CASE STUDY

Optimizing Revenue Through Digital Billing: A NY Independent Living Center Story

A compliance coordinator at a New York-based independent living center reveals how their agency maximized revenue without overburdening staff by transitioning to CareTime’s electronic billing system.

Challenges and the Need for Change

Volume and Growth As the center expanded, its billing requirements grew significantly, quickly overwhelming the existing team. The increased workload highlighted the inefficiencies of their outdated paper-based processes. The compliance coordinator noted, “It became too large to manage internally using outdated paper processes.”

“It became too large to manage internally using outdated paper processes”

Complexity with over a dozen different payers to manage, even within New York state, the billing process became increasingly complex. Each payer had unique requirements, which added layers of complexity and increased the likelihood of errors in a manual system. "The manual, paper-based billing process was not only time-consuming but also prone to human error," the coordinator explained. It became evident that the agency needed a more robust solution to handle the growing demands. “It was time for an electronic solution.”

Moving into the Digital Era with CareTime

The impending EVV (Electronic Visit Verification) regulations presented both a challenge and an opportunity for the agency. Compliance with these new regulations required a swift move towards digital solutions to ensure accurate billing data collection and submission. The compliance coordinator shared, “The primary reason we chose CareTime was to align with the EVV requirements. Our billing data also had to be accurately reported to New York State.”

Additionally, the center’s involvement with various payers and programs, which often change annually, necessitated a streamlined and flexible billing process that could adapt to frequent changes. The need for an integrated system that could handle time and attendance while simplifying the revenue cycle management was clear.

“The primary reason we chose CareTime was to align with the EVV requirements. Our billing data also had to be accurately reported to New York State"

Integrating CareTime’s Home Care Management with Revenue Cycle Management

Given their existing use of CareTime for time and attendance, the decision to expand its use to include revenue cycle management (RCM) was a logical step. “Switching to an electronic system was essential, especially as we already used CareTime for time and attendance. It made sense to consolidate everything under one platform,” said the coordinator.

After experimenting with various in-house billing solutions during periods of acquisition and expansion, the benefits of a unified, efficient system became apparent. “With CareTime’s RCM, we reduced our billing team and accounting department because manual processes were eliminated,” the coordinator added. This reduction in administrative burden allowed the center to reallocate resources more effectively, focusing on patient care rather than paperwork.

“Switching to an electronic system was essential, especially as we already used CareTime for time and attendance. It made sense to consolidate everything under one platform,”

The Benefits of Outsourcing Revenue Cycle Management

“It's a relief not having to manage billing internally anymore”

Outsourcing revenue cycle management (RCM) provided significant relief for the agency. “It's a relief not having to manage billing internally anymore,” the compliance coordinator admitted. Previously, the agency had to manually process time and attendance data, create custom dashboards, and perform many repetitive tasks that are now seamlessly handled by CareTime’s RCM system.

By transitioning to an electronic billing system, the agency not only improved compliance and accuracy but also gained valuable time back in their week. “Now, we have more information at our fingertips and can fully embrace electronic processes,” the coordinator concluded.

Give yourself and your team time back in your busy week with Caretime.

If you’re exploring ways to streamline your billing and maximize efficiency, consider how a digital approach could benefit your agency. With CareTime, give yourself and your team time back in your busy week.

About CareTime:

CareTime is home care software that simplifies business management. Whether you are a Medicaid or Private Pay Agency, Consumer-Directed Model, or Home Care Registry, our software is designed to help your business scale. With customizable features and powerful functionality, CareTime supports hundreds of businesses like yours in providing compliant care and improving operations.