From reactive to ready
Know what is missing, what is due, and what needs attention before a review forces the issue.
Built for Virginia non-medical home care
Your platform for compliance, client care, and confidence.
Inspired by Virginia home care agencies. Engineered for 12VAC5-381 and DMAS. Clients, workforce, and agency operations in one workspace instead of spreadsheets and a binder.
Virginia-focusedOfficial-source formsPrivate-label brandingBuilt for small agencies
92% readySurvey readiness
34 of 39Staff acknowledgments
One operating viewClients · Workforce · Policies · Quality
Aligned to12VAC5-381
Medicaid form standard12VAC30-120-935
QAPI anchor12VAC5-381-250
Official formsDMAS source catalog
Operate workflows
Run setup, policies, forms, quality work, and follow-through from one operating platform.
Private-label control
Your agency gets its own workspace, branding, roles, and outputs instead of sharing a generic portal.
Three operating areas
Modern tools for measurable compliance.
An agency runs on clients, the people who serve them, and the organization around both. PolicyLib is organized the same way.
Client Management
Referrals, eligibility, DMAS forms, the admission packet, and discharge in one record instead of five places.
- Referral, intake, and eligibility
- DMAS-97A/B, 99, 98R, 225 with the plan of care
- Admission packet and client rights, per 12VAC5-381-230
- Service delivery, visit notes, and supervisory visits
- Recertification and change in status
- Discharge, termination notice, and record retention
Workforce Management
Hiring, orientation, training, competency, and supervision for aides and office staff, kept in the state a surveyor asks to see.
- Recruiting, hiring, and background checks
- Job descriptions and role definitions
- Orientation content required by 12VAC5-381-200
- Training, competency, and annual in-service
- Credentialing and exclusion screening
- Supervisory visits, performance, and personnel records
Agency Management
Policies, quality improvement, governance, and survey readiness for the agency as a whole.
- Governance and administrative records
- Policy library required by 12VAC5-381-180
- On-call schedules and emergency operations
- Complaint and incident management, per 12VAC5-381-240
- Quality improvement and governing-body reports, 12VAC5-381-250
- Financial controls, insurance, and survey readiness
How it works
Built around the work your agency already does.
Set up the agency once, open a policy library that is already written for Virginia home care, and keep a daily readiness view that shows what actually needs action.
- Open a policy manual written to 12VAC5-381, ready on the day you subscribe
- Track owners, dates, approvals, acknowledgments, and operating status in one place
- Generate cleaner policy and oversight outputs from the same workspace that runs the work
Clear ownerKnow who moves work forward
Live statusSpot what needs attention
Virginia Medicaid operations
Form register
12Total forms
4Due this week
3Pending review
5Completed
FormOwnerDue dateStatus
DMAS-97A/BProvider Plan of CareProgram managerAug 12In progress
DMAS-99Community-based screeningClinical leadAug 18Ready
DMAS-98RPersonal care reviewAdministratorCompleteComplete
Register completion
78%
Private-label agency setup
The workspace should look and feel like your agency, not a borrowed template.
Setup is meant to capture the identity, licensure, scope, and leadership details that make the dashboard useful on day one.
Agency profile first
Collect legal name, DBA, contact details, license identifiers, service lines, and territory before the dashboard starts scoring readiness.
Maintained policy library
Policies are written and kept current for you. Your team reviews, approves, and prints them - nobody has to draft a manual from scratch or track a regulation change.
See what needs doing
Signing in shows the work that is due: forms waiting on a signature, policies due for review, and staff who have not acknowledged theirs yet.
Plans that match your agency
Pricing built around agency size, not seat count.
Per-agency pricing. Your whole administrative team can work from the same private-label workspace. Annual billing keeps the same structure with a built-in discount.
Starter
For agencies serving up to 10 active clients
$99/month
Billed monthlyChoose StarterWhat is included
- Private-label agency workspace
- Full Virginia policy manual, kept current
- Guided DMAS forms, print-ready
- Unlimited staff accounts
- Email support
Growth
For agencies serving 11–75 active clients
$199/month
Billed monthlyChoose GrowthWhat is included
- Everything in Starter
- Higher operating capacity
- Quality improvement and governing-body reporting
- Guided onboarding and implementation help
- Priority support
Enterprise
For groups above 75 active clients or multiple locations
Custom
Billed monthlyContact salesWhat is included
- Everything in Growth
- Multi-agency and multi-location setup
- Custom implementation planning
- Expanded support model
- Enterprise contracting
Plan fit, production setup, and access are confirmed during onboarding. Annual prices shown reflect a 15% discount.
Frequently asked questions
Know what to expect.
Practical answers for agency owners and administrators evaluating PolicyLib.
01What information belongs in PolicyLib?
PolicyLib is designed for operational compliance work such as form registers, task ownership, policy reviews, source links, and quality-improvement tracking. Each agency receives a separate workspace with role-based staff access.
02How long does onboarding take?
A small agency can establish its workspace, staff access, and core registers in a guided setup session. The full timeline depends on how many existing forms, policies, and improvement projects you choose to organize.
03Does PolicyLib integrate with my EVV system?
PolicyLib does not replace your EVV vendor. It complements EVV by organizing compliance responsibilities, source links, policies, and improvement work. Direct integration compatibility is evaluated with each vendor before it is promised.
04Can PolicyLib help prepare for a Medicaid audit or survey?
Yes. It helps your team keep owners, deadlines, official references, and review history visible so supporting evidence is easier to assemble. It supports preparedness but does not guarantee an audit or survey outcome.
05Can I change plans as my agency grows?
Yes. Plans are designed around client census, administrative users, and the modules your team needs. You can move to a larger plan when your census or operating requirements change.
Responsible operations
Preparedness without the scramble.
Keep the operating evidence behind your compliance program organized, visible, and ready for review across setup, policies, forms, and quality oversight.
Compare plansSecurity and accountability
Tenant-isolated workspaces, role-based access, and visible ownership keep responsibility clear.
Ongoing subscription value
The app is meant to support daily operating work, not just a one-time binder conversion.
Private-label structure
Your agency branding and setup details flow through the workspace and outputs.
Reviewable history
Track work from draft through approval, acknowledgment, and oversight review.
Bring your compliance program into focus.
Start with the plan that fits today, then grow without rebuilding your process.