For All About Family caregivers
Caregiver Portal
Your training, orientation, clock-in help, policies and forms in one place.
Office (Mon–Fri, 8 AM–4 PM)
479-278-7059After hours & weekends (emergencies only)
479-535-1645Caregivers only: sign in with your caregiver account
Caregiver Training
Complete all 59 training courses before your first assignment. Every caregiver must finish every course. Each course ends with a 5-question quiz. You need 4 out of 5 or better to pass, and you can retake any quiz.
Your progress
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Also required
CPR & First Aid certification
Keep it current at all times, and upload your card under Forms & Documents.
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CAREGIVER TRAINING LOG
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* I attest that I have personally completed and/or reviewed all training modules listed above. I understand the material and agree to follow all policies, procedures, and requirements of All About Family Home Care Services LLC and applicable state and federal regulations. I understand that falsifying training information may result in disciplinary action, up to and including termination.
Caregiver signature
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Printed name
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Date
✓ Training log signed and sent to the office.
Your certificate
Your certificate is emailed to you and to the office
After you pass every course and sign your training log, you'll receive one certificate for Direct Care Staff Orientation and Training. It lists every course you completed, including Mandated Reporter training.
Direct Care Staff Orientation and Training
✓ Emailed to you and to the office.
Orientation
New caregivers complete orientation before their first shift. We'll go over our policies, your clients' care plans, timekeeping and what to expect. Choose the option that works best for you.
Zoom Orientation
Join from home on your phone, tablet or computer. We'll email you the Zoom link after you book.
You'll need: a device with camera and microphone, a quiet space, and about 1 hour.
Book Zoom OrientationIn-Person Orientation
Meet our team at the office: 2608 N 2nd Street, Suite 123, Rogers, AR 72756.
Please arrive 10 minutes early. Orientation takes about 1 hour.
Book In-Person OrientationEVV training is part of orientation. You'll learn to clock in and out with AxisCare Mobile.
Beneficiary-Specific Training
During the final steps of orientation, we match you with your client. Before you work with them on your own, our office trains you on everything about that person: their care plan, daily needs, communication, behavior supports, medications, mobility and emergency plan. You complete this training for every new client and again whenever their care plan changes.
Get matched
The office pairs you with your client during your final orientation steps.
Learn their needs
We go over your client’s care plan (PCSP or Plan of Care) and everything you need to know to support them.
Ask questions
Ask anything you are unsure about before your first shift with your client.
Sign below
Sign the acknowledgment so we have it on file.
Beneficiary-Specific Training Acknowledgment
Check each item you were trained on *
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{{x.count}}Check every item in this section
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Acknowledgment signed
You signed your beneficiary-specific training acknowledgment for {{ctClientLabel}}. Call the office any time you have questions about your client.
EVV: Clock In & Out with AxisCare Mobile
Arkansas Medicaid requires electronic visit verification (EVV) for every in-home visit. You'll use the free AxisCare Mobile app to clock in and out, record your ADLs and write your notes. It's how Medicaid confirms your visit, and it's how you get paid.
Stop: no overlapping time
Do not clock in until the other caregiver is completely clocked out. We cannot bill overlapping caregiver time, and the 30-minute window never allows two caregivers to be clocked in at the same time.
Getting set up (one time)
Step 1
Download the app
Open the App Store (iPhone) or Play Store (Android), search for AxisCare, and download it. It's free.
Step 2
Activate your account
Open the app and enter our server number:
13886
Tap Next, enter the email on your AxisCare profile, then enter the activation code we email you. You may be asked for your date of birth and zip code. Then set your password.
Step 3
Log in
Your username is your first and last name together, all lowercase (for example, johndoe). Use the password you just created. Not sure which email is on your profile? Call the office.
Every visit, step by step
Step 1
Find your visit
Your visits show on the Home screen with the date, time and client address. Tap Open In Maps for directions.
Not listed? Select the client, choose Create Visit/Shift, pick the correct service, and enter the date, start and end time. Double-check: client, service, date, start time, end time.
Step 2
Clock in
Make sure the previous caregiver is clocked out, then tap the clock in button while you're inside the client's home.
The button can only be tapped once, and the time can't be changed after it's recorded. You may be asked two quick health questions.
Step 3
Write your Main Note & ADLs
Tap your visit to check off ADLs and write your Main Note. Start each with the visit header (see below), and describe exactly what you did. Night shifts: document at least every 2 hours under the Night Shift ADL.
Step 4
Clock out
Log every medication from your shift, mark every ADL complete or incomplete, and finish your notes, then tap clock out. On a 24-hour shift, never stay clocked in past the scheduled end time. Clock out early rather than late.
Good to know
30-minute window
You may clock in or out up to 30 minutes early or late when needed. It never allows overlapping caregiver time, and never lets a 24-hour shift go past its end.
Writing great notes
Most important
Your Main Note must describe your entire shift in complete detail
Your Main Note is the legal record of your visit. Anyone reading it should be able to picture exactly what happened from the time you arrived until the time you left.
- How the client was doing when you arrived, during the shift and when you left.
- Every task you did and every ADL you helped with, step by step.
- Goals you worked on, and any prompting, supervision or redirection you gave.
- How the client responded, and any changes or concerns you noticed or reported.
- Never write vague notes like "client assisted" or "ADLs completed."
- Never delete or overwrite earlier notes. If AxisCare merges visits, add your note underneath.
Start every note and ADL with this header
Scheduled Shift: 8:00 AM–4:00 PM
Visit Documentation: begin your note here
AxisCare may merge notes when a client has two visits in one day or an overnight shift. The header shows the office exactly which care happened on which shift.
Example: day shift Main Note
Date: 08/27/2026 | Scheduled Shift: 8:00 AM–4:00 PM When I arrived, the client was awake and comfortable. I assisted with the morning routine, including toileting, hygiene, dressing and gathering items for the day. I prepared breakfast, placed the meal and drink within reach, and gave reminders while the client ate. Afterward I washed the dishes, wiped the counters and took out the trash. During activities I provided supervision, verbal prompting and redirection to keep the client safe and engaged. We worked on the client's scheduled goal, and I encouraged them to do as much as possible on their own. Before I left, the client was comfortable, the home was safe and needed items were within reach. No new concerns.
24-hour shifts & night shifts
- 24-hour shifts: separate your documentation into a Day Shift section and a Night Shift section, each with its own date and times.
- Night shifts: log the client's condition at least every 2 hours in the overnight log (the Night Shift ADL). Each entry needs the time, how the client was doing, and what you did to help or keep them safe.
- Never stay clocked in past the scheduled end of a 24-hour shift.
Example: Day Shift section
DAY SHIFT · Date: 08/27/2026 · 8:00 AM–8:00 PM I assisted the client with toileting, bathing, dressing and grooming, then prepared breakfast and lunch and helped as needed while they ate. In the afternoon we went to the library as planned in their goals, and I provided supervision and prompting during the outing. I prepared dinner, cleaned the kitchen and helped the client with their evening routine. The client was in good spirits all day. No concerns.
Example: Night Shift overnight log
NIGHT SHIFT · Date: 08/27/2026–08/28/2026 · 8:00 PM–8:00 AM 8:00 PM: Assisted with toileting, hygiene and changing into sleepwear. Water and needed items within reach; area safe. 10:00 PM: Client resting in bed. Completed safety and comfort check; client positioned comfortably, pathway clear. 12:00 AM: Client asleep and comfortable. Safety check completed; no needs or concerns. 2:00 AM: Client woke to use the restroom. Assisted and supervised, helped back to bed safely, adjusted bedding. 4:00 AM: Client asleep. Safety and comfort check completed; no changes. 6:00 AM: Client waking. Assisted with toileting, hygiene and dressing for the morning.
These are examples only. Never copy and paste them. Your notes must show what actually happened on your shift.
Examples of good notes
A good note answers: what did you do, how did you help, how did the client respond, and was anything different today?
Personal care
Not enough: Helped client with bath.
Good: Assisted the client with a shower using the shower chair. Checked the water temperature first, provided hands-on help washing the back and feet, and verbal prompts for the rest. Helped dry off and dress in clothes the client chose. Checked skin; no redness or sores. Client said they felt refreshed.
Meals
Not enough: Made lunch.
Good: Helped the client choose and make a turkey sandwich and fruit for lunch, following their low-salt diet. Client spread the condiments with prompting. Client ate about 75% of the meal and drank two glasses of water. Washed dishes and wiped the counter afterward.
Supportive Living goal
Not enough: Worked on goals.
Good: Worked on the client's goal of managing money. Client counted out $12 for groceries with two verbal prompts, chose items from their list, and paid the cashier on their own. I returned the receipt and $1.47 change to the client's wallet. Client was proud and asked to try again next week.
Behavior & redirection
Not enough: Client had behaviors. Redirected.
Good: At 2:15 PM the client became upset and raised their voice when told the outing was cancelled due to rain. I stayed calm, lowered my voice, acknowledged their frustration and offered two choices: a puzzle or a movie. Client chose the puzzle and was calm within 10 minutes. Behavior report completed and office notified.
Change in condition
Not enough: Client not feeling good.
Good: Client said their stomach hurt after lunch and declined their afternoon snack. No vomiting or fever observed. I offered water, encouraged rest, and called the office at 3:05 PM to report it. Client was resting comfortably at end of shift.
Refused task
Not enough: Client refused shower.
Good: Client declined their scheduled shower, saying they were tired. I respected their choice, offered a sponge bath instead, which the client accepted, and helped with hair care. Documented the refusal and let the office know.
Examples of 2-hour checks
Every overnight entry needs the time, how the client was doing, and what you did. Here's what a check might look like in different situations:
10:00 PM
Asleep / no needs
Client asleep in bed on left side, breathing evenly. Completed safety check: bed rails as ordered, pathway clear, nightlight on. No needs.
12:00 AM
Repositioning
Client awake and uncomfortable. Helped client reposition to right side with a pillow between knees as listed in the plan. Client fell back asleep within 15 minutes.
2:00 AM
Toileting & incontinence
Client woke needing the restroom. Assisted with walker to bathroom and supervised. Brief was wet; provided incontinence care, applied a clean brief, and checked skin with no redness. Client back in bed at 2:20 AM.
4:00 AM
Restless / redirection
Client awake and walking toward the front door, saying they needed to go to work. I calmly reminded them it was nighttime, offered a glass of water and sat with them. Client returned to bed at 4:25 AM. Door alarm on.
4:00 AM
Change in condition
Client coughing and felt warm to the touch. Offered water, helped them sit up in bed, and called the after-hours line at 4:10 AM to report. Monitored closely; client resting at 4:45 AM.
6:00 AM
Waking up
Client awake and alert. Assisted with toileting, washing up and dressing for the day. Client said they slept well. No concerns overnight.
Examples only. Never copy and paste. Write what actually happened, at the time it happened.
Can't clock in or out?
Common reasons: you're too early or late for the window, you're not inside the client's home, there's no visit scheduled, or your ADLs and notes aren't finished.
Phone backup: call 844-651-3886 from the client's phone. Enter your Caregiver ID, follow every prompt, stay on the line and wait for confirmation. Just dialing the number isn't enough.
Missed a clock-in or clock-out?
- Go to the Forms & Documents tab and fill out the Time Error Form.
- Finish your Main Note and all ADLs.
- Include the correct times and what happened.
- Call the office at 479-278-7059 so we can help.
3-week correction deadline
Any missed visit, wrong clock-in or clock-out, or visit that wasn't added must be fixed within 3 weeks of the date of service. After 3 weeks, the visit can't be corrected and won't be paid.
A visit corrected within 3 weeks but after the Wednesday payroll cutoff is paid on the next available check. Check your schedule and times regularly.
Before you leave every visit
- The previous caregiver was clocked out before I clocked in.
- Client, service, date, scheduled shift and actual times are correct.
- My Main Note has the header and detailed care I provided.
- Every ADL describes what I actually did.
- Every medication from my shift is logged as Taken or Not Taken, with a note.
- If notes were merged, I added mine underneath and labeled my visit.
- Night shift: I documented at least every 2 hours.
- 24-hour shift: I didn't stay clocked in past the end time.
- Any time error: form done, notes finished, office called.
When in doubt, contact the office. We'd rather help you fix it than have incorrect documentation.
More in the app
Schedule tab: see open shifts you can request, and your visits for the next week. Alerts tab: reminders when you're late to clock in or out, or a certification is expiring. Chat tab: messages from the office. Three-dot menu: refresh or sign out.
Mileage & fuel: you can track your mileage and expenses in your visit for your own tax records. The agency does not reimburse mileage or fuel, so keep all of your receipts.
Logging medications
See the Medications tab for all medication rules. Before you clock out, you must log every medication from your shift in AxisCare.
Step 1
Open Medications
In your visit, tap Medications. Scroll down to see every medication; a visit may have more than two.
Step 2
Read the details
Each medication shows icons for its purpose, the last time it was given, the dosage and route, scheduled days and time, and any special instructions.
Step 3
Check the last dose
Look at when it was last given to make sure the shift before you didn't already give it.
Step 4
Record Taken
As soon as the client takes the medication, record it as Taken with the actual time.
Step 5
Not Taken or exception code
If it wasn't taken, record Not Taken or the correct exception code, tap the notes icon, write a detailed explanation, and tap Save.
Step 6
As-needed (PRN) medications
For an "as needed" medication, tap its icon to record an administration and change the time to when it was actually taken.
Need a refresher? AxisCare has a built-in Medications Guide that pops up the first time you log in. You can open it again any time from the app's help menu.
Exception codes: M = Missed, R = Refused, H = Held, NA = Not available or not scheduled, L = Late, E = Error. Every exception code needs a detailed comment.
Example: Taken
8:05 AM. Client took morning medication with breakfast and a full glass of water. No issues.
Example: Not Taken (refused)
12:10 PM. Client refused afternoon medication, saying it upsets their stomach. Offered again at 12:30 PM; still refused. Called the office at 12:35 PM to report.
- Only assist with medications for clients with a signed authorization on file, as listed in their plan.
- Never log a medication as Taken unless you saw the client take it.
- Report every refusal, missed dose or mistake to the office right away.
Required
EVV & documentation acknowledgment
All caregivers must sign this page before their first visit. Check each statement, then sign with your full name.
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EVV acknowledgment signed
Signed by {{evvName}} on {{today}}. A copy has been sent to the office.
Medications
At All About Family Home Care Services LLC, we take pride in delivering safe, compassionate and dependable care.
Every caregiver plays a vital role in protecting our clients' health, and one of the most important tools we use to do that is the Medication Administration Record (MARS).
Caregiver responsibility
You must correctly use the Medications section of AxisCare Mobile during every visit. It protects client safety, keeps the care team informed, and keeps us compliant with Arkansas Medicaid and agency requirements.
Medication documentation is part of the client's legal Medicaid record. It must always be truthful, accurate, completed in real time, and match what actually happened during your shift.
Incomplete or wrong documentation can lead to
- Medicaid compliance issues and failed audits
- Billing problems and delayed payroll
- Corrective action
- Risk to client safety
1Review before each shift
At the start of every shift, open the client's visit in AxisCare, go to Medications, and carefully review every medication. Confirm:
- Make sure you fully understand the medication protocol and each of the client's medications.
- Double-check that the shift before you didn't already give the same medication. Check "last time given" in AxisCare.
- Compare the app with the medication label, the MARS sheet and the care plan whenever they're available.
- If anything looks incorrect, missing, expired, confusing, duplicated or doesn't match the label, call the office before you document at (479) 278-7059.
- Never guess or assume medication information.
2Remind and observe only, unless authorized
As a non-medical agency, our Direct Care Staff provide medication support. You are the eyes and ears that help keep our clients safe, consistent and compliant with their prescribed care.
If a client needs help taking their medications, a signed medication authorization and consent form from the client or guardian must be on file, and you must be trained and approved by the agency, before you assist.
You may
- Give medication reminders.
- Observe the client taking their medications.
- Prompt the client.
- Assist with medications, only with signed authorization.
- Assist within the approved care plan.
- Document medications.
You may not
- Inject or insert medications.
- Change medication dosages.
- Crush or alter medications unless specifically authorized.
- Administer medications outside your approved duties.
- Document medications that weren't actually taken.
- Complete medication documentation ahead of time.
Stay within the agency's non-medical scope at all times. Report any medication question or concern to the office before you go ahead.
Why accurate MARS documentation matters
The MARS is a legal and medical record. It protects you, the client and the agency by showing exactly what happened during your shift. Each entry reflects the professionalism, integrity and reliability of All About Family Home Care Services LLC.
- A complete, accurate MARS shows every client received the proper reminders and support.
- Incomplete or missing documentation puts the client's safety, and our agency's Medicaid compliance, at risk.
- Every note, time and signature tells the story of the care you provided.
Every time, check
Right client
Right medication
Right dose
Right time
Right way
By mouth, with food, etc.
Right record
Documented in AxisCare
3Record in real time in AxisCare
Document each medication as it's addressed during the visit, not later. Here's how in the app:
Step 1
Open Medications
In your visit, tap Medications. Scroll down to see every medication; a visit may have more than two.
Step 2
Read the details
Each medication shows icons for its purpose, the last time it was given, the dosage and route, scheduled days and time, and any special instructions.
Step 3
Check the last dose
Look at when it was last given to make sure the shift before you didn't already give it.
Step 4
Record Taken
As soon as the client takes the medication, record it as Taken with the actual time.
Step 5
Not Taken or exception code
If it wasn't taken, record Not Taken or the correct exception code, tap the notes icon, write a detailed explanation, and tap Save.
Step 6
As-needed (PRN) medications
For an "as needed" medication, tap its icon to record an administration and change the time to when it was actually taken.
Need a refresher? AxisCare has a built-in Medications Guide that pops up the first time you log in. You can open it again any time from the app's help menu.
Statuses & exception codes
Use an exception code when a medication is refused, missed, unavailable, late, held or entered in error. Every exception code needs a detailed explanation in the Comments section.
Never
- Leave a medication entry blank.
- Guess medication times.
- Chart medications after you leave the shift.
- Mark a medication Taken when it wasn't.
- Let another caregiver document under your account.
4Times & notes
Late medications
Always record the actual time the medication was taken. If it was late, explain why.
"Medication taken at 9:15 PM due to late return from doctor appointment."
When a medication isn't taken
Explain the reason, such as:
- Client refused
- Medication unavailable, or supply low or empty
- Client asleep or away from home
- Already given by the guardian or family
- Held due to illness
Examples of good comments
"Client refused medication stating they felt nauseous."
"Medication unavailable in the home. Office notified."
"Client asleep during scheduled medication time."
"Guardian advised medication was already administered prior to shift."
"Medication held due to client vomiting."
Also document
These notes keep guardians, physicians, nurses and the care team informed about the client's health and safety.
5Reporting medication issues
Call the office or supervisor immediately at (479) 278-7059 if:
- Medications are repeatedly refused or missed
- A medication is unavailable, running low, missing or outdated
- Dosages don't match or instructions are unclear
- The client has side effects, unusual reactions or symptoms
- A medication error may have happened
- You're unsure how to document a medication
Every medication concern must be both:
- Documented in AxisCare
- Reported to the office or supervisor
Our office team is always here to help. We'd always rather double-check than risk an error.
6Emergency reactions
If the client has:
- Trouble breathing or chest pain
- An allergic reaction, or swelling of the face, lips or throat
- Severe vomiting
- A seizure emergency
- Unresponsiveness or loss of consciousness
- Sudden severe distress
You must:
- Call 911 immediately.
- Keep the client safe.
- Notify the office or supervisor as soon as possible.
- Fully document the incident in the app.
Include what happened, the time, symptoms you saw, actions you took, who you contacted and the emergency response provided.
7Before you clock out
- All medication entries are complete.
- Every medication has the correct status.
- Every exception code has a comment.
- Medication times are double-checked.
- No entries are blank or incomplete.
- Visit notes and all required documentation are complete.
Medication documentation must always be finished before you end your shift.
Your responsibility & accountability
When you document medications, you're not just checking a box. You're building trust with families, nurses and the State of Arkansas. Your initials and notes are part of a permanent care record that protects the client, you, the agency and our Medicaid compliance.
Our commitment to safety and excellence
At All About Family Home Care Services LLC, we believe every caregiver's documentation tells the story of compassion, responsibility and respect for the people we serve. The MARS is not just a form. It is the foundation of our clients' health and our agency's credibility.
When you document carefully, you uphold our promise:
"When you're with us, you're family."
Required
Medication acknowledgment & signature
All caregivers must sign this page before assisting with any medication. Check each statement, then sign with your full name.
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Medication acknowledgment signed
Signed by {{medName}} on {{today}}. A copy has been sent to the office.
Policies & Handbook
Read both books and sign each one before your first visit, then again every year. Tap any number to open that section. Numbers turn green once you've opened them, and you'll need to open every section before you can sign.
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No matches. Try a different word, or call the office at 479-278-7059.
Policies & Procedures
Medicaid requirements, compliance expectations and documentation standards.
Tap a number to open that section
Caregiver Handbook
How we work together, what we expect, and the support available to you.
Tap a number to open that section
Your third required signature, the Caregiver Orientation, is completed at the end of the online orientation.
Required
Policies & Procedures acknowledgment
I acknowledge that I have received, reviewed, read, and understand all policies, procedures, training materials, Medicaid requirements, compliance expectations, and documentation standards provided by All About Family Home Care Services LLC, including but not limited to:
I understand that as a caregiver providing Medicaid-funded services, I am responsible for maintaining professionalism, protecting client rights, following all agency policies, and complying with all Medicaid rules and regulations.
I understand and agree to:
I understand that failure to follow agency policies, Medicaid regulations, documentation standards, or professional expectations may result in:
- Disciplinary action
- Removal from assignments
- Suspension of services
- Termination of working relationship
- Medicaid investigations
- Legal or regulatory consequences
I understand that all documentation submitted must accurately reflect the services actually provided and that falsification of documentation, EVV records, medication records, or service information may be considered Medicaid fraud.
I acknowledge that I am responsible for asking questions if I do not understand a policy, procedure, or documentation requirement.
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Policies & Procedures signed
Signed by {{ppName}} on {{ppSignedOn}}. A copy has been sent to the office. Please review and sign again by {{ppDue}}, or sooner if the policies are updated.
Required
Caregiver Handbook acknowledgment
All caregivers must read the handbook and sign here before their first visit, and again whenever a new edition is posted. Check each statement, then sign with your full name.
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Handbook acknowledgment signed
Signed by {{hbName}} on {{hbSignedOn}}. A copy has been sent to the office. Please review and sign again by {{hbDue}}, or sooner if a new edition is posted.
Forms & Documents
Fill out and sign every form right here. It goes straight to the office, with nothing to print or download.
Forms never replace a phone call. For emergencies, call 911 first. For incidents, call-offs and changes in a client's condition, call the office at 479-278-7059 right away, then fill out the form.
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