Home-care software for route planning, care documentation and billing — in one app
Pflegepilot combines route planning with real drive times, mobile care documentation per § 113 SGB XI, and § 302 SGB V billing with pre-validation. Less Excel at 6 a.m., less paper at the client, fewer rejections from the sickness and care funds.
| Route | Caregiver | Clients |
|---|---|---|
| North 6–14 | A. Wagner | 12 |
| South 6–14 | M. Krüger | 10 |
| East 7–15 | S. Bauer | 11 |
| West 14–22 | L. Fischer | 9 |
Built with ambulante Pflegedienste across Bavaria, NRW and Saxony
Routes in Excel, docs on paper, billing with 15% rejections — the care lead still works three hours after dinner.
Route planning stuck in Excel
Thirty routes per day in one Excel file, drive times nobody knows. When a caregiver calls out sick at 5:30 a.m., the PDL (Pflegedienstleitung) sits at the computer at 6:00 and reshuffles clients — hoping nobody gets double-booked and the driving still fits. The client waits, the caregiver drives detours, the service loses 45 minutes per route.
Care documentation on paper
Service records per client on paper in the folder at the client's home, reports to the fund and family written by hand. When the MDK (medical review board) audits per § 113 SGB XI, the auditor expects seamless documentation — if one sheet is missing, clawbacks and a downgrade in the Transparenzbericht follow.
§ 302 SGB V billing with rejections
Statutory sickness and care funds reject up to 15% of billing positions for formal errors — wrong Leistungskomplex, missing prescription, invalid IK number. Every rejection clarification eats 30 minutes of admin. On 400 positions a month, you lose two working days to nothing but disputes.
From the route to the invoice — in one view.
Route planning with real drive times
Routes visualised on the map, clients with time windows and Pflegegrad, drive times pulled from Google Maps automatically. When a caregiver drops out, you reshuffle clients via drag-and-drop — the app warns instantly if a time window no longer fits. Done by 6:00 a.m. instead of 7:30.
- Route map with real drive times from Google Maps
- Call-out reshuffling by drag-and-drop with time-window alerts
- Qualification check: caregiver fits the service module
- Live position of the caregiver for the dispatcher
| Time | Client | Service |
|---|---|---|
| 06:15 | Herr Müller, PG 3 | LK 4 |
| 06:45 | Frau Schmidt, PG 4 | LK 7 |
| 07:20 | Herr Weber, PG 2 | LK 2 |
| 08:00 | Frau Hoffmann, PG 5 | LK 15 |
Mobile care documentation right at the client
The caregiver documents the delivered services on a tablet or phone right at the client — tap the Leistungskomplex, capture a voice note for the Pflegevisite, transcription runs automatically. Reports for the MDK audit under § 113 SGB XI, for the family doctor, and for relatives are one click away.
- Services logged by tap, not paper sheets in the client folder
- Voice notes with transcription for the Pflegevisite
- MDK-ready reports at the push of a button
- Photos for wound progress and pressure-sore prevention
| Client | Leistungskomplex | Time |
|---|---|---|
| Herr Müller, PG 3 | LK 4 body care | 22 min |
| Frau Schmidt, PG 4 | LK 7 continence | 28 min |
| Herr Weber, PG 2 | LK 2 small care | 18 min |
| Frau Hoffmann, PG 5 | LK 15 SGB V | 35 min |
§ 302 SGB V billing with pre-validation
The billing run checks every position automatically for formal errors before the file goes to the sickness or care fund: valid IK number, matching Leistungskomplex per prescription, correct period. The rejection rate drops from 15% to under 3% — and the care lead gets Friday afternoons back.
- § 302 SGB V compliant file with signature
- Pre-validation of IK numbers, service modules and prescriptions
- Rejection workflow with dispute tracking
- Direct data exchange with sickness and care funds
| Fund | Positions | Sum |
|---|---|---|
| AOK Bayern | 148 | €68,420 |
| TK | 96 | €42,180 |
| Barmer | 72 | €38,960 |
| Care funds mixed | 84 | €34,760 |
One price per caregiver. Everything included.
Pflegepilot ships at a fixed monthly price per caregiver — route planning, mobile documentation, § 302 SGB V billing and MDK reports all included. No setup fee, no add-on modules, monthly cancellation.
From 5 caregivers. The care lead counts as a caregiver. Prices excl. VAT/sales tax.
What home-care services ask us before the demo
How much does Pflegepilot cost?
Pflegepilot costs starting at $45/caregiver/month with all modules included — route planning, mobile care documentation, § 302 SGB V billing and MDK reports. From five caregivers, monthly cancellation. The care lead counts as a caregiver. No setup fee, no module add-ons. We'll walk through the exact terms for your service in the demo.
Is billing compliant with § 302 SGB V?
Yes. Pflegepilot generates the § 302 SGB V billing file with a valid signature and delivers directly to the data-intake offices of the statutory sickness and care funds. The built-in pre-validation drops the rejection rate from a typical 15% down to under 3%, because formal errors like invalid IK numbers or mismatched Leistungskomplex codes are caught before submission.
Does documentation meet the MDK audit under § 113 SGB XI?
Yes. Every service is recorded with timestamp, caregiver and client, and Pflegevisiten are captured via voice note with transcription. For the MDK audit under § 113 SGB XI you generate the required report at the push of a button — complete, seamless, aligned with the quality indicators. No downgrade in the Transparenzbericht because of missing paper sheets.
Does the app work offline in client homes?
Yes. Documentation, voice notes and service capture work fully offline — for client homes in new-build basements or rural signal dead zones. As soon as the caregiver is back on network, the app syncs automatically. No lost service, no double entry in the car.
Can we migrate from MediFox, Vivendi or Sinfonie?
Yes. Client master data, prescriptions, open positions and Leistungskomplex templates come in via export from your current care software or via CSV. A migration session is part of onboarding — we run the first billing cycle together with you so no position gets lost.
How fast can we go live?
Typical time from kick-off to your first route in Pflegepilot: 12 working days. We import the client master, set up the connection to the data-intake offices of AOK, TK, Barmer and the care funds, and train the PDL and caregivers in two sessions. After that, the service documents only in Pflegepilot.
No Excel at 6 a.m. No paper at the client. No rejections from the fund.
We're opening Pflegepilot in March to 15 ambulante Pflegedienste across DACH. If you want to be one of them, book a 30-minute demo — we'll walk through route planning, documentation and billing using your own service as the example.