FTF Management Software and Company Website Proposal
Hi Susanna, Moniqua, and Tiffany -
I recently built a caregiver and client management system for my mom's long-term care business, Absolute Care, LLC, and I'm continuing to add features. The system combines contract signing, caregiver matching, and caregiver records management. She works with more than 60 caregivers, and having everything organized in one place has helped her feel more confident about expanding her business. I also created her website, absolutecare4u.com.
I'd like to explore how we could work together to build something tailored to your company. As an FTF/VS who completes these forms and works within the current processes, I bring a unique perspective on the pain points and opportunities for improvement. I can combine that firsthand experience with my software development skills to create tools that save time for both field staff and management.
Before getting to the software ideas, there is something I would like to do for the company right away.
Company website
Separate from what I'm proposing below, I'm willing to develop the company's website for free. I want to help the company, and this is something I can do right now. In fact, it could be up and running within a week or two.
The domain name has expired, but the good news is that it's available again for purchase. The yearly cost to you for the domain is about $11, and the company would own it. For hosting I'd suggest SiteGround, since they have all the tools we'd need for development later. The first year is usually an upfront cost of about $60, which gets you hosting and email if you want to use it. All in, that's about $70 for the entire first year, paid once, instead of a monthly bill like Wix. The price goes up at renewal, and I'd go over the options with you before you commit to anything. We can usually negotiate the renewal or switch to a different host to keep costs down.
I found an archived copy of the old website and recreated what I could from it, so the sample site already has your mission, services, and contact information. Take a look and see what you think.
Sample company website
A working sample built for Kid Stuff Family Monitoring. Phone numbers and email are placeholders.
FTF records and required paperwork
A central profile for each FTF could track required documents and training, including driver's license, auto insurance, state training, annual car seat training, first aid/CPR, and any additional company requirements.
The system could send automated reminders before documents expire, with a secure, phone-friendly link for uploading updated paperwork. Office staff could also enter information and upload documents for FTFs who need assistance. Staff would review and verify submissions, with a dashboard showing missing paperwork and upcoming deadlines.
Shared contact notes would allow staff to record conversations, commitments, and follow-up tasks. Other authorized staff could see what was discussed and what still needs attention.
Team check-ins and case updates
Team leads could send a bimonthly check-in form to their teams with the click of a button. Responses would be compiled into one report, making it easy to review updates, identify concerns, and track who has submitted their form and who still needs a reminder.
The form could display each FTF's current cases, allowing them to confirm that everything is accurate or report changes without composing an email from scratch. Staff could track concerns through follow-up and resolution.
Available cases and PN preparation
A case distribution system could allow staff to advertise available cases through alerts and collect requests from interested FTFs. Staff would review responses and approve assignments.
Integrated PN forms could be prefilled with case and FTF information when a case is requested, then reviewed and finalized by staff following approval. Staff could use the completed PN to update Sprout. The exact workflow and scope would be determined together.
A custom software package
Below are some ideas for a custom software package.
Bi-monthly check-in form
The form an FTF would fill out on their phone, prefilled from the office's records. Sample data.
FTF Office demo
Paperwork tracking, check-ins, cases, PN prep and pay, as the office would see them. Click around; nothing is real.
Monthly pay breakdowns and invoices
The owner could upload the monthly spreadsheet provided to the state and, with the click of a button, generate pay breakdowns and individual monthly invoices for each FTF.
Calculations would follow the company's payment rules, with an opportunity to review and correct information before finalizing. This feature would be developed after reviewing the spreadsheet, calculation rules, and preferred invoice format.
Development and compensation
There would be no upfront payment for development. I would work with you to identify your specifications and build a version for you and your staff to review and try. Only if you like the result and want to move forward would we discuss compensation.
Any ongoing hosting, messaging, maintenance, or support costs would be identified and discussed before the company commits to them.
These are starting ideas based on tools I've been working toward developing and improvements I see from my own experience. There is a wide range of functionality we could build, and I'd welcome your ideas about what would be most helpful to the business. We could establish priorities together and develop the system in phases, incorporating staff feedback along the way.
I'd appreciate the opportunity to discuss how we could work together.
Ray