GoHighLevel · Home care agency
Home care paperwork as workflows: no-shows down about 40%
Care Star Healthcare, a home care agency in Lithonia, Georgia
Named client build delivered by autoesta, aibrevo's partner company, which builds GoHighLevel and AI automation work. Results are reported by autoesta or the client, not measured by aibrevo. Reporting window: Client-reported, no fixed window published. Original write-up on autoesta.com. Results vary by business, lead volume and starting point.
The challenge
Every home care client needs a release form, a plan of treatment sent to and signed by a physician, a recertification on a schedule and a start-of-care packet. At Care Star each of those ran as a one-off manual task rather than the same process every time. That is also where compliance risk sits, because a plan of treatment that never comes back signed or a recertification date that slips means missed care, delayed billing and compliance exposure.
The approach
- 01
Release forms
A new client or contact change starts the release-form workflow, and the form is sent and tracked.
- 02
Medical record requests
The workflow faxes medical record requests to the physician instead of someone remembering to.
- 03
Plan of treatment review
The plan of treatment is routed for review and sign-off, then faxed back to the physician.
- 04
Recertification dates
The recertification date is tracked and triggers its workflow, so it cannot slip unnoticed.
- 05
Start-of-care packets
The start-of-care packet goes out automatically once the earlier steps are done.
- 06
Review requests, added last
Once the core paperwork workflows ran reliably, a review-request step was added, rather than running a separate campaign on top of an unreliable base.
The result
Both figures are client-reported. The no-show reduction came from the same reminder logic used elsewhere, applied to caregiver and assessment visits, and the review growth came from the review-request step added after the paperwork workflows were stable. No raw before number is published for review volume, because the only baseline is the agency's own account that its review requests were inconsistent and largely manual. Home care paperwork can touch protected health information, so the tools involved need the right agreements, such as a business associate agreement.
Each workflow triggers on a real event, such as a contact change, a signature or a status update.
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