How to Automate WellSky

WellSky holds the record that regulators read

WellSky is software for post-acute and community care: home health, hospice and palliative care, private duty, therapy and infusion, used by several thousand agencies. Its family includes WellSky Hospice and Palliative, the Kinnser Link mobile app for clinicians working offline, and CareTend for infusion.

The care happens in somebody's home, but the record is the thing that gets audited, and in this sector the record is not a formality. Reimbursement depends on it. Survey readiness depends on it. An agency can deliver excellent care and still be in serious trouble because a document was late.

That gives everything in this field a deadline attached. Not a preference, a date, usually set by a payer or a regulator who will not be negotiating it.

Compliance is a deadline, not a document

In most agencies there is a coordinator with a spreadsheet, and the spreadsheet is what the agency actually runs on.

It tracks which authorisations expire this week, which face-to-face documentation is still outstanding, which claims were denied and when the appeal window closes, which referrals came in and have not been actioned. It is maintained by a person opening payer portals one at a time and typing what they find.

The spreadsheet exists because the information lives in a dozen places: several payer portals, a referral source's system, a hospital's discharge platform, a state site. WellSky holds the agency's own record beautifully and cannot see any of them.

When that coordinator is on leave, the agency does not stop. It just quietly starts missing dates, and finds out weeks later in the form of denied claims.

WellSky

Deadlines that surface early Authorisations and filing windows checked daily, so a date is met rather than discovered after it passed.

Payer portals kept current Eligibility, authorisation status and denials read from each payer's own site without a person working through a list.

Clinicians left alone The administrative chase happens away from the visit, so field staff are not doing portal work in a car.

WellSky automates the record and the claim

The platform covers the agency's internal workflow thoroughly, and it is worth being precise about how much.

Referrals are received securely, visits across disciplines sit on one calendar, and bereavement follow-up tasks are managed as part of the hospice workflow. The claims process is expedited for managed care and Medicare, with claim submission issues, remittance and payments across different payers handled inside the system. Kinnser Link lets clinicians work offline in the field and sync later. WellSky Scribe provides ambient documentation, WellSky Extract pulls data out of documents, and WILA is a voice-enabled assistant, with the company reporting substantial reductions in documentation time.

All of that acts on the agency's own record and the channels WellSky has built.

The payer portal is a different world. So is the referring hospital's discharge system and the state licensing site. Each has its own login, its own layout, and no intention of integrating with anyone.

The agency runs on systems WellSky does not own

The tracking spreadsheet is a single point of failure held together by one coordinator's memory. Every figure in it was copied out of a portal that can be read directly.

Authorisation status checked across every payer each morning, so anything expiring inside two weeks gets extended rather than discovered on a denial letter. Eligibility verified ahead of admission rather than after the first visit has already been delivered unpaid.

Denials collected from each payer portal with their appeal windows, ordered by which closes first. Referrals pulled from hospital discharge platforms so nothing waits in a queue nobody opened over a weekend. Remittance advice downloaded and filed against the right claim.

The boundary in care is firm and it is worth stating plainly. This gathers, checks and flags. It does not make clinical decisions, and anything that changes a patient record or communicates with a family is prepared for a qualified person to review and send. Taking the chasing away gives that person their week back, which is the entire point.

Checking portals is not care

An agency's scarcest resource is people who understand both the clinical and the administrative side. Those people currently spend a large part of the week logging into other organisations' websites.

WebRun is an AI agent that works a real Chrome browser, signed in as your staff are. It opens each payer portal, the referral platform or the state site, reads what is there, and brings back a list with the dates attached.

It runs on your schedule in your own private environment, sessions are not shared between tools, and a workflow can be locked to an explicit list of sites. You can watch a run and stop it.

The workflows below are already built, and each one names what it opens.