The AraSync platform

One system from referral to remittance

Intake, clinical documentation, visit verification, pre-billing checks and claims share one record, so what one team enters is already there for the next. Each section below links to the detail.

One visit, connected

From the note to the payment, on one record.

The progress note, the EVV visit, the pre-billing checks and the supervisor’s approval line up on one record. Then the claim goes to MN-ITS and the payment posts back against it.

  • Nothing typed twice between teams
  • Checks run before the claim, not after a denial
  • The supervisor keeps the final call
One visit, connected H2017 · ARMHS
Client A. · Community session Tue 10:00 to 11:15 · 5 units · Practitioner: MHP
Illustrative example
  1. Progress noteTreatment plan current · signed
    Complete
  2. Visit verifiedCheck-in and check-out match the note
    Matched
  3. Pre-billing checkUnits, signatures, timing
    Passed
  4. Supervisor reviewThe final call stays with your team
    Approved
835 posted · paid against the line
Intake and client records

Every client, program and authorization in one chart

Referrals come in, move through the waitlist and become clients without being typed in twice. Eligibility, payers and authorizations sit on the same record the clinician and the biller use.

  • ✓An intake board that shows where each referral stands
  • ✓Intake packets sent to the client for signature
  • ✓Eligibility checks (270/271) and Medicaid ID on the client record
  • ✓Authorizations with remaining units visible before scheduling
  • ✓One client across several programs, each with its own payer
  • ✓Staff assignment, caseloads and recurring schedules
Intake and referrals
From first referral to first visit
  1. New referral From your website or a partner
  2. Outreach First contact logged
  3. Waitlisted Waiting time tracked
  4. DA pending Diagnostic assessment
  5. FA pending Functional assessment
  6. ITP pending Treatment plan
  7. Service ready Ready to schedule
The same columns as the intake board in AraSync, so everyone sees where each referral stands.
From draft note to approved record
  1. Practitioner writes the note Person

    Drafts save automatically while they work.

  2. Prerequisites checked AraSync

    The diagnostic assessment, functional assessment and treatment plan must be current on the date of service.

  3. Wording checked AraSync

    A rule-based writing check flags vague phrasing against DHS documentation standards, and the AI assist can suggest edits.

  4. Practitioner signs Person

    The practitioner decides what stays in the note.

  5. Supervisor reviews Person

    Approve, or send it back with a reason.

If a prerequisite has lapsed

The note cannot be completed, and the form names which document needs renewing. The practitioner can still write the plan or assessment that unblocks it.

When it is approved

The approval is logged with who and when, and the service line becomes eligible for the pre-billing check.

Clinical documentation

Notes, plans and assessments that know what they depend on

Clinicians write the documentation. AraSync keeps track of which assessment and treatment plan each note relies on, and routes the finished work to a supervisor.

  • ✓ARMHS and mental health progress notes, group and contact notes
  • ✓Diagnostic and functional assessments, treatment and crisis plans
  • ✓PHQ-9, GAD-7, PCL-5 and C-SSRS screenings
  • ✓Drafts auto-save every 30 seconds
  • ✓An AI assist that suggests wording edits. The clinician decides.
  • ✓Supervisor approval, revision requests and e-signatures
Clinical documentation
Visit verification

The visit is recorded where it happens

Check-in, check-out, location and signature are captured on the phone at the visit, then matched against the note and the claim line.

  • ✓GPS check-in and check-out
  • ✓Client and staff signatures captured at the visit
  • ✓Pause and resume for interrupted visits
  • ✓Visit data sent to HHAeXchange for PCA and home care
  • ✓Browser-based telehealth sessions with visit verification

EVV for PCA and home care Telehealth

One home care visit
  1. Check in Time and location captured on the phone.
  2. Service delivered The care plan is on the phone.
  3. Client signs Signature captured at the visit.
  4. Six elements recorded
    • Worker and client
    • Service and date
    • Location, start and end
  5. Sent to HHAeXchange Minnesota's EVV aggregator for PCA and home care.

FlaggedA visit with something missing is flagged and held back from billing for review. Staff can see what came back from HHAeXchange and resend.

The visit, the signature and the claim come from one record.
When there is no signal
  1. No signal The log can still be written
  2. Encrypted on the device Held until it can be sent
  3. Back online The connection returns
  4. Submitted Sent without re-entry
Mobile app

Keeps working where the signal drops

Field staff see their day, get to the visit and document it from one app. When there is no signal, the work is held encrypted on the phone and sent when the connection returns, without being typed in again.

  • ✓iPhone and Android
  • ✓Today’s schedule, directions and client notes
  • ✓Notifications when the schedule changes
  • ✓Face ID and fingerprint sign-in
245D service logs on the phone
Checks and compliance

See the missing detail before review, not after a denial

Configured checks can help flag missing documentation, signatures, timing or authorization before work reaches a supervisor or a claim. Your team keeps the final say.

  • ✓Findings name the Minnesota rule they come from
  • ✓Each check set per organization to warn or to block
  • ✓A nightly pre-billing scan of unbilled service lines
  • ✓Views, edits and approvals logged with who and when
How compliance checks work
What gets checked
  • Documentation DA, FA and treatment plan current
  • Signatures and timing Missing signatures, overlapping sessions
  • Authorizations Units left before billing
  • Staff credentials Warnings before expiry
  • Supervision Next due dates recorded
Checks flag and hold work for review. Your team makes the call.
One service line, start to finish
  1. Visit and note Session times and the approved note land on one service line.
  2. Pre-billing check
    • Authorization and units left
    • Signatures present
    • No overlapping times
  3. Claim sent MN-ITS for MHCP, Availity for managed care. 837P
  4. Status tracked Accepted, pending or denied, by line. 276 / 277
  5. 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.

Same record from the session to the remittance. Nothing re-keyed.
Billing and claims

Claims built from the documented service

Service lines come from completed notes and verified visits. The billing team previews the 837P, submits it, and sees the 835 post back against the lines it paid.

  • ✓Claim preview before anything is submitted
  • ✓Service codes, rates and modifiers set per payer
  • ✓Claim status and denials followed up by line
  • ✓A billing agent that checks eligibility, authorizations and possible duplicates, and raises alerts for a person to review

Billing and claims The billing agent

Configured by program

Set up around the services you provide

Each program gets its own documents, codes and checks. Agencies running several programs keep one client record across all of them.

H2017

ARMHS

Community sessions, DA, FA and ITP tracking, and supervision of practitioners.

Learn more
90837

Therapy

Outpatient diagnostic assessments, treatment plans, therapy notes and screenings.

Learn more
T1019

PCA, CFSS and home health

Visit verification, care plans, supervision documents and HHAeXchange EVV data.

Learn more

245D services

Homemaking, companion and respite logged on the mobile app as the visit ends.

Learn more
S5102

Adult Day Services

Attendance, transportation and activity schedules, connected to each participant record.

Learn more

See it with your own programs

A 30-minute walkthrough built around the services you provide and the payers you bill.

Request a demo