Best VisualCare Alternatives in 2025

Choosing the right care management software can be the difference between a well-run business and endless paperwork. VisualCare has been one of the top software for health care providers for the past few years. 

If you're using VisualCare, you may already be experiencing key limitations such as an outdated interface, lack of native mobile apps for field workers, minimal automation for rostering and billing, limited NDIS claim support, and insufficient tools for compliance tracking like document expiry alerts or incident reporting, features that are increasingly essential under evolving NDIS and aged care regulations.

In this guide, we explore 5 of the best alternatives to VisualCare.

Top 5 Alternatives to VisualCare:

1. imploy

Best for: Home care and NDIS providers seeking an all-in-one, modern, and Australian-made platform.

imploy is an all-in-one care management platform built for Australian NDIS and Home Care Package (HCP) providers. Unlike many systems, it supports both funding streams, making it a versatile solution for diverse care organisations.

Whether you deliver NDIS support, aged care, or private services, imploy makes it easy to run your business efficiently while staying compliant.

Key Features:

• Care Management: Centralised system to store client records, update care plans, and track progress over time.
• Smart Rostering: Quickly assign and adjust shifts using a visual drag-and-drop interface, with real-time availability and last-minute flexibility.
• Mobile App: Support workers can view rosters, record notes, and check in/out of shifts directly from their phones.
• Payroll & Invoicing: Integrated with Xero, PRODA, and STP for faster billing, timesheet processing, and payroll management.
• Compliance Tools: Automatic alerts for expiring documentation, incident logging, and staff screening to maintain regulatory compliance.
• CRM & Enquiries: In-built customer relationship tools for handling leads, tracking referrals, and simplifying onboarding.
• Supplier Portal: Manage third-party providers, track external services, and streamline documentation in one platform.
• Real-Time Reporting: Interactive dashboards to monitor service delivery, track budget usage, and analyse funding in real time.
• AI Features:
  - Smart Shift Matching: Uses AI to assign the most suitable support worker based on the client’s needs, staff location, availability, skills, and previous interactions -helping reduce travel time and boost consistency.
  - Intelligent Note Enhancement: Refines rough shift notes into clear, well-structured summaries by improving tone, grammar, and extracting key insights -enhancing compliance and communication.
  - AI Powered Risk Identification:  Uses AI to analyze shift notes for key phrases, rating risk from 0 to 10, with plans to allow converting high-risk notes into incidents.
  - AI Chatbot : Provides role based access to company data, including shifts, client info, and financial data.

Pros:

• Built for NDIS and aged care workflows.
• Extremely user-friendly.
• Direct PRODA integration(coming soon).
• Responsive, local customer support.
• Affordable and scalable for teams of all sizes.
• Smart rostering with real-time updates.
• Dedicated mobile app for support workers.‍
• Supplier and payroll tools to manage external services.

Cons:

• Newer platform, still expanding third-party integrations.

Pricing & Access:

• Lite Plan: Free for up to 5 users - includes essential features like care management, rostering, and mobile access.
• Premium Plan: $15 per user/month - includes payroll, HR, accounting, marketing, and unlimited storage.
• Available on Web, iOS, and Android.

2. ShiftCare

Best for: Small to mid-sized providers prioritising fast onboarding and ease of use.

ShiftCare is a user-friendly NDIS management platform that streamlines rostering, invoicing, and client care, reducing admin workload by up to 90% and enhancing provider productivity.

Key Features:

• NDIA Price Guide Integration: Automatically updates with the latest price limits.
• Client and Shift Notes: Document shift activity and progress with ease.
• Invoicing and Timesheets: Link hours directly to payroll and invoicing modules.
• Staff App: Enables mobile check-ins, shift details, and communication.

Pros:

• Quick and simple setup.
• Well suited for providers just starting out.
• Great mobile experience.

Cons:

• Less depth in reporting and analytics.
• Limited ability to customise forms and workflows.
• No advanced AI features.
• No Single Touch Payroll integration.

Pricing & Access:

• Basic Plan: $8 per user/month.
• Professional Plan: $13 per user/month.
• Premium Plan: $20 per user/month.
• Available on Web, iOS, and Android.
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3. iinsight

Best for: Allied health professionals, occupational therapists, and support coordinators.

iinsight is tailored for organisations that manage complex client cases and therapy-based services. It combines case management, billing, and compliance in one platform - ideal for rehabilitation and allied health sectors.

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‍Key Features:

• Drag-and-Drop Document Management: Upload and link files to client cases easily.
• NDIS Bulk Claiming: Simplify your financial reconciliation process.
• Outlook & Xero Integration: Seamlessly sync calendars, invoicing, and communications.
• Clinical Notes: Designed for providers managing therapy, assessments, and support coordination.
• Automated Workflows: Streamline repetitive tasks for efficiency.
• Appointment Setting & SMS Notifications: Keep clients and staff in sync.

Pros:

• Strong case and document management tools.
• Excellent for multi-disciplinary teams.
• Built-in Medicare integration.

Cons:

• Interface is more clinical and less care-centric.
• Overwhelming for basic home care models.
• Too expensive for start-ups and small companies.

Pricing & Access:

• Starts at $59.99/user/month.
• Available on Web, iOS, and Android.
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4. CareMaster

Best for: Budget-conscious providers wanting NDIS-focused tools.

CareMaster is an all-in-one NDIS and aged care management platform, designed to streamline core operations while keeping costs manageable for small to mid-sized providers. For providers looking for a cost-effective, NDIS-compliant, all-rounder, CareMaster delivers the essentials: staff and client management, incident logging, billing, and reporting - without the high price tag of enterprise systems.

Key Features:

• Service Delivery Tracking: View hours delivered vs. planned services.
• NDIS Line Item Integration: Use preloaded NDIS pricing for fast claims.
• Rostering: Match clients with qualified staff and track shift status.
• In-App Messaging: Communicate securely with support staff.

Pros:

• Affordable entry-level pricing.
• Built around NDIS workflows.
• Good local support.

Cons:

• Basic interface and reports.
• Fewer customisation options.

Pricing & Access:

• Essential Plan: $16 per user/month.
• Standard Plan: $26 per user/month.
• Premium Plan: $36 per user/month.
• Available on Web, iOS, and Android.
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5. AlayaCare

Best for: Large or clinical-focused providers who need advanced functionality and analytics in one platform.

AlayaCare is a robust, cloud-based care management solution used globally by over 700 organisations. It seamlessly integrates back-office functions, mobile workforce management, clinical documentation, and operational analytics into a single configurable system.

Key Features:

• EVV: GPS-based visit tracking for compliance.
• Smart Scheduling: Flexible, multi-location rostering.
• Billing & Payroll: Automates complex financials.
• Staff Compliance: Tracks certifications and training.
• AI Assistant: Auto-summarises notes and guides care.
• Visit Optimiser: Matches staff by skills and location.

Pros:

• Fully integrates back office, mobile apps, clinical tools, and analytics.
• Includes built-in EVV, business intelligence dashboards, and custom clinical features.
• Scalable and suitable for high-acuity or multi-program (e.g., NDIS + aged care) providers.
  

Cons:

• Higher pricing i.e. less ideal for small providers.
• Requires time and training to onboard and configure.

Pricing & Access:

• Standard Plan: Flat $1000 per month.
• Available on Web, iOS, and Android.‍
  
  

Comparison Table

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Why imploy Is the Best Choice?

In a rapidly evolving care environment, providers need more than just basic rostering or invoicing tools. They need an all-in-one platform that keeps up with NDIS reforms, HCP complexity, and modern workforce needs.

Here’s why imploy stands out:

• Built for Both NDIS & HCP: Unlike most platforms, imploy natively supports both funding models, making it ideal for mixed-service providers.
  
• Smart, SIL-Ready Rostering: Manage group shifts, recurring services, and continuity of care with drag-and-drop scheduling and intelligent shift matching.
  
• PRODA & Xero Integration: Handle bulk NDIS claims, payroll, and invoicing - all from one place.
  
• Compliance Made Simple: Auto-alerts for document expiry, incident reporting, and built-in audit trails keep your organisation inspection ready.
  
• Transparent Pricing & Local Support: Flat per-user pricing (no hidden tiers) and Australian-based support mean fewer surprises and faster help.
  
• AI Features: imploy uses AI to automatically match the best support worker to each shift based on client needs and continuity, and to enhance shift notes by turning rough entries into clear, compliant summaries.

If you’re ready to move beyond the limitations of VisualCare, imploy offers a future-ready platform that’s secure, scalable, and purpose-built for Australian care providers.

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Final Thoughts: Time for a Smarter Choice

As the aged care and disability sectors evolve toward greater accountability, mobility, and regulatory compliance, legacy systems like VisualCare may no longer meet the needs of modern providers. The alternatives listed above  bring unique strengths, whether it’s automation, mobility, advanced reporting, or clinical tools to help you deliver better care and stay compliant.

For providers seeking a future-ready, Australian-based solution, imploy remains a strong contender worth exploring.
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FAQs

1. Is it difficult to migrate from Visual Care to a new platform?
Most modern platforms offer onboarding support, data migration tools, and customer training to make the transition smooth. Be sure to check if the provider offers Australian-based assistance.

2. Are these Visual Care alternatives compliant with government regulations?
Yes. All platforms listed are designed to help you stay compliant with NDIS provider obligations, My Aged Care standards, and the upcoming Support at Home Program.

3. Why should I consider switching from VisualCare?
VisualCare may lack modern features like mobile apps, real-time compliance tools, and integrations with platforms like PRODA or Xero, making it harder to meet evolving industry demands, especially under the NDIS and aged care reforms.

4. What features should I prioritise when choosing care management software?
Key features to look for include smart rostering, mobile functionality, NDIS billing support, compliance tracking (e.g., document expiry, incident logging), care planning, and integration with payroll/accounting systems.

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