MatrixCare Intake Virtual Assistant
We run intake inside MatrixCare for SNF, senior living, and LTC operators coast to coast. Referral entry, benefits verification, admission packet upload, MDS 5-day handoff, room assignment, and the day-of-admit checklist all happen inside your MatrixCare SNF, Senior Living, Clinical, and Financial modules. 800+ providers trust us. Pilot in 2 weeks.
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0:48Your MatrixCare workflow stalls at intake. The admit cycle drags.
Three pressures quietly drain SNF, senior living, memory care, and LTC operators every week. The admissions team feels it inside the MatrixCare intake module on every referral that sits unentered. Owners feel it in slow admits, leaked referrals, and dirty data in MatrixCare Financial.
Referrals not entered into MatrixCare in real time
When a referral sits in an inbox for 4 to 6 hours before it gets typed into MatrixCare, the bed decision is already late. Hospital case managers move the next easy referral to the next building.
Benefits verification not posted in MatrixCare Financial
Medicare Part A days, managed Medicaid plan, MA prior auth, and secondary insurance not captured cleanly in MatrixCare Financial means billing is dirty from day one. Pending and aging start to grow.
MDS 3.0 5-day ARD misses because intake data is incomplete
The MDS 3.0 5-day Admission Assessment Reference Date is fixed. When MatrixCare Clinical does not have admit diagnoses, medications, code status, and advance directives in time, the MDS nurse reworks at 11pm and F-tags 619, 620, 621 exposure climbs.
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 intake virtual assistant ?
A MatrixCare intake virtual assistant is a remote BPO specialist trained to live inside your MatrixCare environment from referral capture through day-of-admit. Not a generic VA. Not a temp who learned MatrixCare on the job. A trained admissions specialist who has been certified on MatrixCare SNF, MatrixCare Senior Living, Clinical, and Financial modules before placement.
What your matrixcare intake virtual assistant actually handles, day to day
Pick the MatrixCare modules that hurt most. Your VA absorbs the work inside them. Your on-site admissions director focuses on tours, family meetings, and referral relationships.
Referral entry in MatrixCare SNF
Answers hospital and community referrals. Enters every referral in the MatrixCare SNF or Senior Living intake module the same hour. Attaches the clinical packet. Triggers PASRR. Confirms bed decision.
Benefits verification in MatrixCare Financial
Verifies Medicare Part A days, managed Medicaid plan, MA prior auth, secondary insurance, and resident liability. Posts clean data in MatrixCare Financial before resident arrives.
Admission packet upload
Uploads physician orders, history and physical, code status, advance directives, and 42 CFR 483.10 resident rights acknowledgement into the MatrixCare document repository.
MDS 3.0 5-day handoff
Pre-fills admit diagnoses, medications, code status, advance directives, and skilled service start time in MatrixCare Clinical so the MDS nurse hits the 5-day Admission Assessment Reference Date.
Room and bed assignment
Works the live MatrixCare bed board. Bed status, isolation precautions, roommate pairings, discharge holds, and pending admits visible in one view. Assigns the right bed.
Day-of-admit checklist
Runs the day-of-admit checklist. Resident rights signed, valuables logged, photo on file, advance directives uploaded, and welcome packet handed to the family.
Medicaid pending tracking in MatrixCare
Owns the pending list inside MatrixCare Financial. County follow-ups, lookback documents, redetermination dates, and weekly status reports to the business office.
Weekly MatrixCare intake KPI report
Reports admit cycle time, PASRR completion, MDS 5-day handoff rate, and MatrixCare Financial clean-data rate in a single weekly view delivered to ownership.
Trained specialists, not generic VAs
Most outsourcing companies offer call-center agents and call them MatrixCare intake VAs. We do not. Our MatrixCare specialists are SNF, Senior Living, Clinical, and Financial certified before they ever touch a live admit packet inside your tenant.
MatrixCare-certified, not generic
Every MatrixCare intake VA passes an assessment on MatrixCare SNF, Senior Living, Clinical, and Financial module navigation, plus PASRR rules, Medicare Part A benefit periods, and MDS 3.0 admission timing before placement.
Stacked compliance posture
HIPAA + SOC 2 Type II + ISO 27001 + HITRUST. Plus alignment with 42 CFR 483.10 resident rights, 42 CFR 483.20 resident assessment, and the 45 CFR 164.514 de-identification standard. 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 MatrixCare intake 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 matrixcare intake virtual assistant 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 MatrixCare intake workflow gets stuck. Referral entry delays? Financial cleanup? MDS 5-day handoff? Pending tracking? We map it on a shared call. No prep needed from you.
BAA + MatrixCare tenant access
Business associate agreement signed. Role-based access provisioned inside your MatrixCare tenant. Module permissions scoped to SNF, Senior Living, Clinical, and Financial as needed.
Workflow shadow (2 to 3 days)
Your VA shadows your on-site admissions team. MatrixCare navigation captured. PASRR rules locked. Bed-decision SLA set. MatrixCare Financial fields documented field by field.
Parallel pilot starts
Week 2 to 3. Your MatrixCare intake VA runs alongside your team. Daily 15-minute sync. You see every referral typed into MatrixCare, every benefit posted in Financial, every MDS 5-day handoff.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most operators keep going.
Full handoff, cadence locked
Admit cycle time, PASRR completion, MDS 5-day handoff rate, and MatrixCare Financial clean-data rate KPIs in your inbox. Weekly review with your account lead. Monthly QA audit. Expansion paths discussed.
How your MatrixCare intake VA's day actually looks
A real shift, hour by hour. Times shown in your local time. We rotate coverage so your MatrixCare intake queue 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 VAs work inside?
MatrixCare SNF, MatrixCare Senior Living, MatrixCare Clinical, MatrixCare Financial, MatrixCare CRM, MatrixCare eMAR, and MatrixCare Home Health. Module permissions are scoped to what your role requires. Every VA is certified on the modules they touch before any live admit packet inside your tenant.
How does referral entry into MatrixCare work?
Every referral that hits your fax line, email inbox, or hospital portal is entered into MatrixCare SNF or Senior Living intake the same hour. Clinical packet attached. PASRR Level I triggered. Bed-decision SLA tracked. Hospital case managers see fast acceptance, and your referral conversion rate climbs because no referral sits idle.
How is benefits verification posted in MatrixCare Financial?
Medicare Part A remaining days, current benefit period, managed Medicaid plan, MA prior auth, secondary insurance, and resident liability are all verified within 4 hours of acceptance. Clean data is posted in MatrixCare Financial so billing has accurate setup on day one. Pending aging is also tracked weekly inside MatrixCare.
How does the MDS 5-day handoff work?
The MDS 3.0 Admission Assessment Reference Date window is fixed at 5 days. Our VA pre-fills MatrixCare Clinical with admit diagnoses, medications, code status, advance directives, and skilled service start time before the MDS nurse opens the assessment. F-tags 619, 620, and 621 exposure on timing drops sharply because the nurse never reworks intake data.
How is the day-of-admit checklist run?
Every confirmed admit gets a day-of-admit checklist. Resident rights acknowledgement signed, valuables logged, photo on file, advance directives uploaded, plan of care explained, and welcome packet handed to the family. The checklist is completed before the resident is settled into the room.
Can you handle multiple MatrixCare facilities under one tenant?
Yes. Single-facility operators run one MatrixCare intake VA. Multi-facility SNF or senior living networks run 3 to 8 VAs across a shared intake pod with facility-specific scope. The same playbook and the same compliance posture applies at every facility.
What does this cost?
Per-FTE weekly pricing. $399 per FTE per week for a single MatrixCare intake VA. $349 per FTE per week for 3 or more FTEs. $299 per FTE per week for 10 or more FTEs across a multi-state SNF or LTC 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 MatrixCare intake 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 MatrixCare operators keep going past day 14 because the admit cycle moves measurably inside 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.
