AI Scheduling & Compliance for Home Care: Accelerating Growth in One Solution

A rapidly growing home care agency needed help keeping up with client demand. Its scheduling team handled schedules and Medicaid authorizations for hundreds of home care clients. Each schedule had its own unique hours, service lines, and renewal dates to manage.

To help the agency serve this growth without missing out on new clients & billable hours, GGB Healthcare built a comprehensive AI scheduling agent. This customized solution rapidly processed every authorization, quickly developed schedules for each client, and tracked authorizations on an ongoing basis to manage compliance.

Schedulers now have a single source of truth to support their scheduling and authorizations work, without needing to manually calculate individual shifts and dig through hundreds of separate files.

Problem

• Agency needed a solution to accelerate scheduling while coordinating authorizations in one place
• Delays in scheduling could lead to delayed starts of care and lost billable hours
• Individual scheduling authorizations arrived via spreadsheets, PDFs, and screenshots, which were difficult to track across hundreds of clients
• Scheduling team needed to manually review each authorization to find key data points (hours/units, start/end dates, & service lines) that would be used to calculate billable hours and create each schedule
• Existing scheduling process was time-intensive and lacked automated review checkpoints to prevent over-scheduling, under-scheduling, or double-booking caregivers
• Dozens of authorizations expired each month and required renewal, forcing scheduling team to manually track changes in expiration dates and authorized billable hours

GGB's Approach

• Worked side-by-side with scheduling team to review scheduling & authorizations processes and deeply understand key pain points
• Co-designed a solution that was customized specifically for this agency's needs and ways of working
• Launched solution to analyze authorizations, generate proposed schedule drafts for review, and track expiring authorizations on a daily basis
• Integrated solution with agency's workflows and provided hands-on support to ensure a smooth transition

Solution

• New authorizations are processed automatically across multiple file formats (PDF, spreadsheet, or scanned documents)
• Every authorization lives in one dashboard and is tracked on a daily basis
• AI-generated schedules stay within each client's approved hours and each caregiver's availability
• Scheduling team confirms every schedule before it goes live

Outcome

• 90% faster scheduling: Scheduling timeline was reduced from hours to minutes, with GGB's AI solution automatically creating schedules based on agency guidelines
• More time for human relationships: Instead of spending hours on manual tasks, scheduling team invested more time in strengthening relationships with clients, families, and caregivers
• Single source of truth: Every authorization was tracked in one place, with proactive interventions launched to manage renewals and changes in billable hours
• Improved accuracy: Every proposed schedule is analyzed to ensure accuracy in billable hours scheduled and client + caregiver availability
• Proactive alerts: Expiring authorizations are flagged in advance to avoid gaps in care and rejected billing claims
• Shared best practices: Scheduling rules live within the system, not in SOP documents or one person's head. This helps the full scheduling team benefit from best practices and increased productivity
• Live within weeks: From first conversation to launch, GGB's AI solution was rapidly deployed and continuously optimized based on scheduler feedback

What the team says

Ready to schedule faster and manage complex authorizations? Contact us to learn how GGB Healthcare can help your agency keep up with growth.