Hire a company, not a product

Admissions and growth desk

Admissions and agreements · Portals · Communications · Reports

In the record

• Lead pipeline
• Tours
• Campaigns and web-to-lead
• Admission packets
• E-signature
• Ask-once intake
• Signing hub
• Admissions queue
• Move-In Command Center: Sixteen steps across three phases that cannot be ticked by hand.
• Form requirements and availability
• Family and resident portal: A daughter in Dallas reads the invoice, pays it, and signs what needs signing.
• Lead email
• Census
• CRM Analytics
• Campaign ROI

Front desk

Care and the chart · Communications

In the record

• Appointments and Transport
• AI front desk
• One text inbox: Candidates, staff and front-desk callers on the same number, in one thread list.
• A fax number per building: The fax line is part of the record, not a machine in the corner.
• Fax and email straight from the chart: Send the MAR, the referral or the packet without printing it.
• Push to chart: An inbound fax becomes a filed note on the resident or the lead.
• The Directory: One address book of everyone a community writes to.
• Shift Handoff Board: A wall tablet at the nurses' station that is not anybody's login.
• @Mentions

Staffing office

Hiring, HR and training · Portals · Reports

In the record

• Hiring: Job postings, applicants, screening, offers and the pipeline between them.
• Careers pages: A public careers page per community, and one across the organization.
• Candidate Tracker: Everyone who entered the funnel, including the ones you turned away.
• Applicant stages: What a candidate is shown at each interactive stage, per facility.
• HR employee documents: Required document sets, assigned, collected, reviewed and kept current.
• Employee records and onboarding: Invite one, import twenty, and apply what a new hire needs in one action.
• Professional licenses: Each license recorded with its expiration and badged before it lapses.
• Training and certificates: Courses with slides and a quiz, assigned by facility, with a certificate on completion.
• Staff schedule: Build the schedule, see who is on today, and keep assignments straight across every community.
• Applicant portal: A candidate's own screen for the stages, the documents and the offer to sign.
• Missing Documents: Which employees still owe which required document.
• Expiring Documents: Accepted employee documents already expired or lapsing inside a window you choose.
• LMS Outstanding: Who still owes which course, and by when.

Facilities and procurement desk

Billing and receivables

In the record

• Work orders, vendors and spend: The maintenance ticket, the vendor behind it, and what it cost.

Facilities and procurement desk

Billing and receivables · Reports

In the record

• Work orders, vendors and spend: The maintenance ticket, the vendor behind it, and what it cost.
• AP Report: What the community owes its vendors, by vendor and by category.

Billing office

Billing and receivables · Reports

In the record

• Charges and invoices
• The ledger
• Online payments: Families pay by ACH or card through the organization's own Stripe account.
• Emailed pay links
• Saved methods, autopay and desk payments
• ACH authorization register
• Statements and receipts
• Discounts, write-offs, late fees and refunds
• Trust fund and move-out closeout: Resident money is not facility money, and the closeout says so first.
• Therapist Payroll: Semi-monthly per-unit payroll, itemised by therapist.
• Rent Roll
• AR Summary
• Collections
• Census
• Monthly Responsibility
• Payments Received
• P&L
• AP Report
• Trust Fund
• Invoice Roll

Compliance office

Care and the chart · Compliance and Medicaid · Portals · Reports

In the record

• Incident reports
• Medicaid and MCO authorizations: Per resident: payer, status, dates, services, level of care, and the modifier that sets the rate.
• Medicaid pathways: Built for Medicaid communities.
• Policies and Procedures
• Checklists
• Signature Hub
• H&P and medical-record requests
• Documents and chart file sources
• Home health and hospice partner portal: A partner agency charts its own residents and sees nothing else.
• Expiring Auths report: The Medicaid residents whose primary authorization is missing, expired or lapsing inside the window you set.

Care documentation

Care and the chart · Medications, pharmacy and supply · Portals · Reports

In the record

• Resident record
• FaceSheet
• Safety flags
• Vitals
• Care plan (Assessment and Service Plan)
• Physician orders and plan of care
• Incident reports
• Activities and Daily Roll
• Notes Center
• Therapies EMR
• Therapy supervision and units: The every-tenth-visit supervision rule, without spending a payer visit on it.
• eMAR orders: One order model for medications, treatments, vital signs and information, routine or PRN.
• PRN dose bounds: PRN orders carry a minimum interval and a maximum per 24 hours as structured numbers.
• Discontinue and replace: A dose change writes a new order that supersedes the old one, and the chain stays one clinical story.
• Occurrence expansion: One shared function decides what is due, and every surface uses it.
• Med pass
• MAR grid and printed packets
• Amend and void: Charting corrections that leave the record honest.
• Self-administration: Two modes for a resident who keeps one of their medications, and one for a resident who keeps all of them.
• Order review queue
• Quantity on hand: The administration itself decrements the count.
• Refill queue: Grouped by how the refill actually happens.
• Receiving, packing slips and scan-check: Upload the pharmacy slip, review it, save once.
• Physician portal: A physician signs orders and plans of care from their own office.
• Med Pass Report
• Supply Forecast
• Provider Visit Report
• Therapist Payroll: Semi-monthly per-unit payroll, itemised by therapist.
• Therapy Visits