How to Use This App
Your step-by-step guide to setting up and running your operations command center
Setup Progress
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Welcome to Your Operations Command Center
Complete the 30-day setup checklist below to get your agency fully operational
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Step-by-Step Setup Guide
Set Up Your Agency Profile
Start by entering your agency name, state, Medicaid provider ID, and contact information. Then add your waiver programs, MCOs, and service lines. This data flows throughout the entire app — your dashboard, reports, and all module labels will reflect your actual agency.
Use your exact legal agency name as it appears on your Medicaid provider agreement
Add all MCOs you're contracted with — you'll select from this list when adding clients
Set your billing cycle to match how you actually submit claims
Review the CEO Dashboard
The CEO Dashboard is your daily command center. It shows your active client count, caregiver pipeline, EVV exceptions, open claims, and compliance alerts — all in one view. Spend 5 minutes here every morning before you do anything else.
The red badges on sidebar items indicate items needing immediate attention
Click 'View Snapshots' to see your monthly executive reports
The 'Top 3 CEO Priorities' widget shows your highest-impact tasks for the day
Set Up Your Client Intake Pipeline
The Client Intake module tracks every referral from first contact to start of care. Use the Kanban view to see your pipeline at a glance, or the table view for detailed records. Add your real clients (or use the demo data to explore the system first).
Every referral should be logged within 2 hours of receipt — this is a best practice for MCO relationships
The 'Auth Status' column is critical — never schedule a visit without confirmed authorization
Use the 'Pending Docs' column to track what's missing before start of care
Configure Caregiver Onboarding
The Caregiver Onboarding module tracks every document, credential, and training requirement for each caregiver. The compliance status column tells you at a glance who is fully compliant, who has items expiring soon, and who is on hold.
Run OIG/SAM exclusion checks on every caregiver on the 1st of each month
Set a calendar reminder for TB test renewals — they expire annually
CPR/First Aid certifications must be current before any caregiver goes on service
Review the Compliance Calendar
The Compliance & QA module contains your compliance calendar, audit tracker, and corrective action plan builder. Review every item marked 'Overdue' or 'Due Soon' and assign them to responsible staff. This is your audit defense system.
Treat every compliance risk as if an MCO auditor is coming tomorrow
The CAP Builder helps you respond to audit findings professionally
Monthly supervisory visits are required by most MCOs — track them here
Set Up Your Billing Workflow
The Billing & Revenue module tracks your claims from submission to payment. Review the denial management section — this is where most agencies lose money. Set up your weekly billing checklist and use the pre-submission verification process.
Run the billing checklist every Thursday before submitting claims
Every denial should be appealed within 30 days — track them in the Denials tab
Authorization balance tracking prevents billing for unauthorized hours
Explore the Templates Library
The Templates & Checklists library contains 30+ ready-to-use operational documents. Download and customize the intake packet, caregiver onboarding packet, compliance checklists, and billing forms. These are the documents that run a professional home care agency.
Start with the New Client Intake Packet — customize it with your agency name and logo
The Caregiver Onboarding Packet covers everything from application to first assignment
Print the Monthly Compliance Checklist and post it in your office
Review Your Monthly Snapshots
The Monthly Snapshots give you four executive-level reports: Compliance Health, Billing Health, Intake Pipeline, and Caregiver Onboarding. Review these on the 1st of each month. Share them with your operations team, business partner, or investor.
The Compliance Snapshot is your monthly self-audit — treat it seriously
The Billing Health Snapshot shows your denial rate — anything above 10% needs immediate attention
Share the Intake Pipeline Snapshot with your referral outreach team weekly
30-Day Setup Checklist
Week 1 — Setup
Complete Agency Profile
criticalEnter your agency name, state, Medicaid ID, NPI, and contact information
Configure Waiver Programs & MCOs
criticalAdd all waiver programs and MCOs your agency participates in
Review Compliance Calendar
criticalIdentify all overdue compliance items and assign them to responsible staff
Review Billing & Claims
highAudit your current claims pipeline and identify any open denials
Week 2 — Operations
Review Caregiver Compliance Status
criticalIdentify any caregivers with expired credentials or revenue blocking documents
Add Your Active Clients
highEnter your current active client roster into the intake pipeline
Add Your Active Caregivers
highEnter your current caregiver roster with their compliance status
Week 3 — Workflows
Set Up EVV Workflow
highConfigure your EVV system in settings and review the exception management process
Download & Customize SOPs
mediumDownload the SOP templates from the Templates library and customize for your agency
Week 4 — Review
Review All 4 Monthly Snapshots
mediumRun your first monthly snapshot reports to establish your baseline metrics