Using Data for Caregiver Retention & Recruitment

Caregiver retention and recruitment have never been more critical for home care agencies. But hiring and retention don’t need to rely on guesswork.

Your agency likely already collects a wealth of data that, if put to use strategically, can reshape your staffing approach and create a more stable, reliable workforce. Here’s how smart home care agencies are using data tools in home care management software systems, such as Rosemark, to improve in these areas.

Leveraging Data for Smarter Recruitment

Recruitment is more than filling open shifts. It’s about hiring the right people to meet the specific needs of your agency and your clients.

Systems like Rosemark give agencies the ability to track and analyze key data points about caregiver behavior, helping you fine-tune your recruiting strategy.

Track Caregiver Behavioral Patterns

By logging every caregiver call-off – whether it’s an Employee Cancelled (EC) or an Employee Cancelled With Notice (ECN) – you can start identifying scheduling trouble spots.

Are call-offs more frequent on certain days or times? That’s a strong indicator of where your agency needs more reliable coverage.

You might have a caregiver who is chronically late or another who clocks out early frequently. You might not notice until you begin looking at your data.

Why does this matter? First, your reputation could be harmed if clients begin leaving negative reviews on search engines like Google or social sites like Facebook.

Second, if your agency is billing Medicaid for those troubled shifts, this affects your bottom line. You’re only able to bill based on the time your caregivers are with the client. If they leave early or arrive late, you can lose a unit or two. That can quickly add up to considerable revenue lost.

Tardies and Early Departures Matter

Shifts marked as “Tardy” (late arrival) or “Did Not Finish” (early departure) provide insight into existing gaps in performance. This helps you paint a clearer picture of the qualities you need in new hires – reliable caregivers who show up on time and see their shifts through.

This data can directly inform your job postings, helping you recruit caregivers who are available when your agency needs them most.

This starts at the hiring stage. If you hire 10 caregivers who all want to work 9 am to 5 pm, but you only have clients who need service from 5 to 10 pm, you’ve already created a challenge for your agency.

Why Are You Losing Leads?

It’s not just caregiver data that matters. Client data plays a big role, too.

If you’re losing potential clients, Rosemark’s customizable Loss Indicators Report can help you understand why.

Each time a lead doesn’t convert, you can track the reason:

• Price sensitivity
• Availability issues
• Service types not offered
• Out of your service area

Over time, this gives you a powerful dataset to refine not only your services but also your recruitment efforts.

In some cases, understanding why a lead didn’t convert can point to staffing gaps you can fix.

• Is a service area expansion necessary?
• Do you have unserved clients because you don’t have enough caregivers with reliable transportation?
• Do more caregivers who live in a specific part of town need to be hired?
• Are you waiting on licensure for state Medicaid or the Veterans Administration?

You may even be able to reach back out to that client once you’ve filled those gaps, turning a lost lead into a loyal client.

Rosemark’s Job Application

A strong applicant pool starts with visibility. Rosemark’s job application can be shared widely – on your website, job boards, and social media channels – ensuring you cast a wide net. But beyond reach, it also collects meaningful data that helps you filter for the right fit.

Bonus: Since the Rosemark Job Application is integrated with the system, a new profile for the applicant is created as soon as an application is completed.

By gathering the right info upfront, you’re better positioned to onboard caregivers who match your agency’s needs in both skill set and availability.

Using Data to Improve Retention

Caregiver retention often boils down to two things: how supported your caregivers feel and whether the work fits their lives. Data-driven pay structures can make a big difference.

Incentivize Hard-to-Fill Shifts

Using Rosemark’s Pay/Bill Rules, you can easily add premiums for weekend shifts, short shifts, or more demanding service types. Assignment-level pay rates take it even further, giving you the flexibility to offer higher pay for specific cases or difficult assignments.

CareCrown Partnership: Rewarding Good Habits

Caregiver retention is also about recognition. With Rosemark’s CareCrown integration, caregivers receive monetary incentives for good EVV practices, like clocking in/out on time, performing assigned tasks, etc. This not only rewards your staff, but it also improves your agency’s EVV compliance, saving you time on billing and payroll corrections.

Tapcheck: Provide Financial Flexibility

Real-time access to earned wages through our partner Tapcheck gives caregivers the financial breathing room they sometimes need. It’s especially helpful for those living paycheck to paycheck, as many caregivers do. When your agency supports caregivers’ financial wellness, you build loyalty and reduce turnover.

Implementing Your Data Strategy

Want to make data-driven recruitment and retention a reality? Here’s a simple starting framework:

1. Identify Trouble Spots
   Use Rosemark to analyze call-offs, tardies, and early departures. Look for patterns and recurring pain points.
2. Maintain a Consistent Loss Indicator Process
   Know why you’re losing leads. This will help you uncover service or staffing gaps and convert missed opportunities in the future.
3. Audit Your Job Application Visibility
   Make sure your application is updated, optimized, and posted where your ideal caregivers are looking.
4. Incentivize Your Care Staff
   Use Rosemark’s Pay/Bill Rules, CareCrown, and TapCheck to create a better work experience for your staff.
5. Check In Regularly
   Don’t let your strategy go stale. Re-assess your data and staffing needs often so you can adjust quickly.

Caregiver retention and recruitment in home care are real challenges, but they’re also real opportunities. By letting your data lead the way, your agency can move beyond reactive hiring and purposefully build a stronger, more resilient team that’s ready to deliver high-quality care every day.

For more information on Rosemark’s tools, features, and reports or additional details about CareCrown or Tapcheck, reach out to a member of the Customer Success team.