Workflow Automation Implementation for Hospice Agencies
Total Implementation Time
4-6 weeks
Implementation Phases
Clinical Discovery & HIPAA Mapping
We perform a deep dive into your current referral-to-admission pipeline, mapping every touchpoint where PHI is exchanged to ensure 100% HIPAA compliance.
Tasks
- -Audit existing referral intake methods (Fax, e-referral, phone)
- -Document current 'On-Call' routing logic and escalation paths
- -Identify manual data entry points in MatrixCare or WellSky
- -Review state-specific compliance requirements for bereavement follow-up
Who is Involved
- Read Laboratories Lead Architect
- Clinical Director
- Admissions Coordinator
Deliverables
- Current State Process Map
- Automation Opportunity Report
- HIPAA Data Flow Diagram
Focus is placed on the 'Conditions of Participation' (CoP) to ensure automated workflows do not bypass required clinical signatures.
Integration Bridge & API Setup
Technical setup of secure API bridges between your EMR and communication tools, ensuring data flows securely without manual re-entry.
Tasks
- -Establish secure API connection with MatrixCare or Axxess
- -Configure Twilio HIPAA-compliant SMS gateway for family updates
- -Set up encrypted webhook listeners for new referral alerts
- -Initialize secure document storage for IDG (Interdisciplinary Group) notes
Who is Involved
- Read Laboratories Engineering Team
- IT Manager / EMR Administrator
Deliverables
- Active API Integrations
- Secure Communication Environment
- Data Encryption Verification
Legacy systems like Suncoast may require RPA (Robotic Process Automation) if direct API access is restricted.
Workflow Logic Construction
Building the 'brains' of the system: the logic that decides who gets notified when a referral arrives or a patient status changes.
Tasks
- -Build automated referral triage logic based on geography and acuity
- -Configure 'Family Status Update' triggers for clinical milestones
- -Develop bereavement follow-up sequence (13-month automation)
- -Create automated on-call routing based on real-time staff schedules
Who is Involved
- Read Laboratories Lead Architect
- Bereavement Coordinator
- On-Call Manager
Deliverables
- Automated Referral Triage Engine
- Bereavement Outreach Sequence
- On-Call Routing Logic
Bereavement sequences are timed to CMS-mandated intervals (initial, 3-month, 6-month, 12-month).
UAT & Compliance Validation
Rigorous testing of workflows in a sandbox environment to ensure clinical accuracy and data integrity.
Tasks
- -Run simulated 'Urgent Referral' tests to verify notification speed
- -Validate data mapping accuracy into EMR clinical notes
- -Perform 'Break-the-System' testing on on-call escalation
- -Final HIPAA security audit and penetration test
Who is Involved
- Read Laboratories QA Team
- Clinical Director
- Quality Assurance Performance Improvement (QAPI) Officer
Deliverables
- UAT Sign-off Document
- Compliance Validation Report
- System Latency Audit
We verify that automated family updates do not trigger during 'quiet hours' unless specified by clinical necessity.
Staff Training & Go-Live
Onboarding the clinical and administrative staff to the new automated tools and monitoring the initial live data.
Tasks
- -Conduct 'Train-the-Trainer' sessions for Admission Coordinators
- -Deploy mobile-friendly dashboards for field staff
- -Execute 'Go-Live' transition from manual to automated intake
- -Setup real-time error logging and support channel
Who is Involved
- Read Laboratories Training Lead
- All Staff Users
- Agency Administrator
Deliverables
- Custom Video Training Library
- Standard Operating Procedure (SOP) Manual
- Live Production Environment
Training emphasizes how automation reduces 'charting time,' allowing more time for direct patient care.
Optimization & Performance Review
Analyzing the first week of live data to refine notification triggers and improve response times.
Tasks
- -Analyze referral-to-admission conversion speed improvements
- -Adjust notification frequency based on staff feedback
- -Review IDG meeting preparation time reduction
- -Finalize monthly maintenance and scaling plan
Who is Involved
- Read Laboratories Lead Architect
- Agency Administrator
Deliverables
- ROI Impact Report
- Optimization Roadmap
- Monthly Maintenance Schedule
We look specifically for a reduction in 'referral leakage'—referrals lost due to slow response times.
Tool Integrations
MatrixCare
8-12 hoursBi-directional sync for patient demographics and clinical documentation.
WellSky / Kinnser
6-10 hoursAutomated referral data injection and schedule synchronization.
Twilio (HIPAA Edition)
4-6 hoursSecure SMS for family updates and urgent on-call alerts for field nurses.
Axxess
8-10 hoursIntegration for streamlining Oasis documentation and bereavement tracking.
Microsoft Teams / Slack
3-5 hoursInternal coordination hub for IDG teams and real-time referral triage.
Formstack HIPAA
4-5 hoursSecure digital intake forms for families and referring physicians.
Common Blockers and Solutions
Blocker
EMR API Restrictions
Solution
We utilize RPA (Robotic Process Automation) or secure SFTP uploads if the EMR vendor limits direct API access.
Blocker
Clinical Staff Resistance
Solution
We conduct 'Value-First' training, showing nurses exactly how automation saves them 5+ hours of charting per week.
Blocker
PHI Security Concerns
Solution
Read Laboratories provides a Business Associate Agreement (BAA) and uses SOC2 Type II compliant infrastructure.
Blocker
Complex State Regulations
Solution
We build 'Regulation Logic' into the workflow that flags any automation that might conflict with specific state licensing rules.
Blocker
Referral Partner Tech Gaps
Solution
We build 'Universal Intake' bridges that can scrape info from faxed PDFs using AI OCR (Optical Character Recognition).
DIY vs. Read Laboratories
| Category | DIY | Read Laboratories |
|---|---|---|
| Implementation Speed | 6-12 months of trial and error | Fully operational in 4-6 weeks |
| HIPAA Compliance | High risk of accidental PHI exposure | Enterprise-grade security with BAA provided |
| EMR Integration | Limited to basic CSV exports | Deep API/RPA integration with MatrixCare, WellSky, etc. |
| Maintenance | Internal IT burden when updates occur | Managed 24/7 monitoring and updates |
| Referral Response Time | 30-60 minutes (Manual) | < 2 minutes (Automated Triage) |
| Cost Predictability | Hidden costs in staff overtime | Transparent setup and flat monthly fee |
FAQ
Is your automation software HIPAA compliant?
Yes. Read Laboratories builds on top of HIPAA-compliant infrastructure and we sign a Business Associate Agreement (BAA) with every hospice agency. All data is encrypted at rest and in transit.
Does this replace our existing EMR like WellSky or MatrixCare?
No. Our automation layer sits on top of your EMR. It handles the 'communication and movement' of data between your EMR, your staff, and your families to eliminate manual entry.
How does automation help with the 13-month bereavement requirement?
We automate the scheduling and delivery of bereavement touchpoints (letters, emails, or staff reminders) based on the date of death recorded in your EMR, ensuring you never miss a compliance window.
What happens if our EMR doesn't have an open API?
We specialize in 'No-API' environments. We use Robotic Process Automation (RPA) to securely interact with the software's user interface just like a human would, but with 100% accuracy.
How long until we see a return on investment?
Most agencies see a ROI within 60-90 days through a combination of reduced administrative overtime and increased referral conversion rates due to faster response times.
Can the system handle on-call routing for multiple counties?
Absolutely. We build geographic logic into the routing so that after-hours calls and referrals are automatically directed to the specific nurse assigned to that territory or zip code.
Serving Hospice Agencies businesses nationwide. Based in Westlake Village, CA.