Who Provides Remote Hospice Tools Support Services?
Staffingly places dedicated HIPAA-trained specialists inside your hospice’s own Hospice Tools account, covering eDocs referrals and intake, IDG meeting prep, certification tracking, physician orders, TimeKeeper timesheets, and eBilling queues, end to end. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Is Hospice Tools?
Hospice Tools is an EMR built from the ground up for hospice and palliative care, aimed squarely at independent agencies. It runs as an integrated suite of three products: eDocs, the clinical charting and patient management EMR with smart flexible forms and an ICD codes library; TimeKeeper, the timesheet and workforce tool that auto-builds timesheets from documented visits with mileage tracking; and eBilling, the revenue cycle platform that generates claims from clinical data, supports Medicaid room and board, and includes Medicare DDE screen access. Hospice-specific machinery is native: auto-calculated certification periods, an IDG/IDT Dashboard that cuts meeting prep, bereavement and volunteer documentation, and a published starting price of $85 per user per month for the EMR and timesheets.
What the platform cannot supply is the back office to run it. Referrals still need same-day processing, the IDG Dashboard still needs a prepared agenda, cert windows still need watching, orders still need chasing, and the billing calendar, NOE filing, sequential claims, cap monitoring, still punishes agencies that fall a week behind. For an independent hospice with a lean office, that is exactly the work worth handing to a dedicated remote team.
The Work Your Team Does in Hospice Tools, We Staff
Who Is This For?
Independent hospice and palliative care agencies running Hospice Tools, the platform’s home market: single-county hospices where one administrator carries intake, records, and billing at once; growing multi-branch hospices that need consistent process across teams; and palliative programs using eDocs’ palliative functionality. If your clinical team is strong and your back office is stretched, this model adds trained hands without adding office headcount.
Where Hospice Back Offices Lose Time and Money
The aggregate cap is a running number, but many agencies only compute it when the cap report is due, and by then the overpayment is owed back.
See the fixMiss the 5-day Notice of Election window and the days until it files are on the hospice, not Medicare. It is pure process failure, and it is avoidable with a staffed calendar.
See the fixHospice claims must file in month order. One held claim stalls the chain behind it, and the RTPs compound until someone works the sequence back into line.
See the fixThe election statement addendum has content and timing rules of its own, and errors there flow straight into claim denials that a tighter intake packet would have prevented.
See the fixReferrals and Intake in eDocs
Our team processes referrals in eDocs the day they arrive: entering the referral, assembling the intake packet, verifying Medicare and Medicaid coverage, and preparing election paperwork correctly the first time, including the addendum details that deny claims when they are wrong. Faster, cleaner admissions protect both the census and the first claim.
IDG Meeting Prep and Coordination
Hospice Tools’ IDG/IDT Dashboard is built to cut meeting prep, and it works best with a person behind it. Before each meeting our specialist confirms the patient list, checks that visit documentation and care plan updates are in place, preps the agenda from the Dashboard, and after the meeting routes follow-ups and confirms the documentation trail is complete. Your IDG spends its time on patients, not on hunting charts.
Certification Periods and Recertifications
eDocs auto-calculates certification periods; our team makes sure the humans keep up with the math. We track every patient’s cert window, queue face-to-face encounters where required, prepare recert paperwork ahead of the deadline, and chase signatures so benefit periods do not lapse on paperwork grounds. Recert misses are census and revenue losses at once, and they are preventable with a watched calendar.
Physician Orders Tracking
Orders that sit unsigned stall care changes and expose the chart in audit. We log every order, track it to physician signature, escalate the ones that age, and file the completed order to the right patient record in eDocs. It is unglamorous work with an outsized compliance payoff, which is exactly why it deserves a named owner.
Medical Records and Documentation QA
We keep the record audit-ready: releasing records on valid request, completing chart audits against your checklist, confirming visit notes support the level of care billed, and flagging documentation gaps to your clinical leadership while they are still correctable. Agencies facing GIP downcoding in audit usually lost the argument in the chart months earlier; steady documentation QA is the defense.
TimeKeeper and eBilling Support
On the TimeKeeper side, we review auto-built timesheets against documented visits, reconcile mileage and missed punches, and prep clean payroll files. On the eBilling side, dedicated billers own the hospice billing calendar: NOEs filed inside the 5-day window, claims filed in sequence so RTP chains do not start, Medicaid room and board billed correctly, DDE follow-up worked, and the aggregate cap tracked monthly so the cap report holds no surprises. See also our hospice cap tracking service.
Put a Dedicated Hospice Tools Team on This Work
You have seen what we cover, from eDocs intake to the billing calendar. The next step is simple: meet us, pick the seats you need, and watch a trained specialist work your own Hospice Tools queues before you commit to anything.
Book Your 2-Week Free TrialWhy Outsource Hospice Tools Work, and Why Staffingly
Intake, IDG prep, certs, orders, records, timesheets, and billing, staffed as one accountable team instead of scattered across whoever has a free hour.
Hospice Tools’ own published billing guide puts typical outsourced hospice billing at 2 to 5 percent of collections. Our model is a flat weekly fee per dedicated specialist, so the math does not climb with your census. Run it both ways; we will help on the call.
Our public library covers NOE timing, sequential billing, cap tracking, election addenda, and GIP audit defense, and those playbooks drive how your team is trained.
Live in 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, 4.9 Google rating you can verify on our listing.
How Our Teams Train and Go Live on Hospice Tools
New team members train on your hospice’s own SOPs first, then on our hospice workflow library: intake and election packet checklists, IDG prep routines, cert window tracking, NOE and sequential billing calendars, and cap monitoring, practiced in supervised sessions before anyone touches production data. Go-live is gradual, with your administrator reviewing daily in week one and weekly after. Production is reported every evening in your own format, and every specialist works under an individual HIPAA agreement with named, auditable credentials, never shared logins.
Process and Onboarding
20 to 30 minutes on Teams. We map your Hospice Tools queues and compliance calendar before we meet.
Named user accounts per specialist, permissions you control, your approval on every account.
Your SOPs plus our hospice playbooks; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated Hospice Tools FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight referrals, unsigned orders, and documentation flags, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on hospice rules + software
- Software seat + equipment + PTO coverage
Calculate Savings
Hospice Tools Outsourcing: Frequently Asked Questions
What tasks can a remote specialist do in Hospice Tools?
Referral and intake processing in eDocs, IDG Dashboard prep, certification and recert window tracking, physician orders follow-up, medical records management and documentation QA, TimeKeeper timesheet reconciliation, and eBilling queue work including NOEs, sequential claims, and cap tracking. Administrative work inside the platform, a trained specialist can own.
Can you outsource hospice billing from Hospice Tools eBilling?
Yes. Dedicated billers work your eBilling queues: NOE filing inside the 5-day window, claims in sequence, Medicaid room and board, DDE follow-up, payment posting, and monthly cap monitoring, with daily production reporting.
Do you replace our IDG or clinical staff?
No. We prepare the IDG Dashboard, agendas, and documentation trail; the interdisciplinary group itself, and clinical judgment generally, stays with your nurses, physicians, social workers, and chaplains. The boundary is written into the SOW.
How do your staff access our Hospice Tools account?
Through named individual user accounts you approve, with the permission levels you assign and full accountability per user. No shared logins, no offline exports of PHI.
How is your pricing different from percentage-based hospice billing services?
Hospice Tools’ own published billing guide puts typical outsourced hospice billing at 2 to 5 percent of collections. Our model is a flat weekly fee per dedicated specialist, and the same specialist can cover intake, IDG prep, and records alongside billing. Which is cheaper depends on your census; we will run the comparison with you.
Is outsourced hospice back-office work secure and HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
How fast can a dedicated Hospice Tools specialist start?
Typically live in 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Do we keep control of our Hospice Tools data?
Yes. It stays your system, your patient records, your logins to grant or revoke. We work inside it and report daily; you can audit each user’s activity.
Hospice Billing and Compliance Resources
From our hospice problem-solving library.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the hospice and home care workflows on this page.
Connect on LinkedInSee what a dedicated Hospice Tools team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your agency.
Claim Your 2-Week Free TrialHospice Tools, eDocs, TimeKeeper, and eBilling are trademarks of Hospice Tools. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Hospice Tools. Staffingly works inside client-owned Hospice Tools accounts under client-granted access.