Home Care Services Company

The Challenge

For home care and hospice providers, patient satisfaction isn’t just about reputation—it’s tied directly to Value-Based Purchasing (VBP). Agencies are graded and reimbursed based on their CAHPS (Consumer Assessment of Healthcare Providers and Systems) scores, which are publicly posted and closely watched by patients, families, and payers.

This creates three major pain points for agencies:

• Survey Burden: Current survey systems like Qualtrics are expensive and staff-heavy, requiring multiple employees to manage.
• CAHPS Pressure: Improving CAHPS scores is critical. Better scores mean higher reimbursement rates and stronger patient trust.
• Operational Bottlenecks: Agencies still rely on manual pre-admission calls to validate patient details—a 20-minute process per call that slows growth, strains staff, and drives up costs.
  

The combination of survey complexity, intake bottlenecks, and CAHPS-driven reimbursement put significant strain on both staff performance and financial outcomes.

The Solution

The agency turned to Fluents AI to tackle these challenges head-on. Fluents’ AI voice agents were integrated with their EHR (WellSky/MatrixCare) to streamline both patient surveys and pre-admission workflows:

• Automated Feedback Calls: Immediately after a visit, the AI calls patients or their Power of Attorney to capture satisfaction ratings in real time.
• Direct Quality Links: The AI provides a secure link for patients/PoAs to respond to specific quality metrics tied to VBP and CAHPS reporting.
• Survey Preparation: Ahead of official CAHPS surveys, the AI sends emails or calls to explain the agency’s role in the care journey—helping patients recall positive interventions.
• Pre-Admission Automation: Instead of a 20-minute intake call, the AI collects and validates demographic and insurance data automatically, syncing it back to the CRM with zero manual entry.

The Results

The impact was immediate and measurable:

• 💰 Cost Savings: Automating intake and survey processes saves $200K–$300K annually compared to manual survey staff and intake teams.
• ⚡ Scale: AI handles ~150 pre-admission calls daily, a workload that previously required a large human team.
• 📈 Higher CAHPS Readiness: Real-time satisfaction checks and proactive survey prep directly improve CAHPS scores—driving both reimbursement and reputation.
• 👩‍⚕️ Staff Morale: Employees are freed from repetitive survey follow-ups and intake calls, focusing instead on higher-value patient care.
• 🚀 Revenue Growth: Faster patient intake + stronger satisfaction scores = accelerated reimbursements and a more scalable business model.

Reaching New Customers

The agency also shared lessons on how to expand adoption across the industry:

• State Conferences First: State-level events in California, New York, Michigan, Florida, and Texas are the most effective venues for connecting with decision-makers.
• Peer-to-Peer Proof: The most convincing pitch isn’t a sales deck—it’s another agency owner showing how they use Fluents and why it works.
• Demographics Matter: Most agency owners are Baby Boomers (50+), with Gen X leaders entering the space. Tools must be framed in terms of efficiency and financial value, not just “AI innovation.”
• Accreditation Awareness: ACHC, Joint Commission, and CHAP standards frame much of the industry’s compliance mindset—important for positioning.

Future Outlook

With the transition to WellSky underway, the agency plans to extend AI voice automation into more workflows: appointment booking, staff performance tracking, and end-of-life satisfaction surveys. By reframing AI not as a “cost” but as a compliance, efficiency, and reimbursement driver, the agency is setting itself apart in a competitive, value-driven home care market.