Welcome to Joan’s Caregiver Pro

1. Getting started & roles

Joan’s Caregiver Pro 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 Joan’s Caregiver Pro 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

1. Open the app and choose the caregiver login.
2. Enter your Care Group name, your username, and your PIN.
3. Select the client you're caring for to open their daily log.

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:

1. Visit Details, type of service, shift hours, and location (see section 4).
2. Medication Log, record the times each medication was actually given (see section 5).
3. Daily Task Timeline, add the care tasks you performed, with times (see section 6).
4. Daily Observations, quick notes on mood, appetite, fluids, sleep, and bowel/bladder.
5. Journal Notes, a free-text summary of the day.
6. Digital Signature, sign to certify the services were provided as documented.
7. Save Entry, the button briefly shows Saving… then a green ✓ Saved when it's stored.

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).

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. Joan’s Caregiver Pro 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 information is shown for the medications assigned to a client. It comes from two free, citable sources: a published expert list of high-priority drug interactions (the ONC list, with drug classes from the U.S. National Library of Medicine), and the FDA prescribing information for each active ingredient (openFDA / DailyMed). Every warning names its source and, for label findings, quotes the label sentence and links to the label on DailyMed.
• Each warning carries a plain-language level: Do not combine, contraindicated, Major, Moderate, Minor, or Mentioned on FDA label (the label names the other drug or its class; it is evidence to raise with the pharmacist, not a graded interaction).
• I have seen this records your name and the time (and an optional note such as "called pharmacist, OK to continue"). It never hides the warning; it shows the team who has reviewed it.
• A Not checked box lists any medication that could not be checked (no RxNorm code or no recognised active ingredient, for example a multivitamin). Ask the pharmacist about those directly. Re-check now re-runs the check after medications change; the list also refreshes automatically when a medication is added or removed.

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.

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@joanscaregiverpro.com.
• Download HTML, a self contained copy you can print or keep.

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 with a PIN, set each caregiver's default shift times, and remove accounts that are no longer needed.
• 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.

11. EVV & compliance

The 21st Century Cures Act requires six pieces of information for each Medicaid-funded personal-care/home-health visit. Joan’s Caregiver Pro captures all six on every entry:

Plans & billing

Joan’s Caregiver Pro has five plans. Every plan includes the full app — medications with interaction checks, the daily care journal with photos, care-team messaging, record history, reports and the Windows desktop app — and an administrator login. Plans differ only in how many caregiver logins and care recipients can be active at once.

• Choosing a plan. Pick the plan when you create your Care Group, or change it later from your account page (Care Group Administrators only).
• Reaching a limit. When you try to add a caregiver or care recipient beyond your plan, the app tells you and points you to the account page. Deactivated caregivers and care recipients don’t count toward the limit.
• Changing plans. Upgrades take effect immediately through the secure Stripe billing portal (Manage billing on the account page). Nothing is deleted when you change plans.
• Billing. Individual, Family and Family Plus begin with a 30-day free trial; your card is collected up front but not charged until the trial ends. Agency plans are billed when you subscribe. Cancel anytime; access continues to the end of the paid period.
• Existing Care Groups. Care Groups created before September 2026 keep the terms they signed up with until they change plans.

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

Where does the medication interaction information come from, and does "nothing found" mean the medications are safe?

From the ONC high-priority interaction list (a published expert list) and from FDA prescribing information via openFDA / DailyMed; each warning names its source. "Nothing found" only means those two sources did not flag the checked pair. It is not a clearance. The pharmacist and prescriber remain the final word, and any medication listed under Not checked was not included at all.

What does "I have seen this" do on an interaction warning?

It records that you reviewed the warning (your name, the time and an optional note) so the rest of the care team can see it was handled. It does not dismiss or hide the warning.

I forgot my PIN or password. How do I reset it?

Caregivers: a caregiver PIN cannot be reset in place. Ask your Care Group Admin to remove the caregiver account and add it again with a new PIN; saved entries stay where they are. Care Group Admins: use Forgot password, which emails a link valid for 60 minutes. Caregiver PINs themselves are never emailed.

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@joanscaregiverpro.com.

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 Joan’s Caregiver Pro 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?

Joan’s Caregiver Pro resolves each medication to its active ingredients through RxNorm, then checks every pair against two published sources: the ONC high priority drug interaction list, and the interaction sections of the FDA prescribing information for each ingredient. Every warning names the source it came from, and anything that could not be checked is listed separately rather than passed over in silence. Warnings are for awareness only, always confirm with a pharmacist or physician.

Can I use the app offline?

No, Joan’s Caregiver Pro 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@joanscaregiverpro.com directly.