How a four-program Minnesota agency runs on one system
A Minnesota multi-service agency runs ARMHS, outpatient therapy, PCA and CFSS, and adult day services on AraSync, with clinical documentation, EVV, compliance checks and billing in the same record.
One record around each client.
ARMHS, therapy, PCA and adult day services share one client record, so the same person is not kept in four places.
About the agency
The Minnesota multi-service agency AraSync was built inside.
Where it works
Minnesota, with clients served in their homes, in the community and at an adult day program.
What it provides
ARMHS (adult rehabilitative mental health services), outpatient therapy, PCA and CFSS (Community First Services and Supports), and adult day services.
Who does the work
Field staff who see clients, and office staff who supervise, schedule and bill.
How it uses AraSync
Every day, for clinical documentation, visit verification, compliance tracking and billing across all four programs.
Four programs, too many places to look
Each program had its own tools, and the gaps between them were where work slowed down.
Documentation in disconnected places
ARMHS and therapy notes, treatment plans and assessments lived in separate systems or on paper. Supervisors had to chase documents before they could review them.
Compliance tracked in spreadsheets
Credentials, authorizations and document due dates for each program were tracked by hand. An expired credential or a late document was easy to miss until an audit.
EVV separate from the record
Visit verification ran in its own system, apart from clinical notes and billing. Staff entered visit details more than once, and the records did not always agree.
Documentation gaps reaching billing
With no check between the note and the claim, missing or inconsistent documentation could surface only after a claim came back, followed by rework and resubmission.
No single view across programs
Leadership could not see documentation, staffing and compliance for all four programs in one place.
One record, configured by program
The same platform handles each program's documents, visits and claims, so what one team records is already there for the next.
Clinical documentation with an AI assist
Practitioners write ARMHS progress notes, therapy notes and assessments in AraSync. An AI assist checks the wording against DHS documentation standards and suggests edits. The clinician decides, and supervisors review before approval.
EVV in the same record
Check-in and check-out with location and electronic signatures, connected to the note and the claim. PCA visit data is sent on to HHAeXchange.
Compliance tracking
Credentials, documentation, authorizations and billing are tracked together, with alerts for expiring documents and authorizations running low on units. Staff review what is flagged.
A mobile app for field staff
ARMHS practitioners and PCA staff use the iOS and Android app to check in, complete notes and capture signatures, and it syncs when they are back in signal.
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Visit and note Session times and the approved note land on one service line.
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Pre-billing check
- Authorization and units left
- Signatures present
- No overlapping times
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Claim sent MN-ITS for MHCP, Availity for managed care. 837P
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Status tracked Accepted, pending or denied, by line. 276 / 277
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Payment posted The remittance posts back to the line it paid. 835
FlaggedA line that fails a check is flagged for your billing team with the reason attached, so it can be fixed before it comes back denied.
What runs on AraSync at the agency
Operational facts from the agency's use of the platform.
See how your programs would run on AraSync
A walkthrough built around the services you provide and the payers you bill.
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