suggest a correction.