Hospice executives consistently tell us that intake remains a significant challenge. It costs agencies hours of staff time and potentially delays patient admissions. Referrals arrive via various channels (fax, portals, phone) with lengthy, variable documents that often lack critical details, such as the Medicare Beneficiary Identifier (MBI) required for eligibility. This forces intake teams to spend 30+ minutes per patient manually sifting through packets, chasing down missing information, and entering data into the medical record.
The Hidden Cost of Delayed Intake
Every intake delay doesn’t just slow admissions, it quietly drains revenue, risks compliance penalties, and puts your agency’s reputation with referral partners on the line. There's more too:
- Missed or denied NOEs mean care that never gets reimbursed.
- Incomplete eligibility verification leads to claim denials or write-offs.
- Manual chart creation consumes staff time and adds costly overhead.
- Delayed admissions reduce patient care, length of stay (LOS), and growth potential.
Most legacy EMRs provide you with little visibility into where breakdowns are happening until deadlines are missed and revenue is lost.
The Limits of Patchwork Technology Solutions
If your current referral process feels like a patchwork of your referral data sources (fax, portals, calls) and manual data entry into your EMR with no automation, you’re not alone.
The typical hospice intake today relies on staff manually creating charts from PDFs, teams wasting hours chasing MBIs and verifying eligibility, and intake coordinators functioning as human middleware between departments.
Some agencies attempt to solve this with basic RPA (robotic process automation) tools that extract PDF data, but these add-ons rarely integrate well with legacy EMRs and solve only a fraction of the problem.
The reality is that even with these band-aid solutions, your current process remains error-prone, resource-intensive, and fundamentally unscalable, which limits your ability to grow without proportionally increasing headcount and ultimately reducing NPR (net patient revenue).
Automating the Entire Intake Pipeline
HospiceOS is an AI-first operating system designed to transform hospice agencies' operations and is specifically built to eliminate the manual tasks and fragmented workflows that burden your team. HospiceOS automates the intake process so your agency never misses a compliance deadline, loses reimbursement, or wastes staff time on paperwork, letting your team focus on patient care and growth.
We asked - What would the ultimate intake workflow look like? This would be a system that does the following:
- Universal Data Capture: Automatically process referrals from any source (fax, portal, email).
- Intelligent Document Analysis: AI reviews information for completeness and flags missing elements.
- Automated Chart Creation: The system builds patient charts without manual data entry.
- Eligibility Verification: Confirms Medicare/payer coverage without staff intervention as well as prior authorizations for other coverage.
- Timely NOE Submission: Ensures claims are filed within CMS requirements.
- Benefit Period Tracking: Never miss a required face-to-face with automated benefit period tracking.
This is what we created within HospiceOS as part of our intake capabilities. Taking a process that once took teams 30+ minutes per patient, to now a brief 1-minute review, and getting the patient admitted to care within minutes of receiving a referral.
Instant Intake, Predictable Growth, Faster Patient Care
When we put advanced AI capabilities to work from the ground up, we're able to create new technology and capabilities that have never been possible before. Now our customers are seeing:
- Earlier admissions that extend LOS and stabilize revenue.
- Reducing overall intake time, leading to better and faster patient care.
- Higher margins and capacity without additional hires.
- NOEs filed on time with zero denials or resubmissions.
Imagine your intake process running on autopilot—referrals completed in minutes, compliance issues eliminated, and your team free to expand care without working overtime or hiring more staff. HospiceOS turns your agency into a well-oiled, growth-driving machine, letting you deliver exceptional care to every patient, every time.
Your Next Step: Unlock More Care Without Adding Headcount
Most agencies think they need more staff or capital to grow and serve their communities. But in reality, they need better systems to make this growth possible and unlock increased capacity with the same staff.
HospiceOS is that system.
Spots are now open for our next early access cohort.
If intake inefficiencies or claim denials are costing your agency time and revenue, this is your chance to see how HospiceOS can double your intake capacity and eliminate denials.
Book a 20-minute executive overview before our limited early-access slots fill up.
