To the Disconnected Systems Holding Home Care Back
By Stephen Vaccaro, President, HHAeXchange
LinkedIn: Stephen Vaccaro
LinkedIn: HHAeXchange
Efficiency is a tenet of modern healthcare. Enabled by technology, the industry has streamlined everything from the delivery of test results to treatment timelines, meeting patient needs with unprecedented speed. Across the care continuum, professionals continuously seek ways to deliver care as effectively as possible. This mindset applies just as much to homecare as it does to hospitals and clinics. Yet the chaos currently affecting the homecare landscape—marked by labor shortages, policy shifts, budget cuts, and soaring demand—has most agencies stretched thin just trying to keep up. Amid the pressure to maintain operations, one of the industry’s primary cost-saving productivity enhancers is often overlooked, though it hides in plain sight.
Data is the backbone of high-quality homecare. However, its potential may go unrealized without effective aggregation and centralization. Despite its abundance, 80% of medical data is unstructured and unused. This is especially troublesome in homecare, where data is used to meet compliance requirements and could be further leveraged to improve everything from patient engagement and satisfaction to organizational efficiency. Still, many agencies use fragmented systems that silo data and stifle visibility. A centralized, integrated data strategy can change that by supporting smarter decision-making, lower operational costs, and better outcomes for patients and providers alike.
Fragmented Systems Underutilize Data and Create Additional Problems
Homecare agencies that rely on disparate tools rather than a cohesive technology ecosystem often struggle with disjointed workflows and inefficiencies. Single-point solutions — like scheduling software, billing platforms, payroll systems, and electronic visit verification (EVV) tools — work in isolation, and when systems don’t “talk” to each other, data becomes siloed and problems multiply.
These communication barriers may result in incomplete patient records, poor usage of staff resources, and difficulty tracking quality metrics. Without a single source of truth, crucial details about a client’s care plan can be missed, jeopardizing outcomes. Because homecare providers are conscientious and compassionate professionals who prioritize their clients’ wellness, many strive to avoid negative impacts by spending hours on manual data entry. However, reconciling information across systems increases administrative burdens along with the risk of errors, and even with the extra work, capturing and analyzing care outcomes becomes nearly impossible when data is dispersed.
It’s especially disheartening for hardworking providers when they can’t see how their care improves client outcomes, particularly when so many individuals in need of homecare are already suffering without access to it. Over 40% of adults who require homecare for basic daily tasks like dressing or meal preparation do not receive the help they need. Poor data visibility and use shouldn’t — and doesn’t have to — be the reason why care is delayed, unavailable, or perceived as ineffective.
Centralizing Data Aggregation Addresses Multiple Issues
Centralized data aggregation offers a clear path to solve these pain points by consolidating all data into a single, unified platform. These innovative tools can be seamlessly integrated into agency operations to give providers access to real-time dashboards that house client data, schedules, caregiver details, authorizations, billing, and compliance metrics. The benefits of centralized data aggregation are plentiful and growing, as frequent advancements and research bolster the industry’s use of technology.
A web-based homecare management platform functions as a data hub to connect payers and providers across the homecare ecosystem. Solutions that aggregate all visit information and provide centralized communication enhance both care coordination and data integrity to eliminate gaps. Agencies are then able to maintain comprehensive, accurate client records to align all stakeholders and gain the real-time visibility needed to track care delivery, meet all industry regulations, and monitor caregiver schedules. In fact, a survey of homecare agencies found that 48% of those who utilize homecare management platforms experienced a reduction in caregiver scheduling errors.
In addition, platform interoperability enables smooth coordination with external systems, such as hospital EHRs, providing an end-to-end view of patient care. Beyond improved operational efficiency and client health outcomes, centralized data aggregation offers equally compelling financial benefits for providers. Automated processes can reduce the time it takes to manage authorizations and track caregiver visits, while accurate data allows for faster claims submission and expedited billing cycles. Agencies that have adopted integrated platforms report improved cash flow and reduced payment delays, making it easier to reinvest in their services.
Integrated Data Powers Value-Based Care
The homecare industry’s shift to value-based care (VBC) models requires robust data ecosystems capable of delivering measurable outcomes. Centralized, high-quality data empowers agencies to exceed these demands by enabling capabilities such as:
- Risk stratification and care planning: Predictive analytics can identify high-risk clients earlier, allowing for proactive intervention.
- Key metrics monitoring: Tracking readmissions, client satisfaction, and adherence to scheduled visits provide important insights that support agency growth and member health.
- Care team collaboration: Shared dashboards and real-time updates ensure that every team member, from coordinators to caregivers, is working with accurate, up-to-date information.
For managed care organizations (MCOs), aggregated data makes it possible to measure provider performance against benchmarks, close care gaps, and incentivize better outcomes. Agencies that align both operationally and strategically with these expectations often enjoy a competitive advantage.
Evaluate Key Features and Capabilities When Choosing a Centralized Platform
Providers looking to implement a platform that centralizes data should evaluate the available options to determine which one will best meet their needs. The wrong technology could create just as many challenges as it solves. Considering features like interoperability, workflow automation, custom analytics, and user accessibility is key to making the right choice. Confirming a platform’s capability to integrate with existing systems permits future scalability and helps to streamline scheduling, authorizations, and billing processes. Tailored insights, which are dependent on reporting tools that can track KPIs and identify optimized strategies, must be easily accessible by staff and coordinators who need data to perform their jobs.
It’s also important to opt for a true platform approach rather than piecing together point solutions. Comprehensive platforms eliminate recurring fragmentation issues and lay the groundwork for sustained operational excellence.
Homecare agencies face mounting challenges across the board. Though not the sole source of frustration, the industry’s struggles with inefficiency and fragmentation are often at the root of many other issues. So, addressing these core problems first could create a ripple effect that resolves related challenges down the line. Harnessing this approach makes centralized data a strategic imperative rather than just a technological upgrade.
By aggregating and optimizing high-quality data, agencies can improve financial health, scale services more effectively, and deliver measurable, high-quality care. Investing in unified homecare management platforms supports homecare’s data-driven future by equipping provider teams with tools that empower them to lead confidently and care compassionately.