Sunny Valley HC Ops Portal — An operating system for home care agencies

01 · THE PROBLEM

Home care owners are drowning in operational chaos.

Scheduling lives in AxisCare. Compliance deadlines live in the RN's head. Financials live in QuickBooks. Reviews live in Google. Marketing lives in Canva. Nothing talks to anything. The owner runs the agency from a dozen browser tabs and a running Slack of "did anyone follow up on…"

⚠️

Missed shifts = client safety risk

A caregiver no-show on a high-acuity client isn't a staffing problem — it's a compliance incident. By the time the office finds out, it's late.

📋

Compliance anxiety

Texas HCSSA surveys require binders of training records, competency checklists, assessment signatures. "Are we ready?" has no cheap answer.

🔄

Caregiver churn bleeds revenue

30-60% annual turnover is industry standard. Every replacement costs $3-5k in recruit + train + ramp. Nobody's watching the flight-risk signals until it's too late.

💸

AR leaks for months

Private-pay clients slip 30, 60, 90 days overdue. VA billing gets rejected for missing signatures. Nobody has the bandwidth to chase it weekly.

📈

Marketing runs on vibes

"Which referral sources are working?" gets a shrug. Newsletters go out when someone remembers. Google reviews go unanswered for weeks.

🧠

Knowledge stays in the owner's head

If the clinical lead's on vacation, no one knows which clients have DNR orders, which caregivers need their CPR cert renewed, or what last month's QAPI score was.

02 · THE SOLUTION

One portal. All the data. AI at every layer.

Every morning at 8 AM, the portal pulls fresh data from AxisCare, runs it through rule engines for every operational domain (scheduling, compliance, retention, marketing, clinical), and publishes results to 18+ dashboards — plus sends a daily briefing email to the owner and operations team.

Daily AxisCare pull — clients, caregivers, visits, credentials, custom forms
Python rule engines per domain (compliance, retention, ROI, staffing)
Base44-hosted portal with RBAC (Owner / Clinical / Scheduler / Marketing roles)
Daily email briefings to the owner, RN, HR, and scheduler
AI "Business IQ" — ask questions in natural language
Leadsnap live heatmap + local SEO + review monitoring embedded

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📰

Newsletter Builder Screenshot

portal.sunnyvalley.com

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03 · FEATURE TOUR

18 pages. Every domain of the agency.

From the morning operational pulse to the Sunday-night strategic read — every workflow has its own page.

📋

Daily Briefing

Today's schedule, unassigned shifts, yesterday's verification rate, payroll watch. Emailed at 8 AM + live on the portal.

📅

Monday Digest

Weekly executive summary: schedule integrity, QAPI readiness, action queue, watchlist caregivers, revenue run-rate.

👑

Owner's Strategic Brief

Sunday-night read for the owner: revenue, headcount changes, business development, clinical risk, top referral sources.

✅

QAPI Compliance

HCSSA Phase 1 readiness score with check-by-check findings. Green / Yellow / Red status with audit trail.

🩺

Triage & Acuity Staffing

High-acuity client roster, caregiver competency matching, triage review queue, critical misassignments.

⭐

Caregiver Reliability

30-day scoreboard ranking every caregiver on no-shows, late clock-ins, cancellations. Gold / Silver / Coach / Watchlist badges.

💔

Retention Radar

Flight-risk scoring for every caregiver — reasons, anniversaries, birthdays, milestone check-ins. Retention at a glance.

🗓️

Schedule Integrity

Recurring schedule vs reality. Missing visits, broken patterns, integrity %. The scheduler's daily work queue.

📍

GPS & Distance Monitor

EVV clock-in anomalies — catches "buddy punches" and data-entry errors. Mandatory for Medicaid compliance.

📣

Referral ROI

Every referral source ranked by annualized revenue. Which partners are hot, which have gone cold, who's unattributed.

🎓

Training Assignments

Every active caregiver mapped to their HCSSA training queue. Onboarding + specialty + annual, prioritized by acuity exposure.

🩻

RN Delegation

Workstream tasks + CEU tracker for the RN leading the agency's transition to RN-delegated care. Every task with resource links.

🤖

Business IQ AI

Ask your agency anything. "Who's at flight risk this month?" "How's QAPI trending?" "Which referral sources went cold?" Every answer cites its source.

📰

Newsletter Builder

One-click auto-draft for Client and Caregiver newsletters. Live stats auto-fill the intro; marketing edits from a warm start.

📱

Social Calendar

Content generator for FB / IG / GBP / LinkedIn. Pick a type, pick platforms, click Generate — four platform-tuned drafts in seconds.

🌎

Local SEO

Leadsnap geo-grid heatmap embedded live. Top-10 competitor intel, review monitoring, citation consistency.

💰

KPI Bonus Dashboard

Per-role performance pay tracking — HR, scheduler, clinical, marketing. Current earnings, tier progress, bonus-on-track.

📊

Royalty Report

Auto-drafts the Franchisor's weekly royalty submission — schedule details, terminations, revenue. 30-min Monday chore becomes 2 minutes.

04 · WALKTHROUGH

Six moments that change how you run the agency.

MOMENT 1

See who's about to leave — before they do

Retention Radar scores every active caregiver on flight risk using no-show patterns, hour drops, cancellation history, and engagement signals. Bands them into High / Concern / Watch / Low with the specific reasons. AxisCare doesn't do this — turnover stays a surprise. Here it's an early warning system.

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💔

Retention Radar Screenshot

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⭐

Caregiver Reliability Screenshot

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MOMENT 2

A scoreboard for every caregiver, every month

30-day rolling reliability score per caregiver: no-shows, late clock-ins, on-time rate, cancellation breakdown by source. Gold / Silver / Coach / Watchlist badges make coaching priorities obvious. AxisCare tracks individual events; this rolls them into a fairness-to-the-team scoreboard nobody else builds.

MOMENT 3

The Sunday-night strategic read

Weekly executive brief built for owners — past-week revenue, next-week projection, headcount changes, schedule integrity, GPS coverage, clinical risk concentration, referral pipeline, and top sources by annual run-rate. Read Sunday evening; walk into Monday already mapped out. Pairs with the Monday team digest.

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👑

Owner's Strategic Brief Screenshot

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✅

QAPI Readiness Screenshot

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MOMENT 4

Compliance you can prove

QAPI Phase 1 check-by-check: terminated caregivers still on schedule, orientation gaps, stale assessments, open compliance tasks. Green/Yellow/Red status with every finding linked to the source record. Survey day becomes a printout, not a panic.

MOMENT 5

A workspace for your RN's delegation transformation

31 workstream tasks across Fast Lane, CEUs, Caregiver Academy, Marketing, Tech, HR, and Governance — each with full instructions, dependencies, and resource links to BON Rule 225 / TAHCH / Slusher Consulting. Plus a CEU tracker counting hours toward the RN's renewal deadline. Most agencies don't have anything like this.

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🩻

RN Delegation Screenshot

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💰

KPI Bonus Dashboard Screenshot

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MOMENT 6

Performance pay, automated

Per-role bonus dashboard tied to outcomes — HR (hires, time-to-hire, 30-day retention), Scheduler (schedule integrity, same-day coverage), Clinical Lead (QAPI score, triage coverage, on-time reassessments), Marketing (new leads, GBP reviews, newsletter on-time). Bronze / Silver / Gold tiers with transparent math, current earnings vs cap. Motivates staff without you running spreadsheets every payroll.

05 · UNDER THE HOOD

A pipeline, not a product.

The portal is a stack of proven open pieces — no proprietary black boxes, no vendor lock-in.

🗂️

SOURCE

AxisCare API

Clients, caregivers, visits, credentials, custom forms.

⏱️

SCHEDULE

GitHub Actions

Cron jobs Mon-Fri 8 AM + Sun 7 PM.

🐍

LOGIC

Python rule engines

One module per domain — QAPI, retention, ROI, compliance.

🏗️

PORTAL

Base44 + Deno

Pages, RBAC, entities. Native AI chat + share tokens.

📬

DELIVERY

Email + portal

Daily briefing + weekly digest + owner strategic brief + live dashboards.

Connected tools

AxisCare QuickBooks Online MailerLite Relay Bank Leadsnap Rallio Google Business Profile Gmail SMTP Base44 1st PassSage (coming soon)

Run your home care agency from one portal.

Home care owners are drowning in operational chaos.

Missed shifts = client safety risk

Compliance anxiety

Caregiver churn bleeds revenue

AR leaks for months

Marketing runs on vibes

Knowledge stays in the owner's head

One portal. All the data. AI at every layer.

18 pages. Every domain of the agency.

Daily Briefing

Monday Digest

Owner's Strategic Brief

QAPI Compliance

Triage & Acuity Staffing

Caregiver Reliability

Retention Radar

Schedule Integrity

GPS & Distance Monitor

Referral ROI

Training Assignments

RN Delegation

Business IQ AI

Newsletter Builder

Social Calendar

Local SEO

KPI Bonus Dashboard

Royalty Report

Six moments that change how you run the agency.

See who's about to leave — before they do

A scoreboard for every caregiver, every month

The Sunday-night strategic read

Compliance you can prove

A workspace for your RN's delegation transformation

Performance pay, automated

A pipeline, not a product.

AxisCare API

GitHub Actions

Python rule engines

Base44 + Deno

Email + portal

Connected tools

What's next.

Today

Q2 2026

Q3 2026

Want this for your agency?