Top 10 Long-Term Care Management Systems: Features, Pros, Cons & Comparison

Introduction

A Long-Term Care Management System is specialized software designed to help manage the complex operations of facilities that provide ongoing care. This includes nursing homes, assisted living communities, memory care facilities, and home health agencies. Think of it as the central nervous system for care—it connects clinical care, daily living activities, staff management, billing, and family communication all in one place.

These systems are critically important because they replace piles of paper charts, clipboards, and spreadsheets with a single, digital source of truth. This leads to better, safer care by reducing errors, ensuring staff follow care plans, and providing instant updates on a resident’s status. In the real world, this means a nurse can see medication schedules at a glance, a billing manager can automatically generate invoices based on care provided, and a family member can get a secure update about their loved one’s day.

When choosing a system, you should prioritize a few key areas: clinical management features (like electronic health records and medication administration), operational tools (scheduling, billing, and reporting), ease of use for staff with varying tech skills, robust compliance with healthcare regulations, and strong communication tools for staff, residents, and families.

Best for: These systems are essential for administrators, directors of nursing, and owners of skilled nursing facilities, assisted living communities, memory care units, and continuing care retirement communities (CCRCs). They also serve home health and hospice agencies that need to coordinate care across different locations.

Not ideal for: A standalone long-term care system is usually too heavy and complex for a small, independent senior living apartment complex that doesn’t provide hands-on clinical care. It’s also not designed for acute-care hospitals (which need inpatient hospital EHRs) or for individual family caregivers managing care at home, where a simpler medication reminder or care coordination app would be more appropriate.

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Top 10 Long-Term Care Management Systems

1 — PointClickCare

PointClickCare is a leading, cloud-based platform deeply entrenched in the skilled nursing and senior living market. It’s designed to be a comprehensive solution for clinical, financial, and operational management across the care continuum.

Key features:

• Integrated Clinical EHR: Robust electronic health records with interdisciplinary charting, MDS (Minimum Data Set) completion, and care planning.
• Financial & Billing Suite: Handles complex payer sources (Medicare, Medicaid, private) with claims management and revenue cycle tools.
• Medication Management: Includes eMAR (electronic Medication Administration Record) and pharmacy integration.
• Operational Dashboards: Real-time analytics on quality measures, occupancy, and financial performance.
• Family & Resident Engagement Portal: A secure portal for communication, updates, and billing information.
• Interoperability: Strong focus on connecting with hospitals, pharmacies, and other care providers to reduce readmissions.

Pros:

• Industry-leading market share means deep functionality and widespread familiarity among staff.
• Strong track record in helping facilities meet regulatory compliance and quality reporting requirements.

Cons:

• Can be expensive, with a complexity that might feel overwhelming for very small facilities.
• Some users note that certain modules or customizations can add significantly to the cost.

Security & compliance: HIPAA compliant, SOC 2 Type II certified, with data encryption and detailed audit logs. Meets requirements for MDS submission and other federal/state regulations.

Support & community: Offers multi-tiered support plans, extensive online training (PointClickCare University), a large annual user conference, and an active online user community.

2 — MatrixCare

MatrixCare is a comprehensive, post-acute care platform serving long-term care, senior living, and home health. It is known for its clinical depth and flexibility to serve diverse care settings within one organization.

Key features:

• Setting-Specific Solutions: Tailored workflows for SNF, AL, Memory Care, Home Health, and Hospice.
• Clinical Intelligence: Advanced predictive analytics and risk stratification to proactively manage resident health.
• Financial Management: Unified billing across different care levels and payer sources.
• Engagement & Connected Care: Tools for staff communication, family engagement, and remote patient monitoring integration.
• Interoperability via CommonWell: Strong connectivity to national health information networks and major hospital EHRs.
• Life Enrichment & Dining: Modules to manage activities, dining services, and preferences.

Pros:

• Excellent for organizations offering multiple service lines (e.g., a CCRC with SNF, AL, and Home Health).
• Powerful reporting and data analytics capabilities for quality improvement and operational insight.

Cons:

• The breadth of features can lead to a steeper implementation and training curve.
• Pricing structure is often enterprise-level, geared toward larger organizations.

Security & compliance: HIPAA compliant, HITRUST CSF certified, with robust data security and backup protocols. Designed to meet state-specific long-term care regulations.

Support & community: Provides dedicated customer success managers, 24/7 clinical and technical support, and a resource library with webinars and best practice guides.

3 — Yardi Senior Living Suite

Yardi is a powerhouse in real estate and property management, and its Senior Living Suite extends that strength to the operational and financial side of assisted living and independent living communities.

Key features:

• Property & Financial Core: Deep accounting, rent rolls, and occupancy management built on Yardi’s real estate foundation.
• Care Module: Basic to moderate clinical charting, care plans, and eMAR for assisted living needs.
• Lead & Resident Management: Integrated CRM from inquiry to move-in and residency.
• Voyager Senior Living Portal: A central portal for residents and families for services, communication, and billing.
• Mobile Staff Tools: Maintenance requests, housekeeping tasks, and mobile charting for nurses.
• Dining & Activities: Management of meal programs, event calendars, and participation.

Pros:

• Unmatched for communities that prioritize strong financial, marketing, and property operations alongside care.
• Highly scalable and stable platform from an established software provider.

Cons:

• Clinical features may not be deep enough for skilled nursing facilities with complex medical needs.
• Can be perceived as more of an “operations” system than a “clinical” one at its core.

Security & compliance: Enterprise-level security, data encryption, and compliance with financial and healthcare data standards. Specific clinical compliance (like MDS) varies by module.

Support & community: Offers standard and premium support plans, extensive documentation, and a large, well-established Yardi user network.

4 — Eldermark

Eldermark is a system designed specifically for senior living communities, focusing on improving communication, simplifying documentation, and enhancing the resident experience through an integrated approach.

Key features:

• TouchPoint Mobile: A strong mobile-first platform for staff to chart care, tasks, and incidents in real-time on tablets or phones.
• Family Connection: A transparent portal that allows families to see care notes, activities, and photos (with consent).
• Clinical Documentation: Streamlined eMAR, treatment sheets, and assessments designed for efficiency.
• Maintenance & Housekeeping: Tools to manage work orders, room readiness, and preventive maintenance.
• Dining Service Management: Menu planning, tray tickets, and nutritional tracking.
• Business Intelligence: Dashboards for executive oversight on key operational metrics.

Pros:

• Excellent user experience with intuitive mobile tools that staff actually enjoy using, reducing documentation burden.
• Strong emphasis on family engagement and communication, which is a key differentiator for private-pay communities.

Cons:

• May not have the ultra-deep, acute clinical features required by a high-acuity skilled nursing facility.
• Primarily focused on the senior living continuum rather than home health or hospice.

Security & compliance: HIPAA compliant with BAAs, data encryption, and secure cloud hosting. Meets standard senior living regulatory needs.

Support & community: Known for responsive customer support, “Eldermark University” for training, and an annual user group meeting.

5 — AccuCare

AccuCare is a comprehensive software solution for home health, hospice, and private duty care agencies. It manages the entire workflow from referral and scheduling to clinical documentation and billing.

Key features:

• Scheduling & Visits: Optimized scheduling for field staff, with mobile visit verification and route planning.
• Clinical Point-of-Care: Mobile EHR for clinicians to document visits in the home, including OASIS assessments for home health.
• Billing & Payroll: Automated billing based on care provided, integrated payroll for caregivers, and claims management.
• eLearning & Compliance: Built-in training modules for staff and tools to manage licenses and certifications.
• Family Portal: Secure portal for family members to view care plans and communicate with the agency.
• Reporting & Analytics: Pre-built and custom reports for quality measures, financials, and operations.

Pros:

• A true all-in-one system that seamlessly connects clinical documentation in the field with back-office billing and payroll.
• Strong focus on the specific regulatory and billing complexities of home health (Medicare) and hospice.

Cons:

• Specialized for home-based care, so it is not a fit for residential facilities like nursing homes.
• The learning curve can be steep due to the depth of features and regulatory requirements.

Security & compliance: HIPAA compliant, with data encryption and secure mobile access. Built to meet CMS requirements for home health and hospice.

Support & community: Offers implementation services, online support, training webinars, and a customer community forum.

6 — HealthMEDX

HealthMEDX (now part of Netsmart) provides an integrated EHR and operational platform with a strong reputation for its clinical and financial connectivity across the continuum of post-acute care.

Key features:

• Continuum of Care Record: A single, shared record that follows a patient/resident across settings (SNF, AL, Home).
• Clinical Documentation: Interdisciplinary progress notes, MDS, care plans, and restorative nursing programs.
• Financial Management: Billing, accounts receivable, and cost reporting tailored for long-term care.
• Business Intelligence: Advanced analytics and benchmarking tools against industry standards.
• Interoperability: Strong integration capabilities with hospital EHRs and other health information exchanges.
• Revenue Cycle Management: Tools to manage the entire claim lifecycle and reduce denials.

Pros:

• Powerful continuum-of-care approach ideal for organizations that manage multiple post-acute settings.
• Deep analytics and reporting for performance improvement and financial management.

Cons:

• Can be complex and resource-intensive to implement and optimize fully.
• As part of a larger company (Netsmart), some users feel it has lost a degree of its independent focus.

Security & compliance: HIPAA compliant, with robust security infrastructure. Supports regulatory compliance for SNFs and other settings.

Support & community: Access to Netsmart’s support network, training resources, and community events like the Netsmart Connect conference.

7 — ALIS

ALIS (by Therapy Brands) is a cloud-based system specifically tailored for assisted living communities, focusing on streamlining operations, improving care quality, and boosting resident and family satisfaction.

Key features:

• Care & Service Plans: Easy-to-create and update digital care plans that tie directly to billing.
• eMAR & eTAR: Electronic medication and treatment administration records with alerts.
• Community Operations: Manage move-ins, housekeeping, maintenance, and dining services.
• Family & Resident App: A mobile app for families to receive updates, view activities, and pay invoices.
• Sales & CRM: Tools to manage leads, tours, and waitlists.
• Integrated Billing: Automatically generates invoices based on care services and apartment fees.

Pros:

• Very intuitive and user-friendly interface that reduces training time for staff.
• Built specifically for the assisted living model, so it aligns perfectly with common workflows and billing practices.

Cons:

• Not designed for the high clinical acuity of skilled nursing facilities.
• May lack some of the advanced financial reporting tools of larger, enterprise systems.

Security & compliance: HIPAA compliant, SOC 2 audited, with encrypted data and secure logins. Meets state AL regulatory standards.

Support & community: Provides dedicated customer support, online training videos, and a customer advisory board.

8 — SigmaCare

SigmaCare is a long-term care EHR system known for its strong clinical documentation capabilities, particularly in skilled nursing facilities, with an emphasis on point-of-care charting.

Key features:

• Point-of-Care Clinicals: Mobile charting designed for nurses at the bedside, including assessments, flow sheets, and notes.
• Integrated MDS 3.0: Tools to streamline the MDS process and ensure accuracy.
• Care Planning: Personalized, automated care plans that pull data from assessments.
• Medication Management: Full eMAR with pharmacy interfaces and barcode scanning options.
• Quality & Compliance: Dashboards tracking quality measures, incidents, and survey preparedness.
• Financial Integration: Links clinical data to billing for accurate charge capture.

Pros:

• Strong clinical workflow design that helps nursing staff document efficiently and accurately.
• Good reputation for customer support and clinical expertise.

Cons:

• The interface can feel dated compared to some newer, more modern cloud platforms.
• May have fewer native tools for senior living operations (like dining/activities) compared to dedicated AL systems.

Security & compliance: HIPAA compliant, with data security and backup services. Supports MDS submission requirements.

Support & community: Offers 24/7 support, implementation services, and regional user group meetings.

9 — Caremerge

Caremerge (a part of PointClickCare) is a platform focused on coordination, communication, and engagement for senior living communities. It connects residents, families, and staff to improve the experience and flow of information.

Key features:

• Centralized Communication Hub: Messaging, alerts, and announcements for staff and families.
• Activity Management: Digital calendars, sign-ups, and attendance tracking for life enrichment.
• Family Portal & App: A dedicated space for families to see updates, photos, and communicate with staff.
• Care Coordination Tools: Basic task management and daily care notes to keep teams aligned.
• Health Information Integration: Can connect with underlying EHR systems (like PointClickCare) to share relevant data with families.

Pros:

• Exceptional at solving communication silos and keeping everyone informed, which boosts satisfaction.
• Very easy for families and residents to adopt, requiring minimal technical support.

Cons:

• Not a full-scale clinical or financial EHR; it’s a complementary engagement and coordination layer.
• To be most effective, it often needs integration with a core management system.

Security & compliance: HIPAA compliant, with secure portals and data encryption. Focuses on privacy in family communications.

Support & community: Supported by the PointClickCare ecosystem, with training and help resources available.

10 — American Data

American Data provides a range of software solutions for long-term care, with a particular focus on skilled nursing facilities. Their offerings include both EHR and financial management components.

Key features:

• Clinical Management: MDS, care plans, assessments, and progress notes.
• Financial Suite: Resident billing, accounts receivable, trust accounting, and cost reporting.
• Pharmacy & eMAR: Integration with long-term care pharmacies and electronic medication administration.
• Rehabilitation Therapy Tools: Documentation and billing for in-house or contracted therapy services.
• Reporting & Compliance: Tools for quality measures, survey management, and operational reports.

Pros:

• Often cited as a cost-effective solution for skilled nursing facilities needing solid core functionality.
• Established player in the market with a long history in the long-term care software space.

Cons:

• The technology and user interface can feel less modern and agile than newer cloud-native competitors.
• May require more hands-on IT management or on-premise infrastructure.

Security & compliance: HIPAA compliant, with data security measures. Capable of meeting standard SNF regulatory requirements.

Support & community: Provides customer support, training, and has an established base of users, particularly in certain regions.

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Comparison Table

Tool Name	Best For	Platform(s) Supported	Standout Feature	Rating
PointClickCare	Large SNFs, Senior Living Chains, organizations needing deep clinical/financial integration.	Web, iOS, Android	Market dominance & comprehensive continuum-of-care tools.	N/A
MatrixCare	CCRCs, multi-setting post-acute organizations, those needing strong analytics.	Web, iOS, Android	Predictive clinical analytics & multi-setting flexibility.	N/A
Yardi Senior Living	Assisted & Independent Living communities where property/financial ops are as crucial as care.	Web, iOS, Android	Best-in-class real estate/financial management core.	N/A
Eldermark	Senior Living communities prioritizing staff usability and family engagement.	Web, iOS, Android	Intuitive mobile staff tools & transparent family portal.	N/A
AccuCare	Home Health, Hospice, and Private Duty care agencies.	Web, iOS, Android	True all-in-one field clinician to back-office workflow.	N/A
HealthMEDX	Post-acute networks wanting a shared record across SNF, AL, and Home Care.	Web	Single patient record across the care continuum.	N/A
ALIS	Assisted Living communities seeking an intuitive, purpose-built system.	Web, iOS, Android	User-friendly design perfectly tailored for the AL model.	N/A
SigmaCare	Skilled Nursing Facilities wanting strong point-of-care nursing documentation.	Web, Windows Mobile	Efficient bedside clinical charting for nursing staff.	N/A
Caremerge	Any senior living community needing to drastically improve communication & engagement.	Web, iOS, Android	Superior family/resident/staff communication hub.	N/A
American Data	Skilled Nursing Facilities looking for a cost-effective, established core system.	Web, Windows	Cost-effective core clinical/financial functionality for SNFs.	N/A

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Evaluation & Scoring of Long-Term Care Management Systems

Use this weighted scoring rubric to systematically evaluate and compare different systems based on your facility’s unique priorities.

Evaluation Category	Weight	What to Look For
Core Features	25%	Does it have the specific clinical, operational, and financial modules you need? How well do they work for your setting (SNF, AL, Home Care)?
Ease of Use	15%	Is the interface intuitive for clinical and non-clinical staff? Will it reduce or add to documentation time? Is training straightforward?
Integrations & Ecosystem	15%	Does it connect to your pharmacy, lab, hospital partners, therapy providers, and accounting software?
Security & Compliance	10%	Is it HIPAA compliant? Does it help meet MDS, state survey, and other specific regulatory requirements for your setting?
Performance & Reliability	10%	Is it a stable, cloud-based system with minimal downtime? Is it fast, especially during peak documentation times?
Support & Community	10%	Is support responsive and knowledgeable? Are there good training resources and an active user community for troubleshooting?
Price / Value	15%	Does the total cost (license, implementation, training, support) align with the value and ROI it provides? Are costs predictable?

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Which Long-Term Care Management System Tool Is Right for You?

Making the right choice requires matching the system’s strengths to your organization’s profile and goals.

• Solo Facility vs. Small Chain vs. Enterprise: A single, standalone assisted living community might prioritize ease of use and cost (ALIS, Eldermark). A small chain of SNFs needs robust clinical tools and standardized reporting (SigmaCare, PointClickCare). A large enterprise or CCRC with multiple care settings requires enterprise-grade scalability, deep analytics, and continuum-of-care features (MatrixCare, PointClickCare).
• Budget-Conscious vs. Premium Solutions: Budget-focused facilities must scrutinize total cost of ownership, often finding value in established players like American Data or simpler, cloud-based options. Premium solutions command higher prices but offer extensive features, advanced interoperability, and dedicated support that can provide a strong return on investment through efficiency and improved care outcomes.
• Feature Depth vs. Ease of Use: There is often a trade-off. The most feature-rich systems (MatrixCare, HealthMEDX) are powerful but require significant training. Systems prized for ease of use (Eldermark, ALIS) streamline common tasks but may lack some advanced configuration or reporting. Consider your staff’s tech-savvy and available training resources.
• Integration and Scalability Needs: Ask: “Will this grow with us?” If you plan to add homes, services, or beds, ensure the system can scale without exorbitant cost. If you rely on specific third-party services (a particular pharmacy, therapy company, call system), confirm proven integrations exist.
• Security and Compliance Requirements: For all, HIPAA compliance is mandatory. For SNFs, seamless MDS submission and quality reporting support are critical. For assisted living, state-specific regulations are key. The system should actively help you stay compliant, not just store data securely.

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Frequently Asked Questions (FAQs)

1. How are these systems typically priced?
Pricing is usually based on a monthly or annual subscription fee per bed, per resident, or per user. There are often significant upfront costs for implementation, data migration, and training.

2. What is the implementation process like?
Implementation typically takes 3 to 9 months for a full rollout. It involves planning, data migration, configuring workflows, training staff in phases, and going live—often starting with one unit or department.

3. Can we use our existing hardware (tablets, computers)?
Usually yes, but you must ensure they meet the system’s minimum technical specifications (operating system, browser version, memory). Some vendors offer optimized hardware bundles.

4. How do these systems help with state surveys and audits?
They organize all required documentation electronically, provide tools for incident tracking and care planning, and can generate reports to prove compliance, making the survey process much smoother.

5. What happens to our data if we decide to switch vendors later?
Reputable vendors will provide you with an export of your data in a standard format (like PDFs or structured data files) as part of contract termination, though there may be a fee. This is a critical question to ask before signing.

6. Do these systems include payroll for staff?
Some have integrated payroll modules (especially home care systems like AccuCare), while others integrate with third-party payroll services like ADP or Paychex. Most skilled nursing systems focus on billing, not staff payroll.

7. How is training provided?
Training is delivered through a mix of live online sessions, in-person training, self-paced video libraries, and user manuals. The quality and extent of included training vary greatly by vendor.

8. What’s the biggest mistake facilities make when choosing?
Choosing based solely on price or a flashy demo without involving key staff (nurses, aides, billing) in the selection process to ensure it fits real-world daily workflows.

9. Can families see real-time care updates?
Many modern systems (Eldermark, ALIS, Caremerge) include family portals or apps where, with proper consent, families can see daily notes, activity participation, and care tasks—but not full clinical charts.

10. Do we need separate software for marketing and lead management?
Not necessarily. Many systems (Yardi, ALIS, MatrixCare) include built-in CRM tools to track inquiries, tours, and waitlists, helping to manage the move-in pipeline from start to finish.

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Conclusion

Choosing a Long-Term Care Management System is one of the most significant technology decisions a care provider will make. It impacts clinical outcomes, operational efficiency, staff satisfaction, and financial health. The landscape offers a range of powerful tools, from broad industry giants like PointClickCare and MatrixCare to nimble, user-focused platforms like Eldermark and ALIS, and specialized solutions for home care like AccuCare.

The critical takeaway is that there is no single “best” system for everyone. The right choice is the one that aligns most closely with your specific type of care, size, operational complexities, and strategic goals. A system that is perfect for a large skilled nursing facility chain would overwhelm a small assisted living community, and vice versa.

Ultimately, the most successful implementations happen when the technology serves the people using it—making the work of caregivers easier, providing peace of mind to families, and creating a seamless, integrated environment where the focus can remain squarely on delivering dignified, high-quality care. By carefully evaluating your needs against the features, pros, and cons outlined here, you can select a partner that will support your mission for years to come.