Stop Playing Dispatcher.
Scale Your Care Team.
Don't let 5 AM call-outs disrupt your business. Offload shift scheduling, compliance tracking, timesheet prep, and client communication to a highly-trained Caretaker Operations VA. Managed by a dedicated Project Manager at zero platform fees.
0
Missed Shifts
100%
Compliance QA
70%
Cost Reduction
Quality Assurance
Schedules Audited by Agency PM
Operations Built for Field Teams
Your time should be spent growing your agency and building client relationships, not playing schedule Tetris. Let our managed VAs handle the operational grind.
Shift Scheduling & Dispatch
Managing master schedules. Handling sick calls, finding emergency coverages, and ensuring every client visit is fully staffed and dispatched correctly in your software.
Compliance & Credential Tracking
Maintaining your caregiver database. Tracking expiring driver's licenses, background checks, and certifications, and sending automated reminders to staff to update them.
Client & Family Communication
Acting as the reliable point of contact for schedule changes. Sending daily or weekly care log summaries to clients' family members to maintain high satisfaction.
Timesheet Reconciliation
Auditing GPS clock-ins and clock-outs. Fixing missed punches, cross-referencing scheduled hours vs. actuals, and prepping clean reports for your payroll processor.
Recruiting & Onboarding Admin
Posting job ads, filtering initial applicants, scheduling interviews for your managers, and sending digital onboarding packets to new caretakers via DocuSign.
Uncompromising Quality Control
Every schedule change and compliance update is audited by your dedicated Project Manager. Zero management overhead.
Discuss Agency OpsThe Agency Tech Stack
Proficient in Top Management Tools
Our VAs hit the ground running. You just grant them secure access to the scheduling and HR software your agency already uses.
The Smart Choice for Agency Owners
Why growing care agencies choose Sagedoer's managed model over hiring random freelancers or local dispatchers.
Freelancers & Local Hires
Coverage Gaps
If your local dispatcher calls out sick, you are stuck answering the phones at 6 AM.
Tone & Empathy
Unvetted freelancers often lack the delicate communication skills needed when speaking to clients' families.
Management Burden
You must constantly QA their scheduling changes and audit their timesheet reports line-by-line.
Overhead Costs
Local staff require payroll taxes, office space, and benefits. Platforms charge 20% markups.
Managed Care VA
Reliable Coverage
If a VA is sick, the PM immediately swaps in a cross-trained backup. Operations never stop.
Tone & Empathy
VAs are vetted for professional English and trained on empathetic communication protocols.
Management Burden
Dedicated PM handles all software training, delegation, and QAing for free.
Predictable Costs
0% Hidden Fees. Pay a flat hourly rate ($6-$7/hr) purely for execution.
Seamless Agency Onboarding
Integrate a scheduling coordinator into your business safely in just a few days.
Submit Requirements
Share your team size, software stack (e.g., ClearCare), and the specific shifts or tasks you need covered.
Finalise Security
Our PM sets up secure access protocols, outlines the escalation rules for emergencies, and assigns the VA.
Expert Execution
Your VA starts monitoring schedules and calling staff. The PM audits the initial communication to ensure perfect tone.
Pay Only for Output
We log and charge exclusively for the VA's actual working time. The PM's oversight is completely free.
Transparent, High-ROI Pricing
Scale your agency's operations without the massive payroll overhead of local staff.
Part-Time
20 Hours Per Week
Est. $560 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free software QA auditing
- Zero setup or onboarding fees
- No monthly membership charges
Full-Time
40 Hours Per Week
Est. $960 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free software QA auditing
- Zero setup or onboarding fees
- No monthly membership charges
Frequently Asked Questions
You simply set up call routing or provide them a seat on your VoIP system (like RingCentral, Dialpad, or OpenPhone). They answer professionally using your agency's name and follow your exact scripts for caretakers calling out or clients needing assistance.
Yes. We understand that caretaking is often a 24/7 business. Depending on your needs, we can staff VAs to cover specific early morning "call-out" shifts or weekends to ensure empty shifts are filled before the client notices.
Yes. If you operate in the healthcare or senior care space, we understand the importance of HIPAA and privacy. We sign strict NDAs (and BAAs where applicable), and our VAs operate under clean-desk policies, working directly within your secure software environments.
The PM acts as your Operations Director. Instead of you micromanaging the VA, you give your scheduling protocols to the PM. The PM trains the VA on your software (like ClearCare), audits their compliance tracking sheets, and randomly reviews call logs to ensure they sound professional and empathetic. This oversight is provided at zero extra cost.
Scale your field ops.
Contact us to discuss your team size and software stack. We can integrate a highly-trained VA into your agency rapidly.
Request an Ops Audit
Fill out the form below and a PM will reach out shortly.