How do I switch software without stopping my billing?
Run the new system beside the old one on real data before you switch. Compare schedules, pay and claims until the numbers match. Move on a clean cut-off date, such as the start of a pay period, and keep the old system readable for audits. Ask for a written export of your data.
Billing stops when owners switch in a rush. A safer way is a parallel run.
- Choose the start. Pick the first day of a pay period, and do not switch in the same week as a big audit or rate change.
- Export from the old system: clients, authorizations, caregivers, schedules, open claims, and visit history. Keep a copy.
- Load the new system and check every record against the old one.
- Run both for about two weeks on real visits. Compare hours, pay and claims line by line.
- Fix differences. If numbers do not match, do not switch yet.
- Pick the switch-off day yourself, once the numbers match.
- Tell caregivers early and show them how to check in.
- Check Georgia EVV: your new vendor must be accepted by the state and send visits to the state system.
- Keep the old system open, read-only if possible, until your records are safe and all old claims are paid.
Watch your open claims. Claims for old visits may still need the old system.
Your state EVV team, such as Georgia’s, can tell you what must be redone.
How CareBravo® helps
CareBravo’s Parallel Promise™: run beside your current system for two weeks on real data, switch nothing until numbers match, and you pick the switch-off day.
Sources
- Electronic Visit Verification: Provider FAQs · Georgia Department of Community Health (Medicaid)
Reviewed by Beth Bledsoe, Care Business Advisor®, 28 Oct 2026. Rules change. Confirm with your state Medicaid agency before you act.
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