Kimberly Smelley (Vice President of Implementation at HealthWare Systems) and Brian Schnitker (Director of Implementation and Support at HealthWare Systems)

HealthWare Systems Promotes Kimberly Smelley and Brian Schnitker

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Press Release

HealthWare Systems Promotes Kimberly Smelley and Brian Schnitker

FOR IMMEDIATE RELEASE:  June 10, 2022

Elgin, IL:  HealthWare Systems has promoted two dedicated and key employees, Kimberly Smelley and Brian Schnitker. Kim Smelley has been promoted to VP, Implementation, and Brian Schnitker has been promoted to Director, Implementation and Support.

Kimberly Smelley (Vice President of Implementation at HealthWare Systems) and Brian Schnitker (Director of Implementation and Support at HealthWare Systems)

HealthWare Systems has promoted Kimberly Smelley to Vice President of Implementation and Brian Schnitker to Director of Implementation and Support.

As the Vice President of Implementation, Kim’s primary goal is to drive process improvement that aligns with changing customer needs. Her responsibilities in this role include identifying opportunities for new service offerings and working with Development, Sales, Marketing, and Deployment to ensure flawless execution and implementation of all services to client sites.

As the Director of Implementation and Support, Brian’s goals are to lead the team in delivering effective project management, to provide quality customer-focused deliverables, and to ensure that the company’s customer support exceeds expectations.

HealthWare’s CIO, Doug Gruner, announced the promotions on June 6th and said:

“Both Kim and Brian have been instrumental in the successful deployment and support of our products for many years and are well-deserving of these promotions. We are excited to see how they elevate and improve the implementation process, grow the team, and continue to provide our customers with the highest level of attention.”

Kim Smelley has been with HealthWare Systems since 2012. She has over twenty years’ experience in the Health Care Revenue Cycle field focusing on implementation and management of revenue cycle technology products and services.

Kim also has been an active volunteer with the Texas Gulf Coast Chapter of HFMA at both the chapter- and state-level over the past 10 years. She served as the 2017-2018 Chapter President and is a current Voting Director and Sponsorship Co-Chair.

Brian Schnitker has been with HealthWare Systems since 2002. Initially hired as a Support Engineer, he quickly moved through the ranks to become the Support Team Lead, Project Manager, Senior Project Manager, Senior Product Manager, and Support Manager. Brian has implemented and supported HealthWare’s suite of products for the last twenty-plus years and brings a wealth of invaluable knowledge to his new position.

As a graduate of the U.S. Air Force Academy, Brian incorporates the values and teachings of the military into daily operations within the company to ensure that HealthWare Systems’ customers receive the best experience as efficiently and effectively as possible.


For more HealthWare Systems news and updates, visit www.healthwaresystems.com or subscribe to the company’s monthly newsletter.


About HealthWare Systems:

HealthWare Systems is a leading provider of fully integrated, customizable workflow solutions and Revenue Cycle Management software. We specialize in applying robotic process automation (RPA) to healthcare processes to improve both the patient experience and the revenue cycle. Our ActiveWARE suite of products manages pre-arrival, financial assistance, early out, collections, denial management, claims follow-up, and more, and is proven to maximize productivity and profitability so that healthcare teams have more time and resources to spend on quality care.

Contact Information:

Name: Stephanie Salmich
Organization: HealthWare Systems
Address: 2205 Point Boulevard, Suite 160, Elgin, IL 60123
Phone: (847) 649-5100

Human and robotic hands are shown (to illustrate healthcare automation solutions) along with the words – Press Release: HealthWare Systems Expands Services

HealthWare Systems Expands Services

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Press Release

HealthWare Systems Expands Services

FOR IMMEDIATE RELEASE:  April 22, 2022

Elgin, IL:  HealthWare Systems, since 1998, has continued to meet the evolving needs of clients and B2B partners, which reflect the healthcare industry’s increasing demand for automation and support services.

As a pioneer in this field, HealthWare Systems will continue to advance its healthcare automation solutions. These include robotic process automation (RPA), workflow automation, digital transformation solutions like ActiveXCHANGE, and more; all are designed to help healthcare providers and businesses meet their daily challenges.

Each of these solutions serves healthcare facilities that may be experiencing labor shortages or want to reduce time-consuming manual work to operate more efficiently and better focus on serving patients.

HealthWare Systems’ proven RPA solutions can automate repetitive tasks and eliminate manual steps involved in prior authorization, insurance verification, coverage discovery, medical records aggregation, and much more. HealthWare can also customize bots to automate specific processes based on the unique needs of each client.

Additionally, HealthWare has launched two outsourced services divisions – CredentialingOne and EligibilityAdvocates – to address the needs of clients who struggle with staffing or wish to outsource RCM work.

Human and robotic hands are shown (to illustrate healthcare automation solutions) along with the words – Press Release: HealthWare Systems Expands Services

HealthWare Systems’ proven healthcare automation solutions power new services divisions, CredentialingOne and EligibilityAdvocates.

CredentialingOne handles all tasks required for provider credentialing and enrollment, Medicare and Medicaid enrollment, obtaining hospital privileges, primary source verification, and CAQH registration, and also provides credentialing-related special projects or overflow services.

EligibilityAdvocates specializes in third-party eligibility to manage self-pay patients through real-time coverage verification, comprehensive screening, and expanded on-site coverage hours, while providing complex claims support such as out-of-state Medicaid services.

Both organizations are powered by HealthWare Systems’ healthcare automation technology.

HealthWare Systems has always prioritized adapting our solutions to meet the custom needs of individual clients who operate within a field that is constantly changing,” stated Steve Gruner, the company’s Founder and CEO. “We are excited to strengthen our focus on RPA and healthcare automation technology and to introduce our clients to CredentialingOne and EligibilityAdvocates as these solutions solve challenges many of our clients face within the current healthcare landscape.”

To learn more, visit www.healthwaresystems.com where the menu now highlights robotic process automation and features links to www.credentialingone.com and www.eligibilityadvocates.com.


About HealthWare Systems:

HealthWare Systems is a leading provider of fully integrated, customizable workflow solutions and Revenue Cycle Management software. We specialize in applying robotic process automation (RPA) to healthcare processes to improve both the patient experience and the revenue cycle. Our ActiveWARE suite of products manages pre-arrival, financial assistance, early out, collections, denial management, claims follow-up, and more, and is proven to maximize productivity and profitability so that healthcare teams have more time and resources to spend on quality care.

Contact Information:

Name: Stephanie Salmich
Organization: HealthWare Systems
Address: 2205 Point Boulevard, Suite 160, Elgin, IL 60123
Phone: (847) 649-5100

A patient is shocked and angry to receive a bill that is substantially in excess of the patient payment estimation she was given.

Patient Payment Estimation Requirements Under the No Surprises Act

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HealthWare Systems Blog

Patient Payment Estimation Requirements Under the No Surprises Act

Posted on Saturday, December 4, 2021

Does your facility have the proper tools to meet the patient payment estimation requirements under the No Surprises Act?

In 2022, the No Surprises Act will require providers or facilities to inquire about patients’ insurance status when scheduling and “provide a good faith estimate of expected charges for items and services” to uninsured/self-pay patients. Uninsured/self-pay patients are those who do not have benefits for an item/service under a health plan or who choose not to have a claim submitted to their plan for the item/service.1

Additionally: “The good faith estimate must include expected charges for the items or services that are reasonably expected to be provided together with the primary item or service, including items or services that may be provided by other providers and facilities.”1

Are You Prepared?

Under the No Surprises Act, if any of your uninsured or self-pay patients is billed for an amount “substantially in excess” (defined as $400 or more) of the good faith estimate you provided to them, they may use a new “patient-provider dispute resolution process” (within 120 days of receipt of the bill) to determine a payment amount.1

The process allows them to request a third-party arbitrator to review the good faith estimate, the bill, and information submitted by you, the provider or facility, to determine whether the excess charges are allowed.2

A patient is shocked and angry to receive a bill that is substantially in excess of the patient payment estimation she was given.

Are you prepared for the No Surprises Act and the new patient payment estimation requirements?

Limit the occurrences of this scenario by implementing the right patient payment estimation solution.

Patient Payment Estimation with Facilitator


HealthWare Systems’ revenue cycle platform, Facilitator, includes a patient payment estimation tool that identifies the potential out-of-pocket costs a patient may incur. And not only can Facilitator help you prepare for the No Surprises Act’s patient payment estimation requirements, but it can also improve your revenue cycle in 2022 by streamlining:

Contact us to learn more about Facilitator, the No Surprises Act and patient payment estimation requirements, and how we can help you reach your revenue cycle goals for 2022!

Sources:

1 CMS (U.S. Centers for Medicare & Medicaid Services). “Requirements Related to Surprise Billing; Part II Interim Final Rule with Comment Period.” (2021). Retrieved from https://www.cms.gov/newsroom/fact-sheets/requirements-related-surprise-billing-part-ii-interim-final-rule-comment-period

2 CMS (U.S. Centers for Medicare & Medicaid Services). “Payment disagreements.” (2021). Retrieved from https://www.cms.gov/nosurprises/consumer-protections/Payment-disagreements


By Stephanie Salmich

A financial counselor helps a patient, and these words appear: ActiveASSIST Fully Integrated with Presumptive Charity and Propensity to Pay Solutions

ActiveASSIST: Integrating Presumptive Charity and Propensity to Pay Solutions

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HealthWare Systems Blog

ActiveASSIST: Integrating Presumptive Charity and Propensity to Pay Solutions

Posted on Tuesday, August 3, 2021

A financial counselor helps a patient, and these words appear: ActiveASSIST Fully Integrated with Presumptive Charity and Propensity to Pay Solutions

ActiveASSIST is fully integrated with presumptive charity and propensity to pay solutions to help identify candidates for financial assistance.

ActiveASSIST is fully integrated with presumptive charity and propensity to pay solutions to help identify financial counseling prospects and to guarantee that all patients are provided the same fair and level assessment during financial assistance screening.

What is ActiveASSIST?


ActiveASSIST is our real-time financial assistance screening and workflow management solution. Our solution is designed to:

  • Identify patients who may be candidates for financial assistance.
  • Find alternative funding sources for patient accounts.
  • Segment and prioritize patient accounts based on propensity to pay.
  • Provide payment collection options based on each patient’s situation.
  • And much more.

How Does ActiveASSIST Utilize Presumptive Charity and Propensity to Pay Solutions?


Presumptive charity solutions determine the likelihood that a patient will qualify for financial assistance based on factors such as demographic data, household size, income, and charity approvals previously made by the hospital.

Propensity to pay solutions assess patients’ ability to pay, identifying which patients are likely to make a payment and which patients should be extended financial assistance options.

Combining these solutions with a basic questionnaire integrated into the (pre)registration process, ActiveASSIST can identify a likely financial assistance prospect and route the patient history, visit information, and electronic application forms to internal counselors or hospital-approved vendors for follow-up.

The following ActiveASSIST features enable you to more effectively manage your self-pay patient population and financial assistance workflow:

  • Quick Screens – Basic questionnaires combined with the presumptive charity result identify likely prospects for financial assistance early in the revenue cycle.
  • Plan Code Recommendations – Recommended plan codes are presented to the registrar according to business rule selection and prioritization based on the “payer of last resort.”
  • Calculation of Charitable Co-Pay
  • Full Assessments – Comprehensive patient interview captures detailed information in the facility, in the field, or at contracted vendor locations.

ActiveASSIST not only determines which patients are candidates for financial assistance, but also manages financial assistance workflow to ensure that patient accounts and financial assistance applications progress at an acceptable pace. ActiveASSIST can monitor and enforce specific documentation requirements for each financial assistance program and flag and assign deficiencies to associates for resolution.

The Benefits of Presumptive Charity and Propensity to Pay Solutions


Implementing financial assistance screening technology that integrates presumptive charity and propensity to pay solutions provides numerous benefits, including:

  • Removing guesswork from financial assistance and patient collections activities.
  • Streamlining financial assistance and patient collections decision-making.
  • Directing patient collection efforts toward those most likely and able to pay.
  • Increasing patient collections.
  • Enhancing patient advocacy.
  • Ensuring the provider is payer of last resort by exhausting all other funding options first.
  • Improving healthcare access.
  • And more.

Contact us to learn more about how ActiveASSIST utilizes presumptive charity and propensity to pay solutions to help your patients obtain financial assistance and help you reduce uncompensated care; or, view a short demo here.


By Stephanie Salmich

A father and daughter look over a field and the blog title appears – ActiveASSIST: Financial Assistance Screening for Rural Patients

ActiveASSIST: Financial Assistance Screening for Rural Patients

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HealthWare Systems Blog

ActiveASSIST: Financial Assistance Screening for Rural Patients

Posted on Monday, May 17, 2021

Patients are now responsible for a larger portion of healthcare costs than ever before. Even those who have health coverage may be considered “underinsured” due to high cost-sharing plans that leave them with significant out-of-pocket expenses they often cannot afford to pay.

According to the Commonwealth Fund’s Biennial Health Insurance Survey, as of June 2020:

    • 12.5% of U.S. adults ages 19 to 64 were uninsured.
    • 43.4% of U.S. adults ages 19 to 64 were inadequately insured
      (uninsured, underinsured based on out-of-pocket medical costs compared to income, or experienced a gap in coverage).

Rural patients are more likely to be uninsured than are non-rural patients.

The financial viability of rural healthcare facilities will depend on their ability to find alternative funding sources for the medical bills that their patients may not be able to pay.

ActiveASSIST: Financial Assistance Screening for Rural Patients


ActiveASSIST is HealthWare Systems’ financial assistance screening tool and workflow management solution. ActiveASSIST identifies potential funding sources for patient accounts prior to their date of service and ensures the provider is payer of last resort by exhausting all other options first.

ActiveASSIST streamlines and automates the financial assistance process by:
  • Utilizing business rules to determine which patients are most likely to qualify for charitable assistance.
  • Simultaneously pursuing multiple assistance programs for these patients.
  • Pre-populating patients’ application forms with their data.
  • Providing real-time updates, while monitoring progress and documentation requirements.
  • Tracking follow-up tasks and escalating accounts that are not advancing at an acceptable pace.

Implementing ActiveASSIST at your facility does not require you to hire additional employees – our solution is designed to enable your internal staff, on-site vendors, and/or off-site and field associates to manage your self-pay and underinsured patient population.

Patient-First Technology


A father and daughter look over a field and the blog title appears – ActiveASSIST: Financial Assistance Screening for Rural Patients

Improving healthcare access with financial assistance screening for rural patients.

ActiveASSIST promotes a culture of patient advocacy by not only lowering or eliminating patients’ medical fees, but also through empowering patients with financial counseling and education. Patients who understand their own financial responsibility are much more likely to make their payments (if they can).

ActiveASSIST aids staff with follow-up and counseling discussions, helping them provide compassionate, supportive guidance and providing payment collection options based on each patient’s situation.

Improving Healthcare Access for Rural Patients


Many rural patients face unique barriers to healthcare access, which may include living long distances from healthcare facilities and specialists, poverty, provider shortages, and rural hospital closures or service cutbacks – and each of these has been exacerbated by the COVID-19 pandemic.

As mentioned, rural patients are also more likely to be uninsured than are non-rural patients. Unfortunately, insufficient health coverage is a major barrier to healthcare access and can cause patients to delay or avoid medical care altogether.

ActiveASSIST can help you remove some of these obstacles and improve your patients’ access to the care they need.

With ActiveASSIST, you can both alleviate your patients’ financial burden and enhance the financial outlook of your own organization to ensure you remain open and can continue serving your patients and community.


Contact us to learn more about ActiveASSIST and financial assistance screening for rural patients; plus, view our other solutions for rural healthcare facilities.


By Stephanie Salmich

Text message and email examples for a patient outreach campaign aimed at increasing mammogram appointments.

Patient Outreach Amid a Pandemic: Bring Patients Back for Preventive Care

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HealthWare Systems Blog

Patient Outreach Amid a Pandemic:

Bring Patients Back for Preventive Care

Posted on Friday, January 29, 2021

A robust patient outreach strategy may be the answer to healthcare’s latest problem resulting from the COVID-19 pandemic: Patients are missing preventive care visits at alarming rates.

Here are the statistics:

  • According to research released in May of 2020, at that point preventive screenings for cervical, colon, and breast cancer had dropped between 86% and 94% compared to the same time frame in 2017 to 2019.
  • Research reviewed by the CDC concluded that by “June 30, 2020, because of concerns about COVID-19, an estimated 41% of U.S. adults had delayed or avoided medical care including urgent or emergency care (12%) and routine care (32%).”
  • A study conducted by the University of Oregon found that 28% of families missed a well-child visit since the pandemic started; and 12% of the 7,000+ caregivers surveyed said their child missed a scheduled vaccination.
  • In its analysis of health claims clearinghouse records, HCCI determined that through “September 2020, childhood immunizations declined about 23% for the year compared to 2019.”

There are many short- and long-term consequences of a decline in preventive care.

As the CDC states, avoiding routine care may mean missed “opportunities for management of chronic conditions, receipt of routine vaccinations, or early detection of new conditions, which might worsen outcomes.” Fewer immunizations can lead to outbreaks of vaccine-preventable diseases. Children who skip check-ups miss out on social, emotional, and developmental screenings and abuse and neglect surveillance.

Financially, healthcare costs increase for patients, payers, and providers when preventive health services are not adequately utilized, and care gaps adversely affect hospitals’ reimbursement under value-based care models.

Using Patient Outreach to Bring Patients Back


It is essential that healthcare organizations communicate with their patients about the dangers of delaying or avoiding care. Potential messages may include:

  • Awareness campaigns educating patients on the recommendations for preventive care.
  • Statistics on better health outcomes for early detection of common cancers.
  • A list of preventive screenings that are covered by most health plans.
  • Appointment reminders and alerts for missed appointments.
Text message and email examples for a patient outreach campaign aimed at increasing mammogram appointments.

A patient outreach campaign aimed at increasing mammogram appointments.


Additionally, many COVID-related factors are contributing to patients’ avoidance of preventive care, and each of these could be addressed by a patient outreach program as well.

For example:

Bring patients back for preventive care with a patient outreach strategy.

  • Delays in care could be in response to stay-at-home orders and/or temporary healthcare facility closures. Create a patient outreach plan that notifies patients of your facility’s hours of operation for routine care so that they know you are both open and encouraging regular visits. This will help reduce any uncertainty they have about when to seek care.
  • Patients might be worried about possible exposure to COVID-19 if they visit a healthcare facility. A patient outreach strategy could include information on the measures your organization is taking to reduce this risk, such as your cleaning procedures, face mask requirements, social distancing rules for staff and patients, strict visitor limitations, and moving non-essential staff off site. Reassure patients of your efforts to keep them safe.
  • Patients may be experiencing unemployment, a loss of health insurance, and/or other financial hardship. Many are unaware of financial assistance programs that could help cover the cost of their medical bills or that they may qualify for another health plan. Start a patient outreach campaign that informs them of these options, especially if your health system can help them apply for financial assistance and/or health coverage!

As the pandemic continues to confuse patients about when to seek care and why, it is imperative that you reach out and communicate with them.

Patient Outreach: ActiveXCHANGE by HealthWare Systems


ActiveXCHANGE can be bundled with our messaging platform to add automated voice message (TTS), text, email, pagers, fax, and traditional mail to create a physician and patient outreach engine for alerts, reminders, requests for information, and post-acute care follow-up.

Request a live demo of ActiveXCHANGE to learn how we can help you build a patient outreach program to bring patients back to your facility and the critical preventive care they need.


By Stephanie Salmich

A robot pushes a ball far ahead of human workers pushing cubes; and the blog title appears: 5 Myths About Robotic Process Automation in Healthcare.

5 Myths About Robotic Process Automation in Healthcare

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HealthWare Systems Blog

5 Myths About Robotic Process Automation in Healthcare

Posted on Friday, August 7, 2020

Robotic process automation (RPA) is an innovative and effective technology that utilizes software robots (also called “bots”) to automate redundant, human-based processes.

Unfortunately, there are many myths about robotic process automation in healthcare. Below we dispel some of the more prevalent misconceptions that may be keeping your organization from implementing RPA and attaining its many benefits.


Here are 5 common myths about robotic process automation:


RPA Myth #1:  RPA Involves Physical, “Human-Like” Robots

A robot pushes a ball far ahead of human workers pushing cubes; and the blog title appears: 5 Myths About Robotic Process Automation in Healthcare.

Don’t let misconceptions about robotic process automation in healthcare cause you to miss out on this valuable technology.

The software robots, or “bots,” employed in robotic process automation are figurative. RPA does not make use of tangible robotics. It is computer software that observes the activities performed by a human user and is programmed to replicate those actions (more efficiently and accurately than a human could). You can think of each metaphorical robot as an individual user with its own (virtual) workstation.

RPA Myth #2:  Robots Will Replace Human Workers

One of the biggest myths about robotic process automation is that robots will steal jobs away from human beings. In reality, software bots make humans’ jobs easier and RPA even has the potential to create new (and better!) job opportunities for human employees.

Bots don’t necessarily take over entire positions; they take on the repetitive, monotonous tasks that humans usually dislike doing anyway (or that have already been outsourced). This saves valuable time that human workers can instead devote to more fulfilling, higher-level objectives. In the case of healthcare employees, RPA enables staff to focus on patient interactions and delivering quality care.

Because it largely eliminates dull, manual responsibilities in favor of the rewarding aspects of the profession, robotic process automation in healthcare can significantly increase job satisfaction.

RPA Myth #3:  Robotic Process Automation Is Expensive

Actually, robotic process automation saves organizations money in many measurable ways:

  • RPA decreases operational costs as software robots don’t require hiring, training, office space, or a paycheck.
  • RPA increases efficiency and speeds up workflow because bots can work faster than humans and don’t need breaks or vacation time off.
  • RPA prevents errors, deficiencies, and security/compliance threats by limiting the opportunity for human error.
  • RPA is easy to deploy since bots interact directly with other software applications and websites through the existing user interface provided.

In delivering a better performance at a lower cost, robotic process automation offers a high return on investment.

RPA Myth #4:  RPA Is Useful for Some Industries, But Not for Healthcare

There is increasing demand for automation in healthcare. RPA meets this need by streamlining organizational workflows and alleviating administrative burdens across a healthcare facility’s entire operation.

Sample use cases of robotic process automation in healthcare include:
  • High-volume data entry
  • Order transcription
  • Credentialing
  • Benefits verification
  • Prior authorization
  • Interactions with payer websites and clearinghouses
  • Claims
  • Appeals
  • Cash posting
  • Progress note reporting
  • Vendor integration
  • Interoperability challenges
  • And many more

RPA Myth #5:  RPA Is Just a Trend

Robotic process automation is not just a trend; it’s the future for most industries and especially for healthcare. Research posted by Gartner in May of 2020 found that 50% of healthcare providers in the U.S. will invest in RPA in the next three years (a major jump from 5% today).

According to their study, the COVID-19 crisis has contributed to RPA adoption as healthcare organizations now have further need to maximize resources and reduce costs. Out of 161 finance executives Gartner surveyed, almost 25% said they expect they’ll be spending more on RPA during the coronavirus pandemic.

Furthermore, their research showed that 20% of all patient interactions will entail some type of AI enablement (within clinical or non-clinical processes) by 2023, which is an increase from the fewer than 4% that do so today.

Applying Robotic Process Automation at Your Facility


Now that we’ve cleared up some of the confusion regarding robotic process automation in healthcare, the next step is determining how your facility can make the most of this valuable technology.

HealthWare Systems analyzes healthcare organizations’ processes and users’ activities to identify and automate redundant tasks and helps them apply RPA to their workflows. Contact us to schedule a consultation or for more information about robotic process automation.

And don’t forget to download our free guide: 5 Steps to Getting Started with Robotic Process Automation in Healthcare.


By Stephanie Salmich

Robotic process automation in healthcare: A robot’s hand holds a hospital.

What is Robotic Process Automation? (And How Can Healthcare Facilities Use RPA?)

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HealthWare Systems Blog

What is Robotic Process Automation?

(And How Can Healthcare Facilities Use RPA?)

Posted on Monday, July 13, 2020

Robotic process automation (RPA) is the use of software robots, also known as “bots,” to automate repetitive, human-based processes.

Robotic process automation is a means of achieving business process automation (BPA), which is the digital transformation, streamlining, and proactive management of organizational workflows.

Benefits of Robotic Process Automation


RPA is easy to implement because software robots interact directly with other software applications and websites using the existing user interface provided. The robot will log in to the application, navigate the user interface, populate fields, respond to prompts, capture results, and perform the same operations a human user would. Through assigned business rules, software robots can adapt to special use cases and outliers to handle virtually any scenario or work process.

Software robots take on the redundant, manual tasks usually completed by human users, which:
  • Enables staff to focus on higher-level objectives and interactions with patients.
  • Helps facilities better allocate resources and repurpose FTEs.
  • Lowers operational costs; using software robots is more affordable than hiring, training, housing, and paying humans to do repetitive, manual tasks.
  • Increases efficiency; bots work 24/7, don’t require time off, and can execute tasks more quickly than humans.
  • Improves accuracy; the opportunity for human error is significantly reduced.
  • Enhances data analytics; analyzing bots’ actions over humans’ is not only more precise, but robots can also be used to automate data aggregation and analysis.
  • Facilitates HIPAA compliance; all bot activity is tracked and documented.
  • Strengthens security; RPA follows all protocols/permissions for a normal user and meets the facility’s data integrity rules/conditions, plus removes risks tied to updates from external sources (e.g. vendors, business partners).
  • Requires minimal IT support and participation.

Robotic Process Automation in Healthcare


Robotic process automation in healthcare: A robot’s hand holds a hospital.

Is “RPA” in Your Site’s DNA?

Bots can be deployed fully automated in an unattended configuration or utilized interactively. An interactive version may allow some human responses while automating other redundant activities.

Here are just a few areas where you can use robotic process automation in healthcare:
  • Order transcription
  • High-volume data entry
  • Cash posting
  • Credentialing
  • Benefits verification
  • Prior authorization
  • Interactions with payer websites and clearinghouses
  • Claims and appeals
  • Progress note reporting
  • Vendor integration
  • Interoperability challenges

Is “RPA” in Your Site’s DNA?


RPA delivers a substantial return on investment and is essential to the future of healthcare organizations and the ways in which they operate.

HealthWare Systems can evaluate your workflows and user activities to identify and automate redundant actions. Contact us today to learn how we can help you apply RPA to your processes and experience the benefits at your healthcare facility.

Download our Robotic Process Automation Product Sheet and our Guide to Getting Started with Robotic Process Automation.


By Stephanie Salmich

The Better Business Bureau Accreditation Seal: HealthWare Systems is now BBB Accredited.

HealthWare Systems Earns Better Business Bureau Accreditation

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Press Release

HealthWare Systems Earns Better Business Bureau Accreditation

FOR IMMEDIATE RELEASE:  March 18, 2020

The Better Business Bureau Accreditation Seal: HealthWare Systems is now BBB Accredited.

HealthWare Systems Earns Better Business Bureau Accreditation

Elgin, IL:  HealthWare Systems is pleased to announce today that it has met all BBB standards and is now an Accredited Business.

Becoming an Accredited Business with the Better Business Bureau is an honor not accorded to all businesses, because not all businesses meet eligibility standards.

“Accreditation in the BBB is by invitation only” says Steve J. Bernas, president & CEO of the Better Business Bureau serving Chicago and Northern Illinois. “And only those businesses that meet our high standards and pass the review process are approved by our Board of Directors.”

As with all businesses that earn their Better Business Bureau Accreditation, HealthWare Systems has committed to the BBB Code of Business Practices.  The Code is a comprehensive set of policies, procedures and best practices on how businesses treat consumers. These standards call for building trust, embodying integrity, advertising honestly and being truthful. Bernas adds “To maintain their Accreditation a business must be transparent, honor their promises, be responsive to their customers, and safeguard their privacy.”

“It is imperative that our clients know how seriously we take our commitment to excellence and customer service,” said Steve Gruner, CEO and Founder of HealthWare Systems.

HealthWare Systems has been in business for 22 years, offering consumers the best in revenue cycle management technology. “We will continue to focus on what we do best – providing healthcare facilities with innovative software and unparalleled customer support ,” stated Steve Gruner.

To learn more about the standards that guide HealthWare Systems in serving its customers, visit the company’s website and Core Values page.


About HealthWare Systems:

HealthWare Systems is a leading provider of fully integrated, customizable workflow solutions and Revenue Cycle Management software. HealthWare’s suite of products, called ActiveWARE, manages all aspects of the revenue cycle including pre-arrival, financial assistance, early out, collections, denial management, claims follow-up, and more. The ActiveWARE platform is proven to maximize productivity and profitability so that today’s healthcare teams have more time and resources to spend on quality care.

About the Better Business Bureau:

As a private, non-profit organization, the purpose of the Better Business Bureau is to promote an ethical marketplace. BBBs help resolve buyer/seller complaints by means of conciliation, mediation and arbitration. BBBs also review advertising claims, online business practices and charitable organizations. BBBs develop and issue reports on businesses and nonprofit organizations and encourage people to check out a company or charity before making a purchase or donation.

Contact Information:

Name: Stephanie Salmich
Organization: HealthWare Systems
Address: 2205 Point Boulevard, Suite 160, Elgin, IL 60123
Phone: (847) 649-5100

Business process automation in healthcare.

What is Business Process Automation? (And How Can Healthcare Facilities Use BPA?)

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HealthWare Systems Blog

What is Business Process Automation?

(And How Can Healthcare Facilities Use BPA?)

Posted on Tuesday, March 17, 2020

Business process automation (BPA) is the digital transformation of organizational workflows. BPA utilizes technology to automate manual, repetitive, routine tasks and to streamline processes. BPA applies business logic to respond to events, make information “actionable,” and anticipate next steps to proactively manage workflow.

Benefits of Business Process Automation

Business process automation enables organizations to assign their valuable time and employees’ skill sets to other objectives while technology takes care of the monotonous, time-consuming, and routine operations for them.

In addition to time, BPA saves organizations money. It is a cost-effective way to increase efficiency and speed up workflow. Plus, digital transformation of business procedures reduces paper usage (making processes more budget and environmentally friendly).

By limiting the opportunity for human error, BPA also improves accuracy and prevents deficiencies.

Business Process Automation in Healthcare

HealthWare SystemsFacilitator is a business process automation platform created specifically for healthcare.

Facilitator can apply BPA to the following areas that affect the healthcare revenue cycle:

Business process automation in healthcare.

Facilitator is a BPA platform built specifically for healthcare.

Pre-Arrival – prevents integrity issues that can result in technical denials or underpayments.

Prior Authorization – automates authorization requests using 278 transactions, web-crawling, fax requests, and payer portals; automatically checks status of pending authorizations; monitors status changes that affect patients’ authorized benefits.

Insurance Verification – verifies insurance in real time; identifies potential restrictions that may impact reimbursement; finds any unreported coverage by searching top regional payers.

Medical Necessity Checking – verifies medical necessity in real time; shares results with referring physician; produces ABN for patient signature; provides automated updates of LCD and NCD rules.

Financial Assistance Screening – determines the likelihood that patients will qualify for financial assistance; manages documentation requirements and selects/completes application forms based on eligibility program(s) pursued.

Appeals Management – routes denial work object to appropriate team member for resolution; generates appeal letter or form specific to payer or denial type; assembles appeals package and submits appeal; eliminates hard copies.

Release of Information – securely captures, gathers, and sends medical records; eliminates hard copies.

Electronic Medical Forms – business rules determine the correct forms needed for every patient’s specific encounter, so employees no longer need to memorize selection criteria; pre-populates forms with patient demographics.

Order/Referral Management – fast-tracks pre-registration by ensuring accurate and complete physician orders are received.

Automated Messaging – reminds patients of upcoming appointments.

And More


Is “BPA” in Your Site’s DNA? 

Business process automation is increasingly necessary for the success of today’s organizations, including those in the healthcare field. Through BPA, hospitals and health systems can streamline workflow while lowering costs, better allocating resources, and increasing accuracy.

Request a live demo to learn more about how you can transform workflow at your healthcare facility using business process automation.


By Stephanie Salmich