HHAeXchange Blog

The Ultimate Homecare Provider Software Checklist

The Ultimate Homecare Provider Software Checklist

ScottSchwartz - SVP, Provider Solutions , HHAeXchange

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You’re juggling the latest state and federal regulations, managing day-to-day operations, and providing the best possible care to your members during a global pandemic – it’s no secret that running a homecare agency is no easy feat. To help make managing your business during these challenging times easier, we’ve outlined the ultimate homecare provider software checklist.

  • Streamline operations with EVV: Providers have often adopted EVV as a standalone technology tool, resulting in a cluttered agency environment with multiple disparate systems. However, EVV should be viewed as the central engine that drives successful agency management. In addition to offering multiple user-friendly options for EVV (telephony, mobile app, FOB device, Bluetooth Beacon), integrated EVV systems like HHAeXchange allow providers to:
    • Manage everything from referral and intake management to scheduling, billing, and compliance – all in one platform
    • Avoid caregiver overlap and overtime
    • Capture plan of care tasks and duties at clock out
    • Ensure each member is receiving the right care, from the right person, at the right time
  • Simplify billing and payroll: Instead of spending time processing invoices and payroll manually, agencies should implement systems that can improve first-pass claims acceptance rates, resulting in fewer denials – and ensuring that you get paid faster. With an automated one-step invoicing system like HHAeXchange, agencies can:
    • Better coordinate payments and manage split billing
    • Guarantee receipt of electronic remittances
    • Customize invoice templates based on payer
    • Accurately calculate payroll hours by caregiver
    • Improve communication with accounting packages and payroll companies
  • Ensure compliance: Keeping up with the ever-changing regulations and requirements in the homecare industry is a significant challenge. An agency management system addresses it by:
    • Keeping track of changing regulations and requirements
    • Alerting providers to any member who is no longer eligible for services
    • Notifying providers before caregivers fall out of compliance
    • Ensuring providers get paid for the services they provide
    • Maintaining a full audit trail of visit information, including validated times and duties performed
  • Combat the spread of COVID-19: As homecare providers, your work is more critical now than ever. Your caregivers are on the frontlines battling COVID-19, and you want to do everything you can to keep your staff and patients safe. With a Caregiver Screening tool, agencies can:
    • Easily identify high-risk caregivers
    • Quickly take appropriate action to ensure staff and patient safety
  • Improve patient outcomes: As the homecare industry shifts to a value-based care model, improving patient outcomes and having the quality metrics to demonstrate your value will be two main determining factors of your agency’s success. A Value-Based Care tool enables you to:
    • Allow caregivers to collect and record patient risk, social determinants of health, and health-related observations upon clock-out
    • Empower aides to play a key role in patient risk detection and quality improvement
    • Avoid adverse and costly events such as emergency room visits and hospital readmissions
  • Implement an effective human resource management system: Human resources is another important business function that can often become overwhelming for agencies to manage manually. With an integrated HR solution, agencies can:
    • Track caregiver trainings, upload certifications, and track criminal background checks, medicals, evaluations, and I-9 forms
    • Manage staff’s in-services training, including reminders for caregivers, missing in-services, and tracking continuing education
    • Keep an up-to-date profile on each employee’s demographics, emergency contacts, history, and notes
    • Understand the sources delivering your best employees and run periodic analyses for future hiring
    • Keep track of expenses and any additional PPE needed for caregivers
  • Increase referrals: Increasing referral revenue is key to the growth of your homecare agency. Instead of managing referrals through traditional, manual means, providers would benefit from an integrated system that:
    • Streamlines the referral process
    • Allows for direct communication with the source, including insurance companies, managed care organizations, and states.

Running a homecare agency will always have its challenges, but HHAeXchange can help make it easier! Learn more about our integrated EVV system and how you can optimize your agency management systems.

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