Caregiver Deluxe helps families and small care teams document home care: daily care journals,
medications, care tasks, observations, visit details, and shareable reports. This guide walks
through everything caregivers and Care Group Admins need. Use the contents below to jump to a topic,
check the FAQ, or contact support.
RolesCaregiver — logs daily care.
Care Group Admin — manages clients, caregivers, medications, and settings for one family/Care Group.
1. Getting started & roles
Caregiver Deluxe is a web app — open it in a browser (Google Chrome is recommended, especially for
voice dictation). There is nothing to install. Your data lives on the Caregiver Deluxe server and is
scoped to your Care Group (your family). Members of other Care Groups can never see your data.
Who does what
Caregiver — signs in with a short PIN to record each day's care for a client.
Care Group Admin — sets up clients and caregivers, assigns medications, decides which
care tasks caregivers see, and runs reports. The Admin can also do everything a caregiver does.
2. Logging in
Caregiver sign-in
Open the app and choose the caregiver login.
Enter your Care Group name, your username, and your PIN.
Select the client you're caring for to open their daily log.
Forgot your PIN? Your Care Group Admin can reset it for you — PINs aren't emailed for security.
Care Group Admin sign-in
Open Admin Setup and sign in with your Care Group name, admin username, and password.
From here you manage clients, caregivers, medications, task rules, and settings (see
Admin Setup).
3. The daily care log
After signing in and selecting a client, you'll see the daily log. Fill in the parts that apply —
most fields are optional — then sign and save. A typical visit:
Visit Details — type of service, shift hours, and location (see section 4).
Medication Log — record the times each medication was actually given (see section 5).
Daily Task Timeline — add the care tasks you performed, with times (see section 6).
Daily Observations — quick notes on mood, appetite, fluids, sleep, and bowel/bladder.
Journal Notes — a free-text summary of the day.
Digital Signature — sign to certify the services were provided as documented.
Save Entry — the button briefly shows Saving… then a green ✓ Saved when it's stored.
Use New Entry to start a fresh day, or Clear Form to reset the current one.
You can edit any saved entry later from Saved Entries.
4. Visit details (EVV)
The Visit Details section captures the visit facts used for Electronic Visit Verification (EVV) record-keeping:
Type of service — choose the service category for this visit (e.g., Personal Care,
Companion Care, In-Home Respite). The dropdown remembers your last choice so you usually won't re-pick it.
Shift start / end (time in / out) — set with the hour : minute : AM/PM dropdowns, or tap
Now. These default to 9:00 AM–5:00 PM and are fully editable.
Location of service — auto-fills from the client's home address; edit it if care was provided elsewhere.
Capture GPS — optionally record your current coordinates (your browser will ask permission).
These are manual record-keeping entries, not an official payment time clock.
Paid EVV clock-in/out is handled by your state's EVV system (for example, Consumer Direct / CareDirect). See section 11.
5. Medications
Medications are assigned to a client by the Care Group Admin and then logged each day by the caregiver.
For caregivers
The Medication Log lists the client's assigned medications and their scheduled (dispense) times.
For each medication, enter the actual time(s) it was given that day. A medication with no recorded
time appears as "unrecorded" in reports.
For admins (assigning medications)
Search for a medication by name. Caregiver Deluxe looks it up (using the RxNorm drug database) and offers its
real strengths and forms, plus brand-name aliases.
A strength guard blocks adding a medication with a strength/form that isn't one of its valid options,
to prevent bad data.
Interaction warnings are shown for the medications assigned to a client when a known interaction exists.
Medication interaction data is provided for awareness and is not a substitute for a pharmacist's or
physician's review. Always confirm with a healthcare professional.
6. Task timeline & observations
Daily Task Timeline
Click Add Timeline Item to log a care task: a time, a Task Type, optional details,
and a Completed checkbox. The Task Type list shows only the tasks your Care Group Admin has marked
Visible to Caregivers. Some tasks may be marked Required.
Don't see a task type you expected? Your Admin controls which tasks appear — ask them to enable it in
Admin Setup → task types.
Daily Observations
Quick dropdowns for Mood/behavior, Appetite/meals, Fluid intake, Sleep/rest, and Bowel/bladder, each with an
optional note. Leave any set to "Not noted" if it doesn't apply.
7. Saved entries
The Saved Entries list shows past entries. You can:
Search by notes, caregiver, or client.
Filter by client.
Edit an entry to correct or add information, then save again.
Delete an entry (you'll be asked to confirm).
8. Reports (PDF, email, CSV)
Open Journal Reports to generate a report. Choose a report type:
Daily Care Journal — the full day-by-day record (visit, medications, tasks, observations, notes).
Client Notes & Observations — visit, observations, and journal notes.
Caregiver Activity — a summary per caregiver.
Missed / Unrecorded Medications — medications with no recorded administration time.
Pick a client and a date range (week, month, year, custom, or all), then:
Download PDF — saves a printable PDF.
Email PDF — enter a recipient address; the report is emailed from reports@caregiverdeluxe.net.
Download HTML / Export CSV — for printing or spreadsheets. The CSV includes a
Service Type column and all visit fields.
Emailing health information by regular email is not end-to-end encrypted. It's fine for family use;
review your own requirements before sending protected health information to third parties.
9. Voice dictation
Notes fields have a microphone button so you can dictate instead of typing. The first time you use it, you'll see a
privacy notice to accept.
Voice dictation works in Google Chrome. In browsers that don't support it, the button is hidden — just type.
Chrome sends the audio to Google for transcription, so review what you dictate before saving — and consider this when
dictating sensitive health details.
Accuracy can stumble on drug names, so the recommended flow is dictate, then edit.
10. Admin Setup (Care Group Admins)
Admin Setup is where you configure your Care Group:
Manage Clients — add a client, or remove one (removal is a soft delete; history is kept).
Client Profile — address (with autocomplete), phone, emergency contact, and other details.
Caregiver Accounts — add caregivers, set/reset PINs, and set each caregiver's default shift times.
Medications — assign medications to clients (see section 5).
Task Types / Rules — for each task choose Visible to Caregivers, Required Daily,
minimum occurrences per day, and whether task-specific notes are required. Add custom tasks too. Click
Save Task Rules — you'll get a confirmation showing how many tasks are now visible.
Session Policy — how long caregiver sign-ins last.
Admin Settings — general settings for your Care Group.
The caregiver Task Type dropdown mirrors your Task Rules exactly: only tasks set to
Visible = Yes appear, and Required tasks are flagged. Turn a service like "Medication" on here and it shows up for caregivers.
11. EVV & compliance
The 21st Century Cures Act requires six pieces of information for each Medicaid-funded personal-care/home-health visit.
Caregiver Deluxe captures all six on every entry:
EVV element
Where it lives in Caregiver Deluxe
Type of service
Visit Details → Type of service
Individual receiving service
The client on the entry
Date of service
The entry date
Location of service
Visit Details → Location (and optional GPS)
Individual providing service
The signed-in caregiver
Time service begins & ends
Visit Details → Shift start / end
Important: Capturing these six fields makes Caregiver Deluxe excellent documentation,
but full regulatory EVV also requires electronically verified visit times (GPS/telephony/biometric, not a manually
typed time) and submission to your state's EVV aggregator. Caregiver Deluxe records times manually and does not transmit
to an aggregator, so it complements — it does not replace — your official EVV system (e.g., Consumer Direct / CareDirect).
For anything affecting billing or an audit, confirm requirements with your program, MCO, or advisor.
12. Privacy & security
Your data is isolated to your Care Group — other families cannot see it.
Caregivers sign in with a personal PIN; admins use a password. Keep these private.
Health information sent by email is not end-to-end encrypted; use good judgment about recipients.
Voice dictation in Chrome routes audio to Google for transcription (see section 9).
Frequently asked questions
I forgot my PIN or password. How do I reset it?
Caregivers: ask your Care Group Admin to reset your PIN. Care Group Admins: use your account recovery / the platform
administrator. Credentials are never sent by email.
A task type I expected isn't in the caregiver dropdown. Why?
The caregiver list shows only tasks the Admin has set to Visible to Caregivers. Open Admin Setup → task types,
set the task to Visible = Yes (and Required if you want), and save. It will then appear for caregivers.
How do I add "Medication" (or another service) to the task list?
It's a built-in task that may be turned off for your Care Group. In Admin Setup → task types, set Medication to
Visible = Yes and save.
How do I email a report? Who is it from?
Open Journal Reports, choose the type/client/date range, click Email PDF, and enter the recipient.
It's sent from reports@caregiverdeluxe.net.
My emailed PDF looked blank once — what happened?
That was a known issue that has been fixed. Make sure you're on the current version (hard-refresh with Ctrl+Shift+R).
If a PDF ever looks empty, regenerate it; if it persists, contact support below.
Is Caregiver Deluxe EVV compliant?
It captures all six EVV data elements and is strong documentation, but it is not a replacement for your state's
official EVV system, which also requires electronically verified times and submission to a state aggregator. See
EVV & compliance.
How does medication interaction checking work?
Caregiver Deluxe matches the client's assigned medications against a known-interactions database (built on RxNorm).
Warnings are for awareness only — always confirm with a pharmacist or physician.
Can I use the app offline?
No — Caregiver Deluxe saves to the server, so you need an internet connection when you save an entry.
Voice dictation isn't showing or isn't working.
Use Google Chrome — dictation isn't available in some other browsers, where the mic button is hidden. Allow microphone
access when prompted, and dictate-then-edit since drug names can be misheard.
How do I correct a mistake in a saved entry?
Open Saved Entries, click Edit on the entry, make your changes, and save again.
Which browser should I use?
Google Chrome is recommended for the best experience, including voice dictation.
Contact support
Can't find an answer? Send us a message and we'll reply by email. You can also email
support@caregiverdeluxe.net directly.
