Respite, when the family needs a break

Respite on short notice that still bills right

Waiversoft lets respite providers cover the visits families ask for at the last minute: caregivers start an authorized visit that wasn't on the schedule, quarter-hour and day respite each count the way they bill, and every visit's note is approved before it reaches a claim.

Part of every Waiversoft plan · See pricing

Jayden Lewis

Respite · S5151UC and S5151UCSC

Week of Nov 2

Mon

Tue

4:00 – 8:30 PM

Respite · QH

Wed

Thu

5:15 – 7:45 PM

Respite · QH

Unscheduled

Fri

Sat

7:00 AM – 3:00 PM

Respite · Day

Sun

Quarter hours left · Nov

Days left · Nov

How it works

Respite doesn't keep a weekly pattern

A parent's late shift, a doctor's visit, a weekend away. Waiversoft is set up for visits that come up on short notice and don't repeat.

Short-notice visits

The family calls at 4 PM. The visit still counts.

A caregiver can start a visit that isn't on their schedule from the + button on their Shifts page, with one of their consumers, on a service authorized that day. It clocks them in like any visit and shows as Unscheduled in the office's Scheduling. If nobody clocked it, the office can record the past visit instead. More on scheduling and clock-in.

Units left show before you save a shift, and in the caregiver app
Coworker suggests who can cover an open shift
Turn unscheduled visits off in Preferences if you don't want them

Shifts

Start an unscheduled visit

Consumer

Jayden Lewis

Service authorized today

Respite - Quarter Hour58 left

Respite - Day3 left

Clock in

Shows as Unscheduled in the office's Scheduling

Quarter hour or day

Hourly respite and day respite, each counted its own way

Respite by the quarter hour (S5151UC) bills from the real clock times, each visit rounded to the nearest 15 minutes. Day respite (S5151UCSC) bills once per date: if a second visit lands on the same day, it is marked "Day already billed" and kept out of the claim file. Skilled respite by an LPN (T1005UCTE by the quarter hour, S9125UCTE by the day) is in the rate list too. For which code fits which visit, read our respite guide.

Pick the respite line from the iBudget rate list; code, rate, ratio and unit fill in
The record shows the units left on each line this month
A paid day keeps its unit when visits are re-counted

Claim preview · Jayden Lewis

Nov 1 – 15

DateCodeClock timesUnits

Nov 3S5151UC4:02 – 8:29 PM18

Nov 5S5151UC5:14 – 7:47 PM10

Nov 7S5151UCSC7:00 AM – 3:00 PM1

Nov 7S5151UCSC4:00 – 9:00 PM0

Day already billed · left out

Quarter hour: clock minutes ÷ 15

Day: each date counts once

Respite notes

A note about the evening, not a copy of last week's

The respite note template asks what a reviewer looks for after a family-relief visit: where you were, what you helped with (supervision, meals, getting ready for bed, homework), what the person chose to do, the goals worked on, how they responded and any health notes. Caregivers answer one question per screen or talk it through, and your office can edit the template's wording. See visit notes.

Flags notes that are too short, name no goal or repeat earlier notes
Spanish or Haitian Creole stays as spoken, with one tap to English
Caregivers can't change a note once it's saved; the office can

Respite note · Jayden Lewis

Question 2 of 6

What did you help Jayden with?

SupervisionMealsPersonal hygieneMedication reminderGetting ready for bedHomework

Draft

I was with Jayden at home this evening. He set the table on his own, then chose a board game over a movie… His mother got home at 8:00 PM.

Or talk it through as a voice note

Before the claim

Irregular visits, checked before they're billed

With visits scattered across the month, a missing clock-out is easy to miss. Billing holds back any visit with no clock-out, no note, an unapproved note or time over the daily limit, and shows you why. The rest go into the 837P file or the claim entry worksheet, and submitted visits drop out of future files. More on billing.

Every claim line in a preview before you download
Submitted and paid dates and claim numbers per visit
Correct clock times after the fact; every change is logged

Billing · Respite · Nov 1 – 15

2 ready · 2 held

Devon Pierce · Nov 3

Clocked out, note approved

Angela Morris · Nov 5

Note waiting for approval

Carlos Mendoza · Nov 6

No clock-out

Devon Pierce · Nov 7

Clocked out, note approved

Download 837PClaim worksheet

Also for respite

The small things short-notice visits need

Visit not started

An alert when a caregiver hasn't clocked in 15 minutes after the start.

Missed clock-out

An alert when someone is still clocked in an hour after the end.

Open shifts

Upcoming visits without a caregiver show on your dashboard.

Care team ahead of time

Assign caregivers to a consumer before any shift exists, so they can take the next call.

Pay per day or per hour

Set a different pay rate per service, including per day for day respite.

Complete a visit for a caregiver

Enter times for a visit nobody clocked; it's marked office-entered.

Note helpers in three languages

English, Spanish or Haitian Creole for each caregiver.

Caregiver app

On the iPhone or in any phone browser, with each caregiver's own visits and units left.

Getting started

Ready for the next respite call

Add the respite lines

Enter the authorization's quarter-hour and day lines, or give Coworker the PDF to read for you to approve.

Build the care team

Assign the caregivers who can cover each family, so any of them can start a visit when asked.

Approve and bill

Approve each note, preview the period and download the claim file.

FAQ

Questions about respite in Waiversoft

Can a caregiver start a respite visit that isn't on the schedule?

Yes, if your agency leaves unscheduled visits on (they are by default). The caregiver picks one of their consumers and a service authorized that day, and the visit shows as Unscheduled in Scheduling.

How are quarter-hour respite units counted?

From the clock-in and clock-out times: each visit's minutes divided by 15 and rounded to the nearest unit.

What happens with two visits on a day respite date?

The date counts once. The first visit keeps the day's unit and the other is marked "Day already billed" and left out of the claim file. Whether a day qualifies for the day code is set by APD's rules, not checked by Waiversoft; our respite guide covers them.

Do you support skilled respite?

Yes. Skilled Respite - LPN by the quarter hour (T1005UCTE) and by the day (S9125UCTE) are in the rate list when you add an authorization line, and bill by those units.

What does it cost?

Respite is part of the one Waiversoft plan, $20 per consumer per month. Office staff and caregivers are free.

More of the Waiversoft platform

Consumer recordsPlans, authorizations, notes and documents Caregiver filesScreenings and trainings, tracked before they expire Scheduling & EVVShifts matched to authorized units Visit notesNotes checked for compliance before you approve BillingClaims checked against authorizations E-signConsents and agreements signed in the app PayrollPay from approved visits, with direct deposit files

Run the whole agency from one system.

Book a 20-minute walkthrough and see how agencies handle records, scheduling, EVV, notes, and billing in Waiversoft.

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