Webinar Series: Run a Tighter Ship - Practical Systems to Grow, Retain, and Stay Compliant in-Home Care

Description

Hosted by Connecticut Association for Healthcare at Home in collaboration with the Rhode Island Partnership for Home Care

Running a home care agency is demanding, and the smallest inefficiencies can erode margins, strain staff, and create compliance risks. This 3-part series, Run a Tighter Ship, led by Paul Perrelli, SHRM-CP, Senior HCM Specialist at Viventium, equips agency leaders with practical systems to streamline operations, strengthen recruiting and retention, and stay audit-ready—all with tools you can implement immediately.

Webinar 1 (Sept 23): Admin Waste Is Burning Your Margins - You don’t need more staff — you need tighter systems. Every manual task, missed call, and duplicated process chips away at your profit and your team’s sanity.

When key admin staff call out, the business shouldn’t stop. Most agencies scramble — missed calls, broken schedules, delayed payroll. That’s not just operational chaos — it's a margin killer. Building succession-ready systems turns surprises into minor speed bumps, not emergencies.

What You’ll Walk Away With:

1. 15-Minute Daily Admin Huddles
   A short daily rhythm to identify issues before they escalate and build accountability across teams.
2. Fix the Phones — They’re Revenue Lines, Not Just Rings
   Poor call routing, missed intake opportunities, and voicemail black holes cost real dollars.
3. Eliminate Duplicate Data Entry Across Systems
   If your team is entering the same hours into multiple systems, that’s not just inefficient — it’s a margin leak.
4. Use Real-Time Data to Drive Direction, Not Busywork
   Your team should never be building reports — they should be reading them. Use live data to make fast, informed decisions and give every department a clear heading.
5. Build Succession-Ready Systems
   Cross-train roles, document repeatable processes, and use shared dashboards so no single person becomes a bottleneck. If someone calls out, the business keeps running.

Webinar 2 (Sept 30): Recruiting in the Age of Click-to-Apply - Let’s not sugarcoat it — recruiting and retention is hard work. You must be original. Ask yourself: Why would someone want to work here — with you — and not the agency down the street? That answer needs be clear, consistent, and lived out every day.

What You’ll Walk Away With:

1. Meet Applicants Where They Scroll
   Use Indeed, Facebook, and LinkedIn — plus QR codes, text-to-apply, and mobile-friendly applications to catch interest instantly.
2. Use an Applicant Tracking System That Centralizes Pre-Hire Workflows
   One system to manage everything from job postings to interviews, background checks, and onboarding — without drowning your admin team.
3. 72-Hour Hiring Standard: Application to First Shift
   Get new hires processed and scheduled within 3 business days to avoid losing them to faster agencies.
4. Pay at the 75th Percentile = 22% Higher Retention
   Agencies that paid caregivers at or above the 75th percentile retained 22% more staff in New England. That’s the ROI of real investment.

Webinar 3: EVV, Pay Transparency & Audit-Proofing Your Agency - Most compliance risks come from broken systems, not bad intentions. You don’t need to fear audits — if you run like you expect one, you're already protected.

What You’ll Walk Away With:

1. Match EVV to Payroll, Every Time
   EVV must line up with what you’re paying. Mismatches = audit triggers and back pay risk.
2. Automate Pay Rules with Full Transparency
   Weighted OT, shift differentials, retro pay — it all needs to be right and reportable.
3. Build Standardized Digital Caregiver Files
   I-9s, wage notices, licenses, and ACA waivers — checklists and clean storage matter.
4. Use a Real Compliance Calendar with Assigned Owners
   From CT registry updates to ACA deadlines, nothing should sneak up on you. Assign ownership, review monthly.

REGISTRATION DEADLINE: Sept 21, 2025

Meet our Speaker!

Paul Perrelli, SHRM-CP, is a Senior HCM Specialist at Viventium with more than 15 years of experience in business management and human capital strategy. He has consulted with hundreds of home care and home health agencies nationwide, focusing on DOL and FLSA compliance, caregiver recruitment and onboarding, and the role of technology integrations in streamlining operations.

Paul’s approach emphasizes how agencies can reduce compliance risk, strengthen caregiver experience, and improve profitability by aligning workforce strategy with operational efficiency. In addition to his consulting work, Paul serves on the Education Committee for the Connecticut Association for Healthcare at Home, where he contributes to advancing compliance and workforce development initiatives across the industry.