The AI Tools in Beta preview introduces select artificial intelligence features available to participating agencies in Caresmartz360. If you would like to be part of a future Beta preview, please reachout to our Support Team.
If you are a part of the preview, please review the Beta Feature Feedback article for some ideas on how you can provide constructive, actional feedback to help us improve CareSmartz360.
These tools are designed to assist with scheduling optimization, care note review, and quick access to agency information through conversational AI.
This article covers:
Carey AI Agent
Smart Scheduler
Care Insights Dashboard
Before You Begin
These features are currently available only to select agencies participating in the beta preview program. Access may vary based on:
Agency participation status
User role permissions
Whether the agency is using the New UI experience
Some features may continue to evolve during the beta period.
Feature 1: Carey AI Agent
Carey is an AI-powered assistant that can answer questions related to agency data within Caresmartz360.
When You Would Use Carey
Use Carrie when you need quick answers related to:
Clients
Caregivers
Scheduling information
Examples include:
Finding information about a client
Checking caregiver details
Asking scheduling-related questions
How to Access Carey
Log into Caresmartz360.
Locate the dialogue/chat icon in the top-right corner of the screen.
Click the icon to open the slide-out panel.
Select AI Agent Carrie.
Authorize Carrie Access
The first time you launch Carrie, you will be prompted to authorize access permissions.
Click on Carey.
Allow the requested permissions.
Select the data categories Carrie can access:
Clients
Caregivers
Scheduler
Ask Questions
Once access is granted:
Type your question into the chat field.
Press Enter or click Send.
Carrie will process the request and return a response.
Best Practices
Recommended
Ask clear, specific questions.
Use complete names where possible.
Verify critical operational decisions before acting.
Considerations
AI responses are based on available system data.
Responses may vary depending on permissions and available records.
Carrie should assist workflows, not replace agency review processes.
Common Scenarios
Quickly locating client information
Reviewing caregiver assignment details
Asking schedule-related questions without manually navigating modules
Feature 2: Smart Scheduler
Smart Scheduler uses AI to help optimize open visits and caregiver assignments.
Prerequisites
Before using Smart Scheduler:
Your agency must be enabled for the New UI.
Open visits must exist within the selected date range.
Caregiver profiles should be fully configured with:
Skills
Preferences
Languages
Availability
Accurate caregiver and client data improves optimization results.
How to Access Smart Scheduler
Navigate to Scheduling.
Open the Schedule Calendar.
Locate the blue Smart Scheduler icon near the top-right corner.
Hover over the icon to confirm the label.
Click the icon to open Smart Scheduler.
Configure Filters
Use the left-side filter panel to narrow scheduling results.
Available filters may include:
Office
Territory
Client Type
Client Name
Care Coordinator
Select a Date Range
Click the calendar icon in the upper-right corner.
Choose the desired scheduling period.
You can review current or future weeks.
Run Smart Scheduler
Click Apply Filters.
Review the list of open shifts.
Select Shift Optimization.
You can choose optimization priorities such as:
Cost combined score
Matches based on skills, preferences, language, and past experience
Travel time and distance
Select your preferred optimization method.
Click Apply.
The system will process the optimization recommendations.
Review and Publish Results
Once completed:
Review suggested caregiver assignments.
Select visits individually or use Select All.
Publish approved visits.
Alerts and Conflicts
Smart Scheduler may display warnings such as:
No matches found
Overtime conflicts
Scheduling rule conflicts
Always review warnings before publishing schedules.
Best Practice Recommendations
Recommended
Keep caregiver profiles fully updated.
Regularly maintain availability and skill records.
Review optimization suggestions before publishing.
Pros
Reduces manual scheduling effort
Improves assignment consistency
Helps balance travel and compatibility
Considerations
AI recommendations should still be reviewed by schedulers.
Incomplete caregiver profiles may reduce optimization quality.
Travel optimization may not always align with continuity-of-care preferences.
Common Scenarios
Filling large numbers of open shifts
Rebalancing schedules after call-offs
Optimizing caregiver travel routes
Reviewing future scheduling coverage
Feature 3: Care Insights Dashboard
The Care Insights Dashboard uses AI to analyze and classify care notes and visit information.
When You Would Use Care Insights
Use Care Insights to:
Review trends in care documentation
Identify potentially significant care events
Analyze caregiver note patterns
Monitor visit classifications and severity levels
How to Access Care Insights
Navigate to the Dashboard module.
Select Care Insights Dashboard from the left-side navigation menu.
Configure Filters
The dashboard includes filter options to customize results.
Examples may include:
Date range
Client filters
Caregiver filters
Visit criteria
Important
The maximum date range is 31 days.
Keeping date ranges smaller may improve performance and result clarity.
Apply Filters and Review Results
Configure your desired filters.
Click Apply.
The dashboard will display:
Clients
Caregivers
Visit dates
Associated care notes
The AI will automatically classify notes into categories such as:
Functional
Medical
Clinical
Additional sub-classifications may also appear.
Severity and Review Status
The dashboard may also display:
Severity levels
Reviewed vs. not reviewed statuses
This can help agencies prioritize documentation review workflows.
Switch to Stats View
At the top of the dashboard, select Stats View to display visual charts and trend analysis based on the current filters.
Filters remain active when switching between views.
Best Practice Recommendations
Recommended
Use shorter date ranges for focused review.
Regularly monitor high-severity items.
Incorporate dashboard reviews into QA or supervisory workflows.
Pros
Improves visibility into care documentation trends
Helps identify potentially important care events
Supports operational oversight
Considerations
AI classifications should still be reviewed by staff.
Severity indicators are supportive tools and not clinical determinations.
Agencies should maintain their existing compliance review processes.
Common Scenarios
Reviewing high-risk visit notes
Monitoring documentation quality
Supervisory review of caregiver charting
Identifying recurring care concerns
Troubleshooting
Carey Does Not Respond
Possible causes:
Permissions were not authorized
Feature access is not enabled for your agency
Session timeout occurred
Recommended actions:
Refresh the page
Reauthorize permissions
Contact support if the issue persists
Smart Scheduler Shows No Matches
Possible causes:
No caregivers meet scheduling requirements
Availability conflicts exist
Skills/preferences are incomplete
Recommended actions:
Review caregiver availability
Verify required skills and preferences
Expand filters or date ranges
Care Insights Dashboard Appears Empty
Possible causes:
Filters are too restrictive
No qualifying visit data exists in the selected range
Recommended actions:
Reduce filtering criteria
Shorten or adjust the date range
Verify visit documentation exists