MatrixCare Billing Virtual Assistant
We work inside your MatrixCare instance, in the same modules your business office uses. Staffingly MatrixCare billing virtual assistants build UB-04 and 837i claims, run eligibility checks through the MatrixCare clearinghouse connection, work AR aging follow-up, coordinate Medicare and Medicaid responsibility, and integrate with MatrixCare MDS and Therapy modules to keep HIPPS coding clean. 800+ providers trust us. Pilot in 2 weeks.
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0:48Your AR is aging. Your denials are stacking up . Cash is slow.
Three quiet revenue leaks drain post-acute providers every month. Billers know it. Operators feel it in DSO. Most facilities cannot hire fast enough to keep PDPM, PDGM, and MA plan claims clean on the first pass.
Aged AR and slow cash
SNF AR over 90 days frequently sits above 25 percent of total AR at facilities without dedicated follow-up (LeadingAge 2024 RCM benchmarks). Every day a UB-04 sits is a day cash does not arrive.
Denials and rework loops
SNF and home health initial denial rates frequently run 10 to 15 percent on MA plan claims, and rework can consume 15 to 25 dollars per claim (MGMA 2024 denial benchmarks). Most never get re-billed within the appeal window.
PDPM, PDGM, and coding gaps
PDPM uses five case-mix components plus a variable per-diem adjustment (CMS 42 CFR 483). PDGM groups home health into 30-day periods with 432 case-mix combinations. One missed ICD-10 code can drop the HIPPS score and the reimbursement with it.
Tell us about your agency.
Send us your situation and our team will scope the right setup, usually within one business day. No obligation.
What is a MatrixCare billing virtual assistant ?
A MatrixCare billing virtual assistant is a trained post-acute biller who works inside your MatrixCare environment, under your roles, and your fiscal calendar. They log into the same MatrixCare modules your in-house billing team uses, follow your facility's billing calendar, and treat Medicare, Medicaid, and MA plan claims with the same rigor your corporate office demands.
What your matrixcare billing va actually handles, day to day
Pick the MatrixCare modules and queues that hurt most. Your MatrixCare billing VA absorbs them. Your in-house business office focuses on admissions, payer relationships, and facility-level audits.
Claim creation in MatrixCare
Builds UB-04 and 837i claims for SNF, home health, and hospice directly inside the MatrixCare billing modules. Tracks form locators, HIPPS codes, and revenue codes.
Eligibility checks through MatrixCare
Runs daily 270 and 271 eligibility transactions through the MatrixCare clearinghouse. Flags MA dual-eligible status, retro eligibility, and benefit-period exhaustion.
AR follow-up in MatrixCare
Works AR aging buckets in MatrixCare AR Management. Calls payers, documents responses, re-bills, and escalates per facility policy.
Medicare and Medicaid handling
Coordinates Medicare Part A, Part B, MA plan, and Medicaid responsibility. Handles dual-eligible payer sequencing for cross-over claims inside MatrixCare.
MDS module integration
Ties PDPM HIPPS codes from the MatrixCare MDS module to the claim. Validates I0020B primary diagnosis and NTA comorbidity capture before billing.
Therapy module integration
Pulls therapy minutes from MatrixCare Therapy. Verifies PT, OT, and SLP thresholds for PDPM and KX modifier rules for Part B therapy caps.
Denial management
Reads 835 remits posted in MatrixCare, identifies CARC and RARC codes, drafts appeal letters, and resubmits within the payer window.
Payment posting and ERA reconciliation
Posts ERA 835 files into MatrixCare AR, reconciles to bank deposits, splits MSP and secondary balances, and flags underpayments against contracted rates.
Post-acute trained billers and coders, not generic offshore
Most outsourcing companies offer general medical coders and call them "billers." We do not. Our billing specialists are post-acute trained, PDPM and PDGM tested, and software-certified before they ever touch a live claim in your facility.
Post-acute trained, not generic
Every biller passes an assessment on UB-04 form locators, 837i transactions, PDPM HIPPS coding, PDGM periods, and at least one major platform from PointClickCare, MatrixCare, Net Health, or HCHB before placement.
Stacked compliance posture
HIPAA + SOC 2 Type II + ISO 27001 + HITRUST. Plus alignment with 42 CFR 424 conditions of payment and 45 CFR 164.514 de-identification rules. Ask your current vendor for proof of all four. We will wait.
2-Week Risk-Free Pilot
Industry offers no trial. We give you 14 days of live claim work at the same rate. Cancel before day 14, owe nothing. No annual contracts after.
Staffingly vs DIY in-house vs generic offshore vs onshore BPO
The real cost math for a single full-time biller or coder role at a mid-size SNF or home health agency.
From "let's talk" to live in 1 to 2 weeks
Six steps. Each one is documented. Nothing is mysterious.
Discovery call (15 min)
Tell us which billing pain is loudest. AR over 90? MA plan denials? PDPM coding gaps? Medicaid pending? We map it on a shared call. No prep needed from you.
BAA + platform access
Business associate agreement signed. Role-based access provisioned in PointClickCare, MatrixCare, Net Health, Brightree, HCHB, Kinnser, or SigmaCare.
Workflow shadow (2 to 3 days)
Your billing pod shadows your business office and corporate billing leads. Claim scrubs captured. Payer scripts matched. Escalation rules locked.
Parallel pilot starts
Week 2 to 3. Your billing pod runs alongside your team. Daily 15-minute sync. You see every claim submitted, every appeal drafted, every payment posted.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most facilities keep going.
Full handoff, cadence locked
Clean-claim rate, denial rate, DSO, and AR over 90 KPIs in your inbox. Weekly review with your account lead. Monthly QA audit. Expansion paths discussed.
How your billing pod's day actually looks
A real shift, hour by hour. Times shown in your local time. We rotate coverage so your facility billing desk is never dark during business hours.
How Staffingly works, in practice
Inside the workA trained Staffingly specialist works inside your existing platform, with clear escalation back to your team.
One Flat Weekly Rate. No Surprises.
Dedicated senior care schedulers at a fixed weekly cost. Per scheduler FTE, per week. No contracts, no minimums, no hidden fees.
Want to compare against an in-house hire? Use the savings calculator.
Frequently asked questions
Which MatrixCare modules do your billing VAs use?
MatrixCare SNF, MatrixCare Home Health, MatrixCare Hospice, MatrixCare Therapy, MDS, AR Management, the MatrixCare clearinghouse connection, and the MatrixCare reporting suite. Access is role-based under your facility's MatrixCare admin, with audit logs visible to your business office. For multi-facility groups, our VAs work across the corporate roll-up.
How does claim creation work end-to-end inside MatrixCare?
Our MatrixCare billing VA starts with the census, pulls the resident's MDS-driven HIPPS code (SNF) or OASIS-driven HIPPS code (home health), validates therapy minutes from MatrixCare Therapy, builds the UB-04 or 837i with form locators and revenue codes set, runs clearinghouse scrubbing, and submits to the payer. Every step is logged inside MatrixCare. The business office sees the claim and the audit trail without a separate system.
How does the eligibility verification workflow work?
We run 270 transactions daily and process the 271 responses through the MatrixCare clearinghouse. Each response is matched to the resident record. We flag MA plan dual-eligible status, Medicaid pending, retro eligibility windows, benefit-period exhaustion under Medicare Part A 100-day rule, and any payer changes that require coordination. Eligibility findings are documented in the resident's MatrixCare record.
How do you support AR follow-up across MatrixCare?
We work the 0 to 30, 31 to 60, 61 to 90, and 90 plus AR buckets in MatrixCare AR Management. Each call is logged with the payer reference number, expected resolution date, and follow-up action. Re-bills, appeals, and write-offs follow your facility's policy. Weekly AR reports are pulled directly from MatrixCare and sent to your business office. KPIs tracked include DSO, AR over 90 percentage, and cash collected by payer.
Can you support multi-facility groups across one MatrixCare instance?
Yes. MatrixCare supports multi-facility roll-ups under one corporate ID. Our MatrixCare billing VAs work across the facility list, follow corporate-level billing policies, and report KPIs by facility. We coordinate payer enrollments, Medicare and Medicaid provider numbers, and clearinghouse submitter IDs across the facility group. PE-backed operators with 10 plus facilities use this model.
How is PHI and HIPAA handled across remote MatrixCare billing VAs?
Full HIPAA-aware workflow with signed BAA, role-based MatrixCare access under your facility's admin, and audit logging under 45 CFR 164.514 de-identification rules where applicable. PHI never leaves the controlled environment. MatrixCare billing VAs work from biometric-secured facilities. Read the full posture at how we handle HIPAA.
How does pricing work for a MatrixCare billing VA?
Per FTE, per week. $399 Standard for a single MatrixCare VA at a single-facility SNF or home health agency. $349 Volume for 3 plus VAs supporting a mid-size group. $299 Enterprise for 10 plus VAs across a multi-state network or PE-backed group. No setup fees. No annual contracts. Add or remove VAs by the week.
What is included in the 2-Week Risk-Free Pilot?
Two weeks of live MatrixCare billing work running in parallel with your business office. Full reporting on clean-claim rate, denial rate, DSO movement, and AR over 90 reduction. No setup fee. No penalty if you cancel before day 14. You see every claim built in MatrixCare, every eligibility check, every appeal drafted.
President and CEO, Staffingly, Inc. 25+ years in IT consulting and healthcare BPO operations. One of the earliest US operators to set up an RPO/BPO delivery network in India. Leads AI-driven home care workflows that help agencies, home health providers, and multi-branch operators cut admin cost without compromising care.
