Client and caregiver intake is where home care agencies burn the most time.
Every new client requires a stack of forms — demographic data, medical history, service agreements, insurance info, emergency contacts, consent forms, HIPAA acknowledgments. Every new caregiver requires their own stack — application, tax forms, credentials, direct deposit, I-9, non-compete. Multiply by every hire and every new admission and intake becomes a full-time job.
Even agencies that have digitized the forms still re-enter the data manually into AlayaCare. The form fills out a PDF (or a Google Form, or a Cognito Form, or a DocuSign envelope) — and then someone opens AlayaCare and re-types every field. That's the work that shouldn't exist in 2025.
Agencies have invested in form tools (Cognito, Jotform, DocuSign) and in AlayaCare — but nobody ever built the bridge between them. Without integration, every form is just a prettier way to collect data that still has to be keyed by hand.
Advanced Intake for AlayaCare.
Rubi's Advanced Intake solution closes the gap. The form captures the data and the signature; Rubi's integration layer creates (or updates) the matching AlayaCare record, attaches the signed documents, and notifies the intake administrator. Zero re-entry, full audit trail, faster time-to-service.
Fill once. Sign once. Live in AlayaCare the same day.
Two workflow patterns.
What the integration delivers.
- Zero duplicate data entry — everything the client or caregiver typed into the form lands in the correct AlayaCare fields
- Signed documents attached automatically — every signature gets archived to the AlayaCare record for audit and compliance
- Admin approval checkpoint — for workflows where a human needs to review before the record goes live, we insert an approval step
- Duplicate detection — matches against existing records by email, phone, or SSN so updates land on the right record instead of creating ghosts
- Configurable field mapping — every agency has slightly different custom fields; we map them once and the integration runs
- Notification fan-out — multiple admins, by role or branch, can be notified of completed intakes
Frequently asked questions.
Both Cognito Forms and DocuSign offer HIPAA-compliant tiers. The integration layer itself runs in a BAA-covered environment, and we don't retain PHI beyond the duration needed to write the AlayaCare record.
Yes — that's what form builders are good at. We handle the plumbing; you handle the look. Most agencies already have their intake forms styled the way they want.
Typical deployment is 2-3 weeks — most of the time is spent mapping your specific form fields to AlayaCare fields. If you already have the forms in Cognito or DocuSign, we're only building the bridge.