1. Intake – owned by the vendor, locked for compliance 

The moment a Regional Center or IFSP agency hands you a file, your staff uploads it straight to VisitOMS on your private server—no Google Drive, no Dropbox, no third-party clouds. 

The child record is born inside a HIPAA-compliant database you control: strengths, needs, parent concerns, IFSP goals, and all supporting docs live together under one ID.

2. Matching – one click to the right educator 

A built-in match matrix weighs variables for every educator: domains of expertise, therapeutic approach, population experience, language(s), and travel environment.

The system surfaces the best fit, plus alternate choices if the primary educator’s calendar shifts.

3. Weekly schedules – built for mileage & quality

The calendar engine builds an optimized weekly agenda for each educator and child. If the first-choice educator isn’t free, the system proposes a qualified substitute along with exact cost impact; the vendor approves or declines.

Only authorized educators ever see a child’s encrypted history and session notes—nothing more.

4. Field notes – entered once, used everywhere

Educators open VisitOMS on any mobile device

• log session start/stop times
• write (or dictate) session notes
• attach photos or digital signatures
• mark new skill observations.

All data are immediately encrypted and uploaded, so nobody loses a record.

Our production team is all located under one roof, right here in the USA! We are constantly innovating and developing new features to enhance your experience. It brings us great joy to work closely with our clients, gathering feedback and designing a user-friendly interface tailored specifically for Early Intervention Vendor Operations.

5. Reports & goals – generated on demand

Session data auto-builds child progress reports, goal sheets, and official IFSP summaries. 

Educators can send the files directly to your documentation team or export for Regional Center submission.

6. Payroll – reconciled in real time

Educators submit subjective time entries; the system logs GPS check-ins alongside objective timestamps.

Vendors run instant payout reports—subjective vs. objective—or create custom date ranges for payroll, differential calculations, and 1099/W-2 summaries.

7. Metrics & charts – vendor command center

Need a child’s goal chart, educator productivity map, or monthly cost snapshot? Filter and export on any combination of child, educator, service code, or expense category.

Graphs and spreadsheet files generate instantly, no data analyst required.

8. Secure access – everyone sees only what they need

Vendors, supervisors, and educators each log in with role-based credentials. Documents are versioned, encrypted, and audit-logged: you can always show who opened what and when.

9. Continuous updates – hands-free

VisitOMS updates its own libraries, API's and compliance rules automatically. The vendor portal refreshes in the background, so your team focuses on operations while the system stays current and secure behind your firewall.