How SLP Operations Reduced Held Claims by 50% and Saved 32 Hours Per Month in Billing Preparation

When Ashley Bott joined as Vice President of Revenue Cycle Management, she inherited a team navigating high volumes, evolving regulations, and competing priorities across departments.  

With nearly 90% of its residents funded through Medicaid, SLP serves some of the most clinically complex and financially challenging patient populations in post-acute care. Even small breakdowns in communication—such as delays in 3618 forms, eligibility updates, or Medicaid pending applications—could quickly impact reimbursement. Each department had its own tools and processes, making coordination difficult across 42 facilities.

“When I walked in and we had a significant list of held claims we weren’t getting paid on,” Ashley recalls. “Our regionals and billing team were spending their days chasing down eligibility updates, forms issues, and fixing problems after denials hit.”

Medicaid applications were tracked in spreadsheets and emails. Eligibility changes were often discovered only after claims were denied. Forms like 3618s were handled inconsistently, and no one had a shared way to see what was missing or what had changed. 

“Our teams were doing their best under challenging circumstances,” Bott said. “CoreCare gave them a way to collaborate more effectively and see the same information without having to track it down manually.”

To help bridge these gaps and empower staff with real-time visibility, Bott turned to CoreCare to:

• Resolve claim issues across all facilities with real-time alerts for Managed Care Organizations (MCO), applied income discrepancies, and Medicaid eligibility changes — ensuring accurate billing and faster reimbursement.
• Identify and correct data mismatches between the MDS, EHR, MESAV, and LTCMI forms to safeguard PDPM and Medicaid accuracy and prevent downstream payment errors.
• Automate management of 3618/3619 forms, Medicaid Pending applications, and renewals to eliminate missed deadlines that delay payments.

Together, these capabilities gave leaders a unified view of their financial and operational health. 

Within six months, the impact was clear: Held claims decreased by 50%. Billing prep time dropped from two full days to less than one, saving up to 32 hours per month. Cross-department collaboration improved, replacing back-and-forth emails with in-platform alerts and tagging.

“CoreCare lets every department see the same information—clinical, revenue cycle, and business office. You no longer need multiple meetings to find out why a claim is unbillable,” said Bott. “It used to take two days just to prep for billing. Now we can do it in half the time, and we’re catching eligibility or form errors before they turn into unpaid claims.”

CoreCare’s alert system was key.

Real-time notifications flag expiring eligibility, missing 3618 forms, or residents approaching non-billable status.

Shared dashboards ensure corporate and facility teams see the same data—no waiting for reports or phone calls.

Medicaid Pending and Renewal tracking lets staff monitor application progress and act quickly on renewals.

“CoreCare tells you before the problem hits billing. That’s huge,” Bott emphasized. “You see the risk, tag the right person, and fix it before it costs you money.”