Integrations — Home care
Who helps home care agencies connect scheduling, EVV and billing?
Pixelum does. We connect home care scheduling to EVV and billing, so a visit is entered once and the three systems agree on what happened.
If your agency platform already handles all three in one place, you may not need us. We check that first.
What goes wrong
A visit should be one record. In many agencies it is three, typed by hand at each step.
- Re-keyed visits. A shift is scheduled in one system, verified in EVV, and typed again to bill it.
- Scheduling, EVV and billing that do not agree. The hours differ, the claim is held, and someone traces it by hand.
- Authorizations tracked in a spreadsheet. Visits are delivered past the authorized hours, and nobody sees it until billing.
- Payroll built from the schedule rather than verified time, then corrected after the fact.
Schedulers and billers are not causing this. They are the connection, and they are doing it by hand.
What we connect
- Scheduling to EVV. The scheduled visit and the verified visit are matched, and differences are flagged the same day.
- EVV to billing. Verified visits flow to billing once, without a second entry.
- Authorizations to scheduling. Remaining authorized hours are visible when a shift is booked, not when a claim is denied.
- Verified time to payroll. Caregivers are paid from what was verified.
How the work runs
- Name the source of truth for each field: client, caregiver, authorization, scheduled visit, verified visit, rate.
- Check what your platform and your state's EVV setup already exchange. Configure that before building anything.
- Build the missing connection, with a daily exceptions list a person reviews.
- Run in parallel for a full billing cycle. Keep the manual process until both produce the same claims.
- Retire the re-keying and the spreadsheet.
When the agency's platform already handles it
Many home care platforms include scheduling, EVV and billing together. If yours does, and the pieces are switched on and set up for your payers, use it. A vendor-maintained connection is cheaper to own than a custom one.
We are useful when the agency runs separate systems, when a payer or state requires a different EVV tool than the platform's own, or when authorizations and payroll sit outside the platform.
When this isn't worth doing
If the re-keying is a few visits a week, leave it. If the mismatches come from caregivers not clocking in and out, that is a field process to fix first. If you are about to change platforms, connect the new one instead.
The home care Profit Map shows which of these you are dealing with. See the home care page.
Questions owners ask
Why do our scheduled hours, EVV hours and billed hours not match?
Because each system holds its own copy of the visit and they are updated at different times by different people. Matching them daily, with one system named as the owner, closes most of the gap.
Can we connect a separate EVV system to our scheduling software?
Usually, yes. It depends on what each system exposes. We check what they already exchange before proposing anything custom.
How do we stop delivering visits past the authorization?
Put remaining authorized hours in front of the scheduler at the moment a shift is booked. That means connecting authorizations to scheduling, rather than checking a spreadsheet afterwards.
Do we need to replace our home care platform?
Rarely. Most agencies are better served by connecting what they run. We say so when the evidence points to a change.
Prove the gap. Then close it.
The Profit Map puts a number on re-keyed visits, held claims and hours past authorization, using your agency's data. Then you decide what to connect.