Home Health Start-of-Care Coordination
We run start-of-care coordination for Medicare-certified home health agencies coast to coast. OASIS-E1 SOC timing inside the 5-day window, face-to-face encounter validation, NOA filing within 5 days, MD orders, and supervisory visit scheduling all happen inside HCHB, Axxess, WellSky, MatrixCare, and Kinnser. 800+ providers trust us. Pilot in 2 weeks.
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0:48Your 5-day SOC window keeps slipping. NOAs file late.
Three pressures quietly drain Medicare home health agencies every week. The clinical team feels it on every missed SOC visit. Owners feel it in the late NOAs, the LUPA risk, and the cash that does not bill because the F2F or the orders were not clean.
OASIS-E1 SOC visit outside the 5-day window
When the SOC visit happens on day 6 or later, the episode timing breaks under PDGM and the OASIS-E1 SOC assessment data integrity gets flagged. CMS expects the initial SOC visit within 5 days of the referral or as ordered by the physician.
F2F encounter not validated before billing
42 CFR 424.22 requires a face-to-face encounter within 90 days before or 30 days after SOC, with documentation that ties the F2F to the home health need. Missing or unclean F2F means the entire episode is non-billable until corrected.
NOA filed late, episode revenue at risk
The Notice of Admission must be filed within 5 calendar days of SOC under the PDGM rules. Late NOAs reduce payment for every day late and can cancel the entire 30-day payment period for the agency.
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 home health start-of-care coordination service ?
A home health start-of-care coordination service is a remote intake team that owns the front end of every Medicare home health admission. Not a generic VA. Not an answering service. A trained SOC coordinator who understands the OASIS-E1 5-day SOC window, the face-to-face encounter rule under 42 CFR 424.22, and the 5-day NOA filing requirement under the Patient-Driven Groupings Model.
What your home health start-of-care coordination actually handles, day to day
Pick the SOC bottlenecks that hurt most. Your coordinator absorbs them. Your on-site intake nurse focuses on clinical judgment and family communication.
Referral intake and acceptance
Answers hospital and physician referrals. Gathers the clinical packet, confirms Medicare eligibility, verifies the physician is PECOS-enrolled, and books the SOC visit inside the 5-day window.
F2F encounter validation
Validates the face-to-face encounter date, the physician who performed it, and the clinical findings tying the F2F to the home health need under 42 CFR 424.22.
MD orders intake
Builds the verbal order, signed order, and POC 485 orders. Tracks each one through physician signature. Logs return-fax timing for the audit trail.
OASIS-E1 SOC visit scheduling
Schedules the SOC clinician inside the 5-day window. Confirms with the patient and family. Tracks the OASIS-E1 SOC assessment until M0090 lock.
NOA filing within 5 days of SOC
Files the Notice of Admission inside the 5-day window. Confirms acceptance in the clearinghouse. Tracks any reject and refiles before the late penalty hits.
Supervisory visit cadence
Schedules supervisory visits per 42 CFR 484.55 for HHA, LPN, and therapy aide oversight. Tracks the 14-day rule for HHA supervisory visits.
Plan of Care coordination
Builds the initial 485 plan of care. Routes for physician signature. Tracks return inside the 30-day rule under the Conditions of Participation.
Weekly SOC KPI report
Reports SOC visits inside the 5-day window, NOA on-time rate, F2F clean rate, and orders return cycle time in a single weekly view delivered to ownership.
Trained specialists, not generic VAs
Most outsourcing companies offer call-center agents and call them SOC coordinators. We do not. Our SOC specialists are OASIS-E1 trained, PDGM-tested, and home health EMR certified before they ever touch a live SOC packet for your agency.
SOC-trained, not generic
Every coordinator passes an assessment on the OASIS-E1 5-day SOC rule, F2F encounter requirements under 42 CFR 424.22, NOA 5-day filing under PDGM, supervisory visit cadence under 42 CFR 484.55, and at least one major home health EMR before placement.
Stacked compliance posture
HIPAA + SOC 2 Type II + ISO 27001 + HITRUST. Plus alignment with 42 CFR 484 Conditions of Participation, PDGM billing rules, and CMS OASIS-E1 RAI guidance. Ask your current vendor for proof of all four.
2-Week Risk-Free Pilot
Industry offers no trial. We give you 14 days of live SOC coordination work at the same rate. Cancel before day 14, owe nothing. No annual contracts after.
Staffingly vs DIY in-house vs generic VA vs onshore BPO
The real cost math for a single full-time home health start-of-care coordination role at a mid-size SNF, ALF, LTC, or home care operator.
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 where the SOC pipeline is breaking. 5-day window slips? Late NOAs? F2F rework? MD orders sitting unsigned? We map it on a shared call. No prep needed from you.
BAA + platform access
Business associate agreement signed. Role-based access provisioned in HCHB, Axxess, WellSky Home Health, MatrixCare, or Kinnser. Clearinghouse and PECOS access set up.
Workflow shadow (2 to 3 days)
Your coordinator shadows your on-site intake team. Referral scripts captured. F2F validation steps locked. SOC scheduling rules set. NOA filing workflow documented.
Parallel pilot starts
Week 2 to 3. Your SOC coordinator runs alongside your team. Daily 15-minute sync. You see every referral accepted, every F2F validated, every NOA filed.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most agencies keep going.
Full handoff, cadence locked
5-day SOC compliance rate, NOA on-time rate, F2F clean rate, and orders cycle time KPIs in your inbox. Weekly review with your account lead. Monthly QA audit. Expansion paths discussed.
How your SOC coordinator's day actually looks
A real shift, hour by hour. Times shown in your local time. We rotate coverage so your SOC referral phone 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
How do you keep SOC visits inside the 5-day window?
Every referral accepted today gets the SOC visit scheduled before the day ends. The SOC clinician calendar is owned by the coordinator. Any visit at risk of slipping outside the 5-day window from the referral or physician-ordered SOC date is escalated to the DON the same day. Median 5-day compliance for our agencies sits above 95 percent within 60 days of go-live.
How does OASIS-E1 SOC timing tie into the workflow?
OASIS-E1 SOC assessment data must be collected on the SOC visit and locked under M0090. We coordinate the SOC visit, confirm the clinician has the OASIS-E1 instrument loaded in the EMR, and track the M0090 lock so the assessment finalizes in time for plan of care and NOA filing. F-tag and ADR exposure on SOC timing drops sharply.
How do you validate the face-to-face encounter?
42 CFR 424.22 requires a documented F2F within 90 days before or 30 days after SOC, with clinical findings supporting the home health need. We validate the F2F date, confirm the performing physician is PECOS-enrolled, and verify the clinical tie-back is in the documentation. Any unclean F2F is flagged and a clarifying note is requested before the episode locks.
How does NOA filing work in your workflow?
Every Notice of Admission is filed within 5 calendar days of SOC. The coordinator owns the NOA queue, confirms acceptance in your clearinghouse, refiles any reject the same day, and tracks the on-time rate weekly. Late NOAs cost real money under PDGM. We protect every dollar that should bill in full.
How are MD orders chased?
We track every verbal order, signed order, and 485 plan of care from issuance to physician signature. Items more than 21 days unsigned get a daily call to the physician office. The orders cycle-time tracker is visible to your DON and your billing director.
How is supervisory visit cadence managed?
42 CFR 484.55 requires supervisory visits for HHAs, LPNs, and therapy aides on a regular schedule. We track the 14-day HHA supervisory rule, the LPN supervisory rule, and the therapy aide supervisory rule. Visits are scheduled before they fall out of compliance.
What does this cost?
Per-FTE weekly pricing. $399 per FTE per week for a single SOC coordinator. $349 per FTE per week for 3 or more FTEs. $299 per FTE per week for 10 or more FTEs across a multi-state home health network. No setup fees. Flat weekly billing. Add or remove FTEs by the week.
How does the 2-Week Risk-Free Pilot work?
We start the engagement at full rate. You see live SOC coordination work for 14 days. If at any point in the first 2 weeks you decide it is not a fit, you cancel and owe nothing. No annual contracts after. Most agencies keep going past day 14 because the SOC and NOA numbers move in the first week.
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.
