What Are the Best MatrixCare Outsourcing Services?
Dedicated HIPAA-trained teams work inside your own MatrixCare system, on both the facility and home-based editions: referral and admission intake, eligibility and authorizations, MDS and OASIS coordination, PDGM billing and NOAs, hospice NOE tracking, and AR follow-up. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in MatrixCare, We Staff
What Is MatrixCare?
MatrixCare, a ResMed company, is one of the largest EHR families in post-acute care. It is really two worlds under one brand: facility editions for skilled nursing, senior living, and life plan communities, with MDS 3.0 tools, PDPM tracking, and eMAR built in, and a home health and hospice edition, which came over from Brightree and has earned Best in KLAS recognition in multiple years. MatrixCare reports more than 13,000 facility-based care settings and more than 2,500 home care, home health, and hospice organizations on its platforms, with point-of-care mobile documentation that works online and offline.
That breadth is also the workload. A MatrixCare operation lives on calendars and queues: referrals waiting for a response, admissions waiting for eligibility, MDS and OASIS schedules that drive reimbursement, NOAs and NOEs with hard filing windows, and an AR aging report that grows whenever anyone falls behind. When the same small office team owns all of it, the calendars slip. That gap is what this service closes.
Who Is This For?
Organizations that run on MatrixCare and are losing office hours to it: skilled nursing facilities and LTC operators, senior living and life plan communities, home health agencies, hospices, and private duty providers. It fits a single facility that needs one trained MatrixCare assistant just as well as a multi-site post-acute group that needs a billing desk plus an intake pod.
Where MatrixCare Operations Lose Time and Money
Hospital discharge planners send referrals at night and on weekends and give them to whoever answers first. A referral that sits in the queue until Monday is usually already gone.
See the fixUnder PDGM, a late or rejected Notice of Admission costs a contractual penalty of one thirtieth of the period payment for every late day. Someone has to watch the acceptance, not just the submission.
See the fixMiss the 5-day NOE window and the days from election to filing are simply not payable. Facilities discover the loss at billing time, weeks after it became unrecoverable.
See the fixEvery Medicaid-pending admission needs an owner who chases the application, the documents, and the county. Without one, the facility carries the resident unpaid while the file sits.
See the fixReferral and Admission Intake
Our team works your referral and admission queues in MatrixCare on both sides of the platform: logging incoming referrals, assembling pre-admission paperwork, entering demographics and payer information, coordinating bed and room assignment details for facilities, and tracking each home health referral from acceptance to start of care. The benefit is response time. Referral sources learn which organizations answer fast, and intake data entered correctly the first time protects eligibility, assessment schedules, and claims downstream.
Eligibility, Medicaid, and Authorizations
We verify Medicare, Medicare Advantage, Medicaid, and LTC insurance coverage before admission, keep payer records in MatrixCare current, chase Medicaid-pending applications with a named owner per file, and track authorizations and recertification windows so covered days do not outrun the paperwork. For waiver and managed care populations, we reconcile authorized units against scheduled and delivered care so approved hours actually get used and billed.
MDS and PDPM Coordination, as Administrative Support
Your MDS coordinator makes the clinical calls; our team keeps the machinery around them running. We track the MDS 3.0 assessment calendar in MatrixCare, prepare and route the supporting documentation, monitor submission batches and acceptance, and flag schedule risks before they become late assessments that distort PDPM payment. This is administrative coordination, not clinical assessment, and that boundary is written into the SOW.
OASIS Coordination, as Administrative Support
On the home health edition, we own the administrative side of OASIS: tracking assessment due dates, routing documents to the reviewing clinician, monitoring the review queue so assessments do not sit for days before claims can bill, and confirming transmission acceptance. Clinicians assess; we make sure nothing waits on paperwork.
PDGM and PDPM Billing, NOAs
Can you outsource MatrixCare billing? Yes, and this is our deepest bench in the platform. Dedicated billers work claims end to end inside your MatrixCare: NOA submission and acceptance tracking under PDGM, PDPM claims for facility stays, UB-04 and 837I institutional claims, payment posting and reconciliation, and denial follow-up with a documented reason trail. Filing windows are watched daily, because in post-acute billing the deadline is the money.
Hospice NOE and Cap Tracking
For hospice programs on MatrixCare, we file and track Notices of Election inside the 5-day window, watch sequential billing so claims do not RTP behind a missing month, keep election and revocation paperwork straight, and maintain cap tracking through the year so an overrun is a managed number, not a surprise at filing time.
Documentation Upkeep and Orders Tracking
We keep the documentation that surrounds clinical care complete and current: chasing unsigned physician orders, tracking face-to-face documentation, filing incoming records to the right chart, and keeping care plan paperwork moving between the people who must sign it. Administrative upkeep only, not clinical judgment, and not scribing.
AR Follow-Up and Reports
Someone on our team owns your aging report. We work AR follow-up by payer and by age bucket inside MatrixCare, chase claim status, resolve rejections, prepare appeal paperwork for your review, and send a production report every evening in your format: what was worked, what was collected, what needs your decision. Aging stops being a number nobody wants to open.
Put a Dedicated MatrixCare Team on This Work
You have seen what we cover, from referral intake to the aging report. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own MatrixCare queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on MatrixCare
New team members learn your MatrixCare setup before they touch production: your SOPs first, then supervised work in your real queues with review on each item until quality holds. Post-acute fundamentals, PDGM and PDPM logic, NOA and NOE windows, and MDS and OASIS calendars are part of our standing curriculum, and our home health and hospice revenue cycle case study shows how that model runs in this vertical. Every specialist works under an individual HIPAA agreement with named, auditable MatrixCare credentials, never shared logins.
Why Outsource MatrixCare Work, and Why Staffingly
Most vendors staff either facility billing or home health billing. We train one dedicated team across your MatrixCare facility and home-based workflows, so the two divisions stop competing for office staff.
MatrixCare offers its own revenue cycle and coding services, built on its HEALTHCAREfirst heritage. Operators who prefer a flat weekly fee per dedicated specialist, working inside their own system on more than just billing, choose a dedicated team. Do the math both ways; we will help on the call.
NOAs, NOEs, MDS windows, OASIS reviews, timely filing: post-acute revenue is a calendar. Our teams work from tracked deadline lists with daily reporting, so the calendar has an owner.
Most teams go live in about 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.
Organizations We Support on MatrixCare
Skilled nursing facilities and LTC operators (MDS calendars, PDPM claims, Medicaid-pending tracking), senior living and life plan communities (admissions paperwork, private pay and LTC insurance billing), home health agencies (referral response, OASIS coordination, PDGM billing and NOAs), hospices (NOE filing, sequential billing, cap tracking), and private duty providers. Multi-site groups can split one team across divisions or dedicate seats per site.
Process and Onboarding
20 to 30 minutes on Teams. We map your MatrixCare queues, census mix, and deadline calendar before we meet.
Named MatrixCare user credentials per specialist, least-privilege roles, your approval on every account.
Your SOPs plus our post-acute curriculum; 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 MatrixCare 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, faxes, and portal messages, 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 post-acute billing + MatrixCare
- Software seat + equipment + PTO coverage
Calculate Savings
MatrixCare Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in MatrixCare?
Referral and admission intake, demographics and payer entry, eligibility verification, Medicaid-pending tracking, authorization tracking, MDS and OASIS schedule coordination, NOA and NOE filing support, claims work, payment posting, AR follow-up, and report preparation. Administrative work that happens inside MatrixCare screens, a trained remote assistant can own.
Can you outsource MatrixCare billing?
Yes. Dedicated billers work inside your MatrixCare: NOA submission and tracking, PDGM and PDPM claims, UB-04 and 837I submission, payment posting, denial follow-up, and AR, with daily production reporting. See our MatrixCare billing virtual assistant page for the deep detail.
Do you cover both the facility and home health editions of MatrixCare?
Yes. We train teams on the skilled nursing and senior living editions as well as the home health and hospice edition, and one team can be split across both for organizations that run two divisions.
Is MDS and OASIS work clinical?
The assessments are clinical and stay with your licensed clinicians. What we provide is the administrative machinery around them: schedule tracking, documentation routing, submission monitoring, and acceptance confirmation. That boundary is written into the SOW.
How do your staff access our MatrixCare system?
Through named individual user accounts you approve, with least-privilege roles and full audit logging. No shared logins, no offline exports of PHI.
How is this different from MatrixCare’s own RCM services?
MatrixCare offers revenue cycle, coding, and documentation review services of its own. Our model is a flat weekly fee per dedicated specialist who works inside your system and can cover intake, eligibility, assessment coordination, and AR alongside billing. Which fits better depends on your volumes; we will run the comparison with you.
How fast can a dedicated MatrixCare team start?
Most teams go live in about 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 MatrixCare?
Yes. It stays your system, your data, your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
Home Care and LTC Resources for MatrixCare Teams
Real engagements and working answers from the post-acute problems we staff every day.
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 post-acute workflows on this page, from referral intake through AR follow-up.
Connect on LinkedInSee what a dedicated MatrixCare team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your organization.
Claim Your 2-Week Free TrialMatrixCare is a registered trademark of MatrixCare, Inc., a ResMed company. Brightree is a trademark of Brightree LLC. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by MatrixCare, Brightree, or ResMed. Staffingly works inside client-owned MatrixCare systems under client-granted access.