hivi-x
Book a demo
For Ontario home care & PSW agencies

Start care faster with complete intake and screening files.

Hivi-X helps Ontario home care agencies organize family intake documents, care-plan supporting records, and PSW credential files in one encrypted Canadian-hosted portal — with reusable checklists, coordinator review, and exportable compliance packages — alongside clinical systems like AlayaCare.

🇨🇦 Hosted in CanadaSelf-hosted AIAES-256-GCM · PHIPA safeguarding features (not certification)

Built for private-pay agencies · Works on mobile · Use it the same day

Client intake · PSW screening
M. Patel — admission file
5 missing
OHIP health card
Client demographics
Received
Medication list
With pharmacy contact
Pending
PHIPA consent
Information sharing
Pending
CPIC (PSW)
Criminal record check
Pending
Vulnerable sector screening
Role-dependent
Pending
Service agreement
Signed acknowledgment
Pending
17% complete Export compliance PDF

What is Hivi-X for home care agencies?

Hivi-X is Canadian document-collection software for Ontario home care agencies. Organize client and PSW intake with reusable checklists, secure Canadian-hosted storage, voice-to-summary notes, and exportable compliance packages — alongside clinical systems like AlayaCare.

Hivi-X is Canadian document-collection software for Ontario home care agencies. Use reusable checklists to collect health cards, care assessments, medication lists, consent forms, CPIC results, vulnerable sector screenings, and training records; track what is still missing; add voice summaries to the file; and export an organized compliance package. Plans from $39 CAD/month with a free trial. Hosted in Canada with self-hosted AI.

One checklist per client or PSW hire — build once, reuse across your agency (seeded Ontario templates coming soon).
Families and PSWs upload per checklist item via secure guest link (no account needed) or my-id.ca portal; coordinator can add files received by fax/email.
Coordinator approve/reject per document; see incomplete files at a glance.
Exportable PDF package for internal audits, Ontario Health atHome record-keeping prep, or upload to AlayaCare/CellTrak.
~1,702

home health care service businesses in Ontario (directory estimate)

Source: Home Care Ontario / industry directories

~58M

home care hours delivered annually in Ontario (estimate)

Source: Ontario Health atHome annual reporting

100+

Ontario Health atHome contracted service provider organizations

Source: Ontario Health atHome

CPIC + annual offence declarations

required for service personnel under Ontario Health atHome SPO contract terms

Source: O. Reg. 187/22 / OHaH contracts

The intake chase

Chasing documents quietly delays care starts

Every incomplete file is coordinator time not spent matching PSWs to clients.

Functional

Health card in email, medication list as a photo, physician info missing — care start slips while coordinators chase documents across text, fax, and shared drives.

Emotional

Incomplete CPIC or expired vulnerable sector check on file — you know Ontario Health risk assessments ask for proof, but paper HR folders do not show status at a glance.

Financial

Every follow-up call is an hour not spent matching PSWs to clients. Incomplete intake delays revenue for private-pay agencies with no provincial licence buffer.

How it works

How do home care agencies collect intake documents?

Five steps: build a checklist, open a file, share to my-id.ca, track gaps, export a compliance package.

01

Build a checklist

Start from the free Ontario intake PDF or create your own client admission, family intake, or PSW hiring checklist.

02

Open a client or staff file

Attach the checklist to the record your coordinator manages.

03

Share and collect

Share the checklist; families and PSWs can upload via a secure guest link (no account needed — they verify email with a one-time code) or sign in to the my-id.ca portal; coordinator can add files received by fax/email.

04

Track the gaps

See completed vs outstanding items; approve or reject submissions.

05

Export the package

PDF summary for compliance review, billing, or upload to AlayaCare/CellTrak.

Use cases

One tool, every intake workflow

Client admission, PSW screening, and Ontario Health atHome record-keeping prep.

Primary

New client admission

Demographics, OHIP card, emergency contacts, physician/specialist, ADL/mobility assessment, medication list, home safety, service agreement, PHIPA consent — tracked in one client file.

Family

Family / SDM intake

POA verification, substitute decision-maker records, hospital discharge package, LTCI authorization.

Staff

PSW hiring & onboarding

Education verification, CPIC, annual offence declaration, vulnerable sector screening, references, training sign-offs.

Ongoing

Credential maintenance

CPR renewal, VSS refresh tracking on checklist items, voluntary PSW registration (HSCPOA), offence declaration annual cycle — manual coordinator review today.

Billing

Billing & funding support

LTCI claim documentation, private-pay service agreements, self-directed care funding records.

OHaH

Ontario Health atHome screening file prep

Staff screening file index and client intake completeness tracking for contracted or self-directed pathways — verify against your contract terms.

Features

Intake layer alongside your clinical software

Document collection before and alongside AlayaCare, CellTrak, or ClearCare — not visit documentation.

Reusable checklists

Build your own client admission and PSW hiring checklists; reuse per client or hire (seeded Ontario templates Phase B).

Client + staff file separation

Keep family intake and PSW screening documents scoped to the right record — not scattered in email.

Missing-item dashboard

Checklist progress plus submission states (todo / submitted / approved / rejected) at a glance.

Item-level review

Approve or reject family and PSW uploads; resubmit after rejection.

Share checklist to my-id portal

Families and PSWs upload per item via secure guest link (no account needed) or the encrypted my-id.ca portal.

Voice notes + AI summary

Record coordinator notes; self-hosted AI summarises voice notes against checklist lines.

Co-agent collaboration

Loop in a scheduler or secondary coordinator with scoped access on busy files.

Encrypted Canadian hosting

Data on Canadian servers; AES-256-GCM at rest; TLS in transit. Your agency remains the PHIPA custodian.

Exportable compliance PDF

Generate and download organized packages for audits or clinical system upload.

Ontario-specific

Built for how Ontario home care agencies actually onboard clients and hire PSWs

PHIPA custodian safeguardsCPIC / police checkVulnerable sector screeningAnnual offence declarationConnecting Care ActO. Reg. 187/22Ontario Health atHome SPO termsHSCPOA voluntary PSW registrationHospital discharge intakeLTCI documentationIPC Privacy Management Handbook
Comparison

Email vs AlayaCare vs generic forms vs Hivi-X

Hivi-X handles document intake before and alongside clinical workflows — not visit documentation.

CapabilityEmail / paperAlayaCare / CellTrakGeneric formsHivi-X
Pre-visit client intake checklists
clinical focus
PSW screening file tracking (CPIC, VSS)
HR module varies
Missing-document dashboard
Item-level approve/reject/resubmit
Family/PSW portal for per-item upload
unsecured
encrypted (guest link or portal)
One secure link, no login
secure link (OTP)
Automated email reminders for missing docs
(Phase B)
Clinical visit notes & scheduling
(by design)
Exportable compliance package
reports
Hosted in Canada / self-hosted AI
vendor-dependent

“Paper intake delayed care starts by a week — reusable checklists cut chase time and our coordinators finally see what is missing before the first visit.”

Care coordinator
Ontario private-pay agency

Representative of feedback from early Ontario users.

PHIPA & Ontario Health atHome

Documentation coordinators and contractors are asked to prove

Ontario agencies providing health services are typically PHIPA health information custodians — they must implement information practices, security safeguards, consent protocols, and breach response. Ontario Health atHome contracted service providers are typically required to maintain CPIC checks and annual offence declarations for service personnel under their contract terms.

Hivi-X does not replace AlayaCare, CellTrak, or Ontario Health contract systems. It helps your team collect, organize, and export intake and screening documents your agency may need for its own compliance files.

Hivi-X is document-collection software — not a home care provider, regulator, or legal advisor. General information only — not legal, privacy, employment, clinical, or compliance advice. PHIPA custodian duties remain with your agency. Consult qualified counsel and the IPC Privacy Management Handbook for Small Health Care Organizations.

  • Checklist-driven client admission and PSW onboarding aligned to common Ontario agency practice
  • Encrypted Canadian-hosted storage with technical safeguards agencies may review in PHIPA agent due diligence
  • Timestamped coordinator review (approve/reject) on each document
  • Exportable package for internal audit or Ontario Health atHome record-keeping prep
  • Self-hosted AI — client health information not sent to third-party AI providers
Security & trust

Canadian hosting, self-hosted AI

Client health information is sensitive. Hivi-X stores documents on servers hosted in Canada, encrypts sensitive fields at rest with AES-256-GCM, secures every connection with TLS, and runs AI on infrastructure Hivi-X operates — client data is never sent to OpenAI, Google, Anthropic, or other third-party AI providers.

Hosted in CanadaSelf-hosted AINo third-party AIAES-256-GCM at restTLS in transitConsent-first sharing
Visit the trust page
Pricing

Simple plans, free trial

Billed monthly in CAD — intake layer alongside your clinical software.

Starter

Solo coordinator + owner

$39CAD/mo
  • Up to 50 clients
  • Unlimited checklists
  • Reusable checklists
  • Email support
Start free trialBook a demo
MOST POPULAR

Professional

Growing agency (4–8 PSWs)

$59CAD/mo
  • Unlimited clients
  • Voice + AI summary
  • Exportable compliance package
  • Priority support
Start free trialBook a demo

Enterprise

Multi-coordinator agencies

$99CAD/mo
  • Unlimited clients
  • Co-agent workflows
  • Dedicated support
Start free trialBook a demo

See the full breakdown on the pricing page.

FAQ

Home care questions, answered

Common client admission items include demographics, OHIP health card, emergency contacts, physician and specialist information, ADL/mobility assessment, current medication list, home safety notes, PHIPA consent, and signed service agreement. Hospital discharge summaries and LTCI authorization apply when relevant. Requirements vary by funding source and contract — verify with Ontario Health atHome terms (if applicable) and your privacy counsel. Hivi-X checklist templates help coordinators track each item instead of chasing email threads.

Agencies commonly collect education or PSW certificate verification, criminal record check (CPIC), annual offence declaration, vulnerable sector screening when the role requires it, professional references, CPR/First Aid, immunization per agency policy, training sign-offs, and signed employment or contractor agreement. Ontario Health atHome contracted service providers are typically expected to maintain CPIC and annual offence declarations for service personnel — verify against your contract, insurer, and employment counsel. Not legal or employment advice.

Avoid unencrypted email for CPIC results. Hivi-X provides an encrypted my-id.ca portal with access controls so PSWs upload screening documents per checklist item. Coordinators can also upload files received by fax or mail on the PSW's behalf.

No. There is no government PHIPA certification program. Hivi-X is document-collection software with technical safeguards (encryption, access controls, consent-first sharing) that agencies may evaluate as part of PHIPA agent due diligence. Your agency remains the health information custodian and must implement a full privacy program per the IPC Privacy Management Handbook. Not legal advice.

No. Hivi-X is an intake and compliance-documentation layer only. Clinical visit notes, EVV, and scheduling stay in AlayaCare, CellTrak, ClearCare, or your vertical home care software. You export organized intake packages into the systems you already use.

No account is required. When you share a checklist, Hivi-X emails a secure link. Families and PSWs can upload via a secure guest link — they verify email with a one-time code and access a branded temporary cabinet — or sign in to the free my-id.ca portal. Coordinators can upload on their behalf for files received by fax or email.

Contracted service provider organizations are typically required to maintain CPIC checks and annual offence declarations for service personnel, plus risk-assessment documentation under O. Reg. 187/22 and Ontario Health atHome contract terms — verify against your agreement. Hivi-X helps organize screening files and client intake completeness — it does not replace Ontario Health contract systems or certify compliance.

Private-pay agencies are not provincially licensed like large SPOs, but families and funders still expect screening proof and organized intake. Checklist-driven collection with exportable compliance packages helps owner-operators demonstrate what was collected — without enterprise EMR overhead.

Today you track credentials on checklist items with coordinator approve/reject review. Automated expiry calendar and email reminders for missing CPIC or vulnerable sector checks are Phase B — Hivi-X does not auto-remind yet.

At launch, use the free lead-magnet PDF checklist on this site. Seeded Client Admission and PSW Hiring templates inside the app are Phase B. You can build your own reusable checklists in Hivi-X today.

$39 CAD/month (Starter), $59/month (Professional), or $99/month (Enterprise). All plans include a free trial, reusable checklists, Canadian hosting, and self-hosted AI.

Book a demo

Book a 15-minute demo

15 minutes. Bring one incomplete intake file — we'll turn it into a reusable Hivi-X checklist live.

No spam. Canadian-hosted. We never send your data to third-party AI.

Complete intake. Organized screening files.

Organize Ontario home care intake alongside AlayaCare, CellTrak, or your current clinical stack.

Hivi-X is document-collection software — not a licensed home care provider or Ontario Health atHome contractor. General information only — not legal, privacy, employment, clinical, or compliance advice. Last updated 2026-07-09.

Home Care Document Collection Software Ontario | Hivi-X