The implementation process for Rosemark typically follows a structured, hands-on approach to ensure that agencies are set up properly and can fully utilize the system’s features. The timeline usually spans 1 to 4 weeks, depending on the complexity and size of the organization, data migration needs, and team availability.
Implementation Steps:
Initial Consultation and Needs Assessment Rosemark’s team conducts discovery sessions to understand your agency’s workflow, staffing model, service types, and reporting needs.
Account Setup and Configuration Core system configuration is done based on the agency’s unique requirements, including shift types, pay structures, billing rules, and caregiver/client profiles.
Data Migration (if applicable) Client and caregiver data, schedules, and historical records from previous systems are imported with validation and testing.
Training and Onboarding Role-based training is provided for administrators, schedulers, billing staff, and field caregivers to ensure adoption. Training sessions may be live or recorded.
Testing and Go-Live The system is tested in real-time with test scenarios. Once approved, the agency fully transitions to using Rosemark for operations.
Ongoing Support and Optimization After go-live, ongoing support is provided to fine-tune usage and address questions or issues.
Customisation
Yes, Rosemark offers a high degree of customization to adapt to different types of home care agencies. The platform supports various care models, payor types, compliance regulations, and business structures.
Customization Features:
Flexible Scheduling and Billing Rules Customize how shifts are created, matched, approved, and billed — including Medicaid, VA, and private pay configurations.
Custom Reporting Users can generate reports tailored to specific business metrics, KPIs, or compliance tracking. Reports can be filtered, exported, or scheduled.
Forms and Documentation Agencies can implement custom assessments, care plans, and visit notes based on their clinical and operational requirements.
User Roles and Permissions Role-based access allows configuration of who can view, edit, or approve different parts of the system.
Integration Capabilities Rosemark supports integration with payroll, billing, and third-party EVV systems (depending on state requirements).
State-Specific Compliance Adaptation The platform is updated and adapted to match specific state regulations, including visit verification and audit standards.
Additional Costs
Rosemark uses a subscription-based pricing model that is generally scalable based on agency size and services. There are potential additional costs that agencies should consider beyond the base license fee.
Possible Additional Costs:
Setup Fees A one-time implementation or setup fee may be charged. This typically covers data migration, configuration, and initial training.
Monthly Subscription or Per-User Fee Pricing may depend on the number of active clients or caregivers, with monthly or annual billing cycles.
Training Fees Basic training is often included, but advanced or customized training sessions may incur additional charges.
Technical Support Standard customer support is generally included, but 24/7 or premium support plans may come with added fees.
Software Maintenance and Updates Regular updates are typically included, but major feature upgrades or custom module development might carry extra costs.
Integration and Add-ons Integrations with third-party tools (like QuickBooks, payroll systems, or Medicaid billing services) may require setup fees or incur ongoing costs.
Training
Rosemark offers a robust onboarding and training process designed to help home care agencies get the most value from the system quickly and efficiently. Training is personalized based on agency size, staff roles, and operational needs. Ongoing support is available to assist both new and experienced users.
Training and Support Features:
Personalized Onboarding Sessions New users receive guided setup and configuration sessions tailored to their specific workflows and business structure.
Role-Based Training Customized training is provided for different user roles, such as administrators, schedulers, billing staff, and caregivers.
Live Webinars and One-on-One Support Live, instructor-led webinars or one-on-one training sessions help users learn the platform in real time and ask questions as needed.
Training Resources and Documentation Access to user guides, video tutorials, and FAQs helps reinforce learning and provides answers to common issues.
Ongoing Support via Phone, Email, or Ticket System Agencies can reach Rosemark’s customer support team during business hours via multiple channels for technical help or feature questions.
Dedicated Customer Success Manager (for some plans) Some agencies may be assigned a dedicated account representative or success manager to ensure successful adoption and continuous improvement.
Refresher Training Periodic training or refresher sessions can be requested to train new hires or cover feature updates.
Security Measures
Rosemark prioritizes data privacy and security, especially due to its use in the home care industry, which involves sensitive client health information. The system adheres to recognized industry standards and employs multiple layers of protection.
Security Features:
HIPAA Compliance Rosemark is designed to be fully compliant with the Health Insurance Portability and Accountability Act (HIPAA), ensuring all protected health information (PHI) is handled securely.
Data Encryption All data in transit is encrypted using SSL (Secure Socket Layer) protocols. Sensitive data is also encrypted at rest on secure servers.
Role-Based Access Control (RBAC) Different levels of access ensure that staff members can only view or modify data that’s relevant to their job function.
User Authentication Secure login procedures, including strong password enforcement and session timeouts, help prevent unauthorized access.
Regular Backups Data is backed up regularly to prevent loss and ensure recovery in the event of system failure or disaster.
Secure Data Centers Hosting is done through secure, monitored data centers with strict access controls and physical security.
Audit Trails and Logging All user activity is logged for compliance and monitoring purposes, helping detect unauthorized or unusual actions.
Updates
Rosemark follows a proactive approach to software maintenance and regularly releases updates to improve system performance, security, and compliance features. Updates are managed with minimal disruption to daily operations.
Update and Release Management:
Regular Feature Enhancements The software is updated on a scheduled basis to introduce new features, improve workflows, or enhance usability based on client feedback.
Compliance-Driven Updates Timely updates are released to align with federal and state regulations, such as EVV (Electronic Visit Verification) and Medicaid billing changes.
Bug Fixes and Performance Improvements Minor patches and fixes are rolled out frequently to maintain software reliability and resolve issues quickly.
Automatic Updates Updates are deployed automatically in the background or during low-usage periods to avoid service interruption.
User Notifications and Release Notes Agencies are notified ahead of major updates and provided with release notes that explain new features, improvements, or changes.
Customer Feedback Loop User feedback is often incorporated into development cycles, allowing customers to influence future functionality.
Minimal Downtime System upgrades are designed to be seamless, with little to no downtime, and are often scheduled outside of peak usage hours.
Data Ownership and Portability
Rosemark maintains a customer-centric policy regarding data ownership, ensuring that client agencies retain full rights over their data. The platform is designed to enable secure, efficient access, export, and portability of data as needed for operations, audits, or transitions.
Data Ownership and Portability Details:
Full Data Ownership by the Client Agencies that use Rosemark retain full ownership of all their business and operational data, including client information, caregiver records, schedules, billing, and documentation.
Data Access Rights Customers have the right to access their data at any time through the system’s interface or by request. There are no hidden restrictions placed on data retrieval.
Export Capabilities The platform includes tools for exporting data in commonly used formats (such as CSV, PDF, or Excel), which can be used for reporting, backups, or migration.
Portability Support If an agency decides to discontinue service with Rosemark, the company provides assistance in extracting data in a usable format, supporting seamless transitions to other systems.
No Data Lock-In Rosemark does not impose policies that lock clients into the platform by restricting data transfer or charging excessive fees for data extraction.
Confidentiality and Security During Transfers Any data exports or transfers are conducted under secure protocols to maintain compliance with privacy and data protection laws (e.g., HIPAA).
Retention Policies Data is retained as long as the client maintains a service agreement. Upon termination, data retention or deletion is handled in accordance with contractual terms and privacy laws.
Scaling Up / Down
Rosemark offers flexible subscription and licensing options that make it easy for agencies to scale their usage of the software up or down based on business growth, seasonal fluctuations, or restructuring. This flexibility ensures cost-efficiency and operational alignment.
Scalability Terms and Features:
Flexible Pricing Model Rosemark typically charges based on active client or caregiver count, allowing agencies to pay only for the volume of service they are currently providing.
Easy Scaling Without System Changes There is no need for system reinstallation or major reconfiguration when scaling up or down; the platform is designed to accommodate agency growth or contraction seamlessly.
No Long-Term Lock-In for User Licenses Agencies can add or remove user licenses or client capacity without being tied to long-term commitments, subject to monthly or billing-cycle-based adjustments.
Rapid Onboarding for New Staff When scaling up, new users (caregivers or admins) can be added easily with quick onboarding and training support available.
Support for Multi-Branch or Franchise Models The system supports multi-location agencies, enabling centralized or segmented management as organizational needs evolve.
Downgrade Options Agencies experiencing downsizing or seasonal slowdowns can reduce their plan size or active user counts with minimal administrative burden.
Scalable Infrastructure Since Rosemark is cloud-based, performance and access remain consistent regardless of agency size, ensuring smooth operation as needs grow.
The terms & conditions for contract renewal and cancellation
Rosemark typically offers flexible contract terms that support both short- and long-term usage. The company is known for customer-friendly policies that allow agencies to manage their subscription with transparency. Renewal and cancellation terms are clearly defined in the service agreement and vary slightly based on plan type or agency size.
Contract Terms, Renewal, and Cancellation Details:
Month-to-Month or Annual Contracts Rosemark usually provides the option of either month-to-month agreements or discounted annual contracts. This allows agencies to choose based on their budgeting and commitment preferences.
Automatic Renewal Unless specified otherwise, contracts may renew automatically at the end of each billing cycle (monthly or annually). Clients are notified in advance to review their subscription before renewal.
Notice Period for Cancellation Most agreements require a notice period—typically 30 days—for cancellation of services. This gives both parties time to wrap up the relationship and plan for data handover.
No Penalty Early Termination (in Some Plans) Month-to-month users can usually cancel without early termination fees. However, if a client is on an annual plan and cancels mid-term, they may be subject to prorated fees or loss of discounts.
Data Retention Post-Cancellation Upon cancellation, Rosemark provides access to export or retrieve agency data. After a certain grace period, data may be deleted unless otherwise requested or required for compliance.
Contract Amendments for Scaling If an agency needs to scale usage up or down, contract amendments can typically be made without full renewal or termination—especially on flexible billing models.
Transparent Terms of Service All terms and conditions for renewal and cancellation are outlined clearly in the service agreement, and support is available to explain clauses or process cancellations.
Compliance
Rosemark is purpose-built for home care agencies, and as such, it adheres to a range of industry-specific compliance standards, particularly those involving healthcare data security, state reporting, and electronic visit verification (EVV). These standards ensure legal, regulatory, and operational compliance for agencies using the platform.
Compliance Standards Supported by Rosemark:
HIPAA Compliance (Health Insurance Portability and Accountability Act) The platform ensures that all protected health information (PHI) is collected, transmitted, and stored in accordance with HIPAA regulations, including encryption, access controls, and audit logging.
EVV (Electronic Visit Verification) Compliance Rosemark complies with federal and state EVV mandates under the 21st Century Cures Act, including integration with state aggregators for Medicaid-funded home care services.
State Medicaid Compliance The system is configured to meet varying Medicaid billing and reporting requirements in different U.S. states, helping ensure proper reimbursement and audit readiness.
Data Privacy and Security Standards In addition to HIPAA, Rosemark follows best practices in IT security such as secure user authentication, data encryption, and regular vulnerability assessments.
Audit Support Tools The platform maintains audit trails and record-keeping features to support compliance audits from state or federal regulatory bodies.
Accessibility and Regulatory Updates Rosemark adapts its features to meet new compliance requirements as regulations evolve, including updates related to labor laws, EVV specifications, and billing codes.
Staff Compliance Tracking The software includes tools to track caregiver certifications, background checks, and training compliance to meet agency licensure and accreditation standards.
