Single Architecture™: Achieving Zero Manual Processes Through Autonomous Sharing™
The goal isn’t paperless. The goal is process-less.
You don’t need zero paperwork. You need zero manual processes—where a human has to manually move information from one place to another, re-enter data, or reconcile systems.
Autonomous Sharing™ is the mechanism that makes this possible.
When information shares automatically, the entire category of “data transfer” work disappears. You don’t eliminate steps. You eliminate the people required to manage those steps.
From Manual to Autonomous: The Process Revolution
Manual Process: Current Reality
- Caregiver completes visit
- Caregiver clocks out in EVV app
- Scheduler manually verifies the clock-out (5 min)
- Scheduler manually exports data from EVV (3 min)
- Scheduler manually imports into scheduling system (3 min)
- Scheduler manually reconciles any discrepancies (5 min)
- Scheduler alerts billing that a visit was completed (5 min)
- Billing coordinator manually imports scheduling data (3 min)
- Billing coordinator manually codes the visit (10 min)
- Billing coordinator manually enters insurance info (5 min)
- Billing coordinator manually submits claim (5 min)
- Total: 44 minutes per visit
- For 100 visits/day: 73 hours of administrative time
Autonomous Process: Single Architecture™
- Caregiver completes visit, clocks out in mobile app
- Visit data automatically flows to billing queue with complete information
- Billing system automatically codes the visit
- System automatically checks: authorization status, caregiver credentials, care plan alignment, insurance requirements
- System automatically submits claim
- Billing coordinator reviews exceptions only (5 min)
- Total: 5 minutes per visit (exception handling only)
- For 100 visits/day: Less than 1 hour of administrative time
The difference: 72 hours of labor per day eliminated.
Autonomous Sharing™ Mechanisms: How Information Flows Without You
Autonomous Sharing™ works through built-in triggers and automated workflows.
Mechanism 1: Event-Driven Architecture
When an event happens (visit completed, credential renewed, client added), the system automatically triggers a cascade of updates:
Visit Complete Event → Triggers:
- Billing system updates (visit is billable)
- Compliance system updates (visit tracked, credentialed staff verified)
- Care coordinator notification (if care plan deviations detected)
- Case manager notification (if urgent items flagged)
- Family notification (if appropriate)
- Payroll system update (hours worked recorded)
- Scheduling system update (shift marked complete)
All of this happens in seconds. No human intervention required.
Mechanism 2: Validation Rules
Before information is saved, it’s validated against business rules.
When a visit is documented:
- System validates that caregiver is credentialed for care type
- System validates that visit matches care plan (flags deviations)
- System validates that required fields are complete
- System validates that no conflicts exist (time, location, etc.)
If validation fails, the caregiver is prompted to correct the issue immediately (while at the client’s home). Problems are prevented, not discovered later.
Mechanism 3: Predictive Logic
Cary™ (the Invisible COO) uses predictive logic to anticipate problems.
Examples:
- Caregiver has been assigned 10 shifts in a row. System predicts burnout risk. System suggests adding a day off.
- Client’s pain medication runs out in 3 days. System predicts a refill will be needed. System automatically alerts prescriber’s office.
- Credential expires in 30 days. System predicts renewal might be missed. System proactively sends reminder and renewal link.
- Caregiver has called off twice in a row. System predicts a third call-off. System proactively checks in with caregiver to understand issues.
Problems are prevented before they become crises.
Mechanism 4: Automatic Workflows
Complex processes run on autopilot.
Example: New Caregiver Onboarding Workflow
- Caregiver is hired (data entered once)
- System automatically generates offer letter
- System automatically schedules orientation
- System automatically creates user accounts for each platform (just one credential, though, not eight separate logins)
- System automatically sends welcome email and orientation materials
- System automatically triggers background check (external vendor integration)
- System automatically schedules credential verification
- System automatically assigns training modules
- System automatically tracks completion (training system is integrated)
- System automatically schedules first shifts
- System automatically sends first-day instructions
- When credential is verified, system automatically makes caregiver available for assignments
- Entire workflow, zero human coordination required
Real Scenarios: Scheduling to Billing to Compliance (Zero Handoffs)
Scenario 1: A Call-Off at 5:30 AM
Maria texts: “Can’t make my 7 AM shift. Sick.”
With manual processes: Scheduler is woken up. Frantically calls 5 people. Finds coverage at 6:45 AM. New caregiver is confused about where to go. Client wonders why a substitute showed up. Everything is chaos.
With Autonomous Sharing™:
- System detects call-off immediately
- System identifies qualified backups based on: credentials, proximity, preferences, availability
- System sends shift offers to three qualified backups simultaneously
- First caregiver to accept gets the shift (auto-assignment)
- Remaining backups are auto-notified the shift is filled
- Client is auto-notified: “Your regular caregiver is unavailable. [New Caregiver Name] will arrive at [time]. Here’s her profile.”
- New caregiver receives auto-generated briefing on the client and care plan
- Backup caregiver has time to prepare
- Client is informed
Total coordinator time: 0 minutes. Shift is filled before 5:45 AM.
Scenario 2: A Credential Expires
Maria’s CPR certification expires March 15.
With manual processes:
- Compliance coordinator notices (on March 14, maybe)
- Coordinator sends email reminder
- Maria may or may not see it
- Maria may or may not renew
- If not renewed, scheduler has to manually check before assigning shifts
- If scheduler forgets, Maria works with expired credential
- Payer discovers compliance violation during audit
- Claims are flagged for claw-back review
- Disaster.
With Autonomous Sharing™:
- System detects expiration is 30 days away (Feb 13)
- System sends automatic alert to Maria (push notification, email, SMS)
- System provides direct link to renewal resources
- System tracks renewal progress
- When Maria completes renewal, system automatically verifies and updates her status
- Scheduling system automatically updates (she’s now re-credentialed)
- Billing system knows she’s compliant
- Compliance dashboard shows 100% current
- Result: Zero exposure. Zero risk.
Scenario 3: A Care Plan Deviation
Client’s care plan says medication reminder at 8 AM and again at 2 PM.
With manual processes:
- Caregiver documents medication reminder in documentation system
- No one compares documented care against the care plan (different systems)
- Care plan deviation isn’t detected
- Days pass
- Client misses medication reminder
- Client health deteriorates
- Crisis happens
- Investigation shows care wasn’t delivered as planned
- Compliance issue.
With Autonomous Sharing™:
- Care plan is visible to caregiver in the mobile app
- Caregiver completes visit, documents medication reminder at 8 AM
- System immediately compares against care plan (both in same system)
- System validates: Medication reminder occurred at planned time
- Afternoon: Caregiver completes second visit, documents medication reminder at 2 PM
- System validates: Second reminder occurred on schedule
- Care coordinator sees (in real-time) that care plan is being followed perfectly
- Compliance is automatic
- Result: Care plan deviations are impossible to miss. Quality is assured.
The Leadership Transformation: Time Recovered for Strategic Work
When manual processes disappear, something magical happens: Leaders get their time back.
Currently, your director of operations spends:
- 5 hours/week on scheduling coordination
- 8 hours/week on billing exceptions
- 6 hours/week on compliance verification
- 5 hours/week on communication follow-up
- 24 hours/week on manual process management
- That’s a full-time job devoted to moving data around.
With Autonomous Sharing™, that director:
- Spends 2 hours/week on exception handling
- Spends the remaining 22 hours/week on:
- Strategic planning
- Process improvement
- Caregiver development
- Client experience enhancement
- Compliance strategy (not firefighting)
- Revenue optimization
- Growth planning
- The organization shifts from reactive to proactive.
- Instead of constantly solving problems, you’re preventing them.
Performance Benchmarks: Manual Process Elimination Metrics
Here’s what you can expect when you eliminate manual processes:
| Metric | Manual Processes | Autonomous Processes |
| Admin hours per 100 caregivers | 185/week | 43/week |
| Manual data entry errors | 3-5% | 0% |
| Scheduling conflicts | 15-20% of shifts | <1% |
| Billing clean claim rate | 71% | 95% |
| Days in A/R | 67 days | 32 days |
| Compliance violations | 8-12 per audit | 0-2 |
| Caregiver admin time | 15% of shift | <3% |
| Call-off resolution time | 45+ minutes | 5 minutes |
| Care plan deviation detection | Weekly (at best) | Real-time |
| Process exception rate | 25-30% | <5% |
Scalability Through Automation: Growing Without Growing Your Back Office
Here’s the real magic of autonomous processes: You can scale revenue without scaling administrative staff.
Currently, as your agency grows:
- 50 caregivers → 2 admin staff
- 100 caregivers → 4 admin staff
- 150 caregivers → 6 admin staff
- 200 caregivers → 8-10 admin staff
Administrative overhead grows with revenue. Your margins get squeezed.
With autonomous processes:
- 50 caregivers → 1 admin staff
- 100 caregivers → 1.5 admin staff
- 150 caregivers → 2 admin staff
- 200 caregivers → 2.5 admin staff
You’re scaling revenue (in headcount) without scaling administrative burden (much) at all.
The margin improvement is dramatic.
Implementation Path: The Steps to Zero Manual Processes
Moving to zero manual processes happens in phases:
Phase 1: Core Workflows (Weeks 1-4)
- Scheduling automation (call-offs, assignments, confirmations)
- Basic billing automation (import visit data, generate claims)
- Credential tracking automation
Phase 2: Compliance Automation (Weeks 5-8)
- Real-time credential verification
- Care plan alignment checking
- Audit trail automation
- Compliance reporting
Phase 3: Care Coordination Automation (Weeks 9-12)
- Care plan deviation alerts
- Care coordinator notifications
- Family communication automation
- Case manager updates
Phase 4: Advanced Autonomy (Weeks 13+)
- Cary™ AI predictive interventions
- Proactive problem prevention
- Intelligent exception handling
At each phase, more manual work disappears.
