Nine systems, one agency, honest results
Everything below was built for and runs in a working California home health agency. Names, vendors and identifying details are removed. Status labels are exact: some of these are running in production, and some are built and verified but deliberately switched off.
Every caregiver credential in one trustworthy picture
A weekly audit and a color-coded board replace three sources that disagreed, and a monthly federal exclusion screen runs alongside.
Audit every Monday, board always current, exclusion screen monthly.
Running in productionRead the case study Finance and billingPay therapy invoices only for visits that are documented
Vendor invoices are matched to visit notes in the EMR automatically, and the office gets one report: ready to pay, wait, already paid, or needs a person.
Hand-ticked paper invoices became one weekly report.
Running in productionRead the case study Payroll and operationsRoute sheets to payroll, with exceptions caught before checks are cut
Paper and photographed route sheets are read, matched to EMR visits and filed, and payroll gets an exceptions-only list instead of a pile.
94.4% of handwritten rows read correctly by a small local model.
Running in productionRead the case study AI assistantsStaff get cited answers from the agency’s own policies, and learn when a regulation changes
Two closed-book assistants in Microsoft Teams answer only from the agency’s documents, with the source cited, and a weekly watcher flags when a saved regulation has changed.
Cited answers and a quiet watcher that speaks up only when it matters.
Running in productionRead the case study PlatformA one-click operations dashboard with an audit trail for every run
Recurring compliance and admin tasks became buttons on a Teams page, and every run leaves an append-only record an auditor can be shown.
Press a button; 43 seconds later the email, the Teams post and the audit row exist.
Running in productionRead the case study IntakeAdmission paperwork scanned once and filed to the right chart
A start-of-care packet scanned at the office printer is read, matched to the right patient and split into one document per form, with completeness checked against the agency’s own admission policy.
42 pages in, 7 forms recognized, 18 blank backs dropped, patient pinned unanimously.
Built and verified, switched off on purposeRead the case study Orders and signaturesPhysician orders filed to the right doctor’s folder, never the wrong one
Loose therapy orders awaiting signature are identified by patient and filed under the physician of record from the EMR, not the one printed on the PDF.
21 of 21 loose orders identified with no OCR and no AI.
Built and verified, switched off on purposeRead the case study CommunicationsEvery call answered or captured, with voicemails that become tasks
A Teams Phone menu routes callers by type, and unanswered calls become tracked tasks with a transcript instead of a blinking light.
A voicemail becomes a task in 8 seconds.
Running in productionRead the case study Identity and accessStaff access to resources without opening up the agency’s data
Overlapping groups and sites were consolidated by purpose, and care staff, most of them guests, get their own site without any path to office data.
14 groups became 9 plus one distribution list, each with a stated purpose.
Running in productionRead the case studyAbout the numbers. Every figure on these pages is measured, from run records and test results. We do not yet publish hours or dollars saved, because we have not finished measuring them, and a guess is worse than a blank. When we have the before-and-after numbers, they will be here.
Not finished, and we will say so
QAPI evidence, generated rather than typed
Medicare-certified agencies must run a data-driven quality program with documentary evidence. We have a requirements draft mapping 42 CFR 484.65, California Title 22 and ACHC standards to an indicator register, a quarterly scorecard, adverse-event logs and an annual review packet, built on the same audit ledger. It is waiting on the agency’s own QAPI plan.
A re-runnable library of SOPs, policies and competency forms
A generator renders SOPs and policies in one house format, and a register rescans the folder and preserves human decisions. Six competency and evaluation forms are delivered; their regulatory citations are being verified.