Stop Losing 15+ Hours Weekly to Manual Client Intake Automate Your Onboarding with Custom AI
Reclaim 15-20 hours per week from tedious paperwork, ensuring HIPAA-compliant processes that boost your team's focus on patient care and deliver 3x faster onboarding with measurable ROI in under 90 days.
Join 250+ healthcare providers with streamlined workflows
The "Fragmented Onboarding" Problem
Endless OASIS paperwork and HIPAA-mandated consent forms delay new homebound patient starts by up to 48 hours in care schedules
HIPAA compliance risks from scattered intake forms, manual PHI data entry, and unsecured faxed referrals
Caregiver assignment bottlenecks due to incomplete patient profiles missing ADL assessments or mobility status
Verification hurdles for Medicare eligibility, prior authorizations, and secondary insurance details slowing reimbursements by 30 days
Follow-up lapses on client needs assessments, such as wound care or medication reconciliation, leading to service gaps and readmissions
Overloaded admins juggling intake across EHR systems like Epic, CRM platforms, and scheduling tools like ClearCare
Our Custom AI Onboarding Engine: Built for Your Agency's Workflow
With over a decade in healthcare tech, AIQ Labs has engineered solutions for 150+ providers, ensuring every automation aligns with regulatory demands and patient priorities.
Why Choose Us
We craft a bespoke AI system that ingests client data from any source—phone intakes, portals, or emails—and automates the entire pipeline. Think of it as a vigilant triage nurse: it sorts, verifies, and routes information seamlessly, flagging inconsistencies before they become compliance nightmares. No off-the-shelf templates here. We map your exact processes, from initial contact to care plan activation, integrating directly with your EHR and billing systems for a unified flow that slashes manual touchpoints.
What Makes Us Different:
Unlock Efficiency That Scales with Your Patient Load
Save 15-20 Hours Weekly on Intake
Save 15-20 Hours Weekly on Intake: Your team currently spends hours chasing incomplete OASIS forms or re-entering PHI into EHR and billing systems. Our automation uses OCR to capture and process everything in real-time, integrating directly with Medicare portals, freeing admins for high-value tasks like care plan development. Agencies report a 65% drop in onboarding delays, translating to faster UB-04 claim submissions and happier patients with reduced wait times.
Achieve 3x ROI in First Quarter
Achieve 3x ROI in First Quarter: Manual processes cost home healthcare agencies up to $50,000 annually in lost productivity from denied claims and audit penalties. By automating HIPAA-compliant verification and automated follow-ups for care gaps, we deliver immediate cost reductions—think 40% less overtime on prior auth tracking and error-related rework in REMITTANCE advice processing. One client saw payback in 45 days through streamlined Medicare Part A billing and 20% fewer claim denials.
Boost Productivity Without Adding Staff
Boost Productivity Without Adding Staff: Like streamlining a busy home health triage for post-acute discharges, our system prioritizes urgent intakes based on acuity scores and auto-generates care summaries compliant with TJC standards. This results in 25% more clients onboarded monthly, with zero compromise on quality metrics like HHA star ratings. Staff focus shifts to patient-centric duties such as telehealth check-ins, improving HCAHPS satisfaction scores by 30% on average.
What Clients Say
"Before AIQ, our intake team was buried under OASIS forms and HIPAA consents for new homebound patients—it took two full days just to schedule initial visits amid scattered EHR entries. Now, the AI handles electronic consents and Medicare eligibility checks overnight via secure API integrations. We've onboarded 20% more clients this quarter without hiring extras, reduced our average time-to-start from 72 hours to 24, and compliance audits are a breeze with automated PHI tracking."
Sarah Jenkins
Director of Clinical Operations, ComfortCare Home Health Services
"We were losing 18 hours weekly verifying Medicare details manually through phone calls and faxes, and errors were causing 15% of our reimbursements to be delayed or denied. AIQ built a system that integrates our Epic EHR directly with CMS portals—it's saved us those hours, caught overlooked prior authorizations we missed before, and boosted our clean claims rate to 95%. ROI kicked in after just two months with $25,000 in recovered billings."
Dr. Michael Reyes
Chief Executive Officer, ElderCare Home Health Agency
"As a small agency serving rural areas, juggling incomplete patient profiles across our CRM, EHR, and ClearCare scheduling was total chaos, especially for ADL-dependent clients. Their custom automation now auto-assigns caregivers based on intake data like mobility needs and skill matching, cutting our setup time from 4 hours to 45 minutes per client while ensuring PDGM compliance. It's transformed how we deliver consistent home care without gaps."
Lisa Thompson
Practice Administrator, HomeHelpers Community Care
Simple 3-Step Process
Workflow Discovery
We audit your current onboarding processes, from initial calls to care plan handoff, identifying bottlenecks like manual HIPAA logging.
Custom AI Design
Our engineers build a tailored system using your data sources, incorporating secure AI for verification and integration with your tools—no fragile add-ons.
Deployment and Training
We deploy the solution with hands-on training for your team, ensuring seamless adoption and ongoing support for regulatory updates.
Why We're Different
What's Included
Common Questions
How does this ensure HIPAA compliance for our home health intakes?
HIPAA is non-negotiable in home healthcare. Our custom AI uses end-to-end encryption for all data flows, from intake capture to storage. We implement role-based access controls and automatic audit logs that track every interaction, making compliance reviews straightforward. Built on enterprise-grade frameworks, the system avoids third-party vulnerabilities common in no-code tools. We've helped agencies pass OIG audits with zero findings, and we provide documentation tailored to your workflows. This isn't just compliance—it's a safeguard that lets your team focus on care without worry.
Our engineers specialize in deep, two-way integrations for healthcare stacks. We start by mapping your tools—whether it's PointClickCare, Homecare Homebase, or custom CRMs—and build secure APIs that sync data bidirectionally. No brittle Zapier-style connections here; we create robust links that handle high-volume intakes without errors. For legacy systems, we use middleware to bridge gaps. Clients typically see full integration in 4-6 weeks, reducing manual entry by 80%. If challenges arise, our support team iterates until it's seamless.
How quickly can we see time savings in onboarding new patients?
Most agencies experience measurable gains within the first month. We target a 50% reduction in intake time immediately post-deployment, scaling to 15-20 hours saved weekly as the AI learns your patterns. For example, automating eligibility checks alone cuts what used to be 2-hour tasks to minutes. Based on our work with similar providers, full ROI hits in 60-90 days through faster client starts and fewer admin errors. We track this with built-in metrics, adjusting as needed to hit your benchmarks.
Is this automation customizable for our specific home care workflows?
Absolutely—it's built exclusively for your agency, not a one-size-fits-all template. We conduct a deep dive into your processes, like how you handle wound care assessments or family caregiver training intakes. The AI adapts to nuances, such as regional Medicare variations or your unique consent forms. Using advanced frameworks, we create modules for everything from auto-generating care plans to notifying field nurses. This tailored approach ensures 95% adoption rates, as it feels like an extension of your team rather than an imposed tool.
What happens if we need to update the system for new regulations?
Healthcare regs evolve—think PDGM updates or telehealth mandates. Our solutions are designed for agility: we include modular code that allows quick updates without rebuilding. Post-launch, you own the system, and our partnership includes quarterly reviews to incorporate changes, like enhanced data privacy for virtual visits. We've updated automations for 50+ clients in response to CMS shifts, often in under two weeks. This keeps you ahead, minimizing disruptions and compliance costs that plague rigid off-the-shelf software.
Can this handle high-volume intakes during peak seasons?
Yes, our architecture is production-ready for scaling. Home health sees surges in winter or post-discharge seasons; we build with cloud-native tech that auto-scales to process 500+ intakes daily without lag. Load testing ensures 99.9% uptime, even during spikes. One agency we worked with handled a 40% volume increase during flu season seamlessly, saving 25 hours weekly. We monitor performance in real-time, optimizing as your patient load grows—no need for costly infrastructure overhauls.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.