How United Church Homes Reclaimed 25+ Hours per Facility per Month and Strengthened Compliance with CoreCare
Director of Revenue Cycle
United Church Homes
11 facilities, TX
“We used to wait 30 days only to learn a claim had been denied due to a payer mismatch. Now, CoreCare flags that up front, so we can bill the right payer the first time.”
25
Hours saved per facility, per month by automating Medicaid verification
14 Days
Faster payment cycles, with Medicaid claims paid within 14 days
Fewer Errors
Fewer billing errors and payer denials due to real-time eligibility verification
Challenge
United Church Homes (UCH) is a non-profit organization providing skilled nursing services across 11 facilities in Ohio. When Tammy Brubaker, Director of Revenue Cycle at UCH, began exploring CoreCare, her team was juggling a growing number of Medicaid residents and increasing regulatory complexity.
With frequent changes in patient liability and managed care enrollment, the billing team faced a constant challenge: how to stay on top of every update while managing competing priorities across multiple campuses.
Before implementing CoreCare, UCH staff manually checked each resident’s Medicaid status and liability in the state’s MITS system, often taking 10 to 15 minutes per resident, per verification. For a facility with 50 Medicaid residents, that added up to more than 25 hours a month just to confirm information.
“We were constantly checking MITS, and it felt like we were always one step behind,” Brubaker said. “If something changed and we didn’t catch it, it could take months to correct.”
Ohio Medicaid also conducts post-payment reviews that often go back as far as three years. This meant UCH had to spend significant time to maintain meticulous documentation and ensure continuous accuracy in eligibility and patient liability records to avoid the potential for costly recoupments and compliance risk.
Medicaid Pending applications added an additional challenge. “Before CoreCare, we kept separate spreadsheets for every pending case,” she said. “If someone forgot to update them, I had to call around to find out what was going on.”
In short, UCH needed a centralized, automated solution to keep pace with Ohio Medicaid’s evolving requirements—reducing manual effort, minimizing compliance risk, and giving the team confidence that every resident record was accurate and up to date.
Solution
After connecting with CoreCare, the UCH team quickly realized the platform could replace their manual workflows with automated insights. CoreCare automatically pulled Medicaid eligibility and liability data from MITS, compared it to PointClickCare records, and flagged any discrepancies.
Brubaker recalls the team’s immediate reaction during CoreCare’s onboarding: “As soon as our office managers got trained, they called me and said, ‘Oh my gosh, this is absolutely wonderful.” The tool’s intuitive design and clear time savings made it easy to gain internal buy-in, and the impact was felt almost immediately.
The platform’s real-time alerts identified benefit changes, payer transitions (such as shifts from traditional Medicaid to managed care), and new approvals for pending residents. That visibility not only saved time but also gave UCH leaders confidence that billing data was always accurate and up to date.
“Knowing right away if someone switched plans saves us weeks of work,” Brubaker explained. “It means we’re billing the right payer the first time and getting paid within 30 days instead of waiting for denials.”
CoreCare’s Medicaid eligibility captures gave Brubaker peace of mind that UCH was fully in compliance with Ohio Medicaid and equipped with the documentation needed to fight inappropriate recoupments. “Now when we get an adjudication letter saying someone wasn’t eligible, I can go back and pull the CoreCare capture and prove that we had approval at the time,” said Brubaker. “Before, we had to rely on screenshots saved to binders or sometimes saved to the wrong file. CoreCare has eliminated that mess.”
UCH also adopted CoreCare’s Medicaid Pending and Renewals solutions, which replaced outdated spreadsheets and enabled better coordination across departments. Leadership gained instant visibility into which cases were moving forward and which were stalled—without having to chase down updates via email. Brubaker and her team can now log into CoreCare and instantly see:
- Which Medicaid Pending applications are in progress
- Which county offices are slow to approve cases
- Whether additional documentation is needed from families
“CoreCare shows us whose court the ball is in,” Brubaker said. “That’s incredibly helpful—especially when working across multiple locations with different timelines.”
Conclusion
By implementing CoreCare, UCH has achieved measurable gains in operational efficiency, billing accuracy, and compliance. Real-time eligibility tracking, Medicaid Pending workflow tools, and audit-ready capture functionality have transformed how UCH manages its Medicaid population.
“It’s so worth it,” Brubaker said. “CoreCare gives us time back, improves accuracy, and protects us from costly errors. I tell everyone I meet in long-term care—you need to take a serious look at this solution.”