Parallel Promise™ Guide: Step-by-Step Implementation for Care Agencies

The Parallel Promise™ Implementation Guide: A Complete Step-by-Step Approach for Care Agencies

The Parallel Promise™ sounds simple: Run both systems for 30 days, then decide.

But the execution requires planning. This guide walks you through every step—checklists, timeline, staffing assignments, and troubleshooting.

Pre-Implementation Preparation: What to Set Up Before Day 1

Week -2: Planning & Readiness

  •  Identify implementation sponsor (executive champion)
  •  Audit current system (document all workflows, integrations, custom reports)
  •  Identify data to migrate (customer data, caregiver data, billing history)
  •  Schedule kickoff meeting with CareBravo team
  •  Set success criteria (what metrics will you track?)
  •  Identify metrics to compare (billing accuracy, speed, etc.)
  •  Create communication plan (inform staff, clients, stakeholders)
  •  Budget for parallel period infrastructure costs
  •  Secure CEO/leadership commitment

Week -1: Technical Setup

  •  Finalize data migration list
  •  Set up CareBravo infrastructure (environments, access, backups)
  •  Configure integrations (payers, EVV systems, any external tools)
  •  Create user accounts for all staff members
  •  Set up metrics/analytics (what data to track from both systems)
  •  Create parallel process documentation
  •  Schedule training (what date, which staff)
  •  Prepare training materials
  •  Set up internal communication channel for parallel period

Days 1–10: Foundation Phase (Setup, Staff Training, Verification)

Day 1: Kickoff

  • All-hands meeting explaining the parallel period
  •  Message: “We’re testing a new system. Old system stays. Zero risk.”
  •  Timeline review (30 days, then decision)
  •  Q&A session

Days 2-3: Data Migration

  •  Historical data migrated to new system
  •  Caregiver profiles, client records, scheduling history
  •  Verify data integrity (spot checks of key records)
  •  Document any data gaps or inconsistencies

Days 4-5: System Configuration

  •  Configure new system to match your workflows
  •  Set up billing parameters, payer information
  •  Configure scheduling rules, compliance tracking
  •  Test all integrations (EVV, payers, etc.)
  •  Create reports that mirror your current system reports

Days 6-7: Team Training (4-8 hours depending on complexity)

  •  Scheduling team training (how to create schedules, manage call-offs)
  •  Billing team training (how to process claims, track A/R)
  •  Compliance team training (how to track credentials, compliance status)
  •  Executive team training (how to review dashboards, metrics)

Days 6-7: Team Training (4-8 hours depending on complexity)

  •  New system goes live in “shadow mode” (not processing real transactions yet)
  •  Team practices with real data
  •  Old system continues handling all transactions
  •  Gather feedback, fix configuration issues
  •  Team gains confidence

Days 11–20: Validation Phase (Running Both Systems, Comparison, Confidence Building)

Days 11-15: Parallel Processing Begins

  •  Both systems now processing real data (caregivers entering data in both)
  •  Metrics tracked in both systems
  •  Daily comparison: How did old system perform vs. new?
  •  Team is more proficient in new system
  •  First patterns emerging

Daily Checkpoint Questions:

  • How many call-offs occurred? How long to resolve in each system?
  • Any billing errors in new system vs. old?
  • Compliance tracking: Accurate in both?
  • Staff satisfaction: Are they getting more comfortable?
  • Any critical issues surfacing?

Days 16-20: Pattern Analysis

  •  Week of data collected and analyzed
  •  Metrics clearly showing differences between systems
  •  Team is proficient enough to answer detailed questions
  •  Any workflow adjustments made based on feedback
  •  Confidence building (team can articulate advantages of new system)

Days 21–30: Optimization Phase (Final Adjustments, Team Comfort, Decision Point)

Days 21-25: Fine-Tuning

  •  Configuration adjustments based on two weeks of data
  •  Workflow optimizations (how to use new system more efficiently)
  •  Advanced feature training (if time permits)
  •  Any remaining questions addressed
  •  Staff proficiency is high

Days 26-29: Final Metrics & Analysis

  •  Complete 30-day analysis prepared
  •  Side-by-side comparison of key metrics
  •  ROI calculation
  •  Impact on staff, clients, caregivers
  •  Any remaining concerns documented

Day 30: Decision Meeting

  •  Present metrics and analysis
  •  Team weighs in (are they ready to switch?)
  •  Executive team makes final decision
  •  If switching: Plan for transition day
  •  If not switching: Document learnings, end parallel period

Key Roles & Responsibilities During Parallel Period

Implementation Sponsor (Executive)

  • Communicates executive commitment to the project
  • Ensures team compliance with parallel processes
  • Removes obstacles
  • Makes final decision on day 30
  • Communicates decision to organization

CareBravo Implementation Specialist

  • Daily check-ins weeks 1-2
  • Weekly check-ins weeks 3-4
  • Troubleshoots issues
  • Trains staff as needed
  • Provides metrics dashboards
  • Supports decision-making

Scheduling Team

  • Uses new system to create schedules
  • Compares scheduling efficiency in old vs. new
  • Provides feedback on new system’s scheduling features
  • Identifies any workflow gaps

Billing Team

  • Processes claims in both systems
  • Tracks claim denials and clean rates in both
  • Compares A/R performance
  • Identifies any configuration issues
  • Provides feedback on billing workflow

Compliance Team

  • Tracks credentials in new system
  • Verifies accuracy and completeness
  • Compares compliance dashboard to manual tracking
  • Ensures audit trail is complete

Caregivers

  • Clock in/out in new system
  • Document visits in new system
  • Provide feedback on mobile app experience
  • Identify any usability issues

Finance/Accounting

  • Monitors financial impact (cash flow, A/R)
  • Validates billing metrics
  • Tracks soft costs (staff time spent on parallel processes)
  • Prepares ROI analysis

Troubleshooting Common Challenges in Parallel Implementation

Challenge 1: “The new system is slow”

Possible causes:

  • Infrastructure not optimized (network, server capacity)
  • Configuration causing inefficiencies (too many rules, too much validation)
  • Team not proficient yet (they’re being careful, trying everything)

Solutions:

  • Check with CareBravo tech team (infrastructure optimization)
  • Review configuration (simplify if possible)
  • Provide additional training (team gets faster with practice)

Challenge 2: “Data inconsistencies between systems”

Possible causes:

  • Timing differences (batch processing in old system, real-time in new)
  • Different rounding rules
  • Different data definitions

Solutions:

  • This is normal and expected
  • Document the differences
  • Use the inconsistencies as evidence for why unified system is better
  • Track which system’s version is “correct”

Challenge 3: “Team is overwhelmed doing everything twice”

Possible causes:

  • Workflow wasn’t streamlined for parallel operation
  • Staff don’t understand they can simplify (don’t need to do everything identically in both systems)
  • Too much manual reconciliation required

Solutions:

  • Remind team: You don’t need to do everything exactly the same in both systems
  • Old system handles what it handles; new system captures new data
  • Caregiver enters data in new system; old system continues as-is
  • Reduce manual work where possible

Challenge 4: “The new system doesn’t handle [specific workflow]”

Possible causes:

  • Custom workflow unique to your agency
  • Feature not understood/not configured correctly
  • Genuine gap in new system functionality

Solutions:

  • Contact CareBravo team to verify functionality exists
  • Review configuration with implementation specialist
  • If genuine gap exists, document it (may affect final decision)
  • Identify workarounds if necessary

Documentation & Audit Trail During Transition

During parallel operations, maintain clear documentation:

Daily Log

  • Date
  • Issues encountered
  • Resolutions
  • Metrics (both systems)
  • Staff feedback
  • Decisions made

Metrics Tracker

  • Billing: Clean claim rate, A/R days, denial rates
  • Scheduling: Call-off resolution time, conflicts
  • Compliance: Credential accuracy, completeness
  • Staff satisfaction: Feedback, issues
  • System reliability: Uptime, errors

Audit Trail

  • Both systems maintain complete audit trails
  • No data is lost or hidden
  • If you decide to revert to old system, full rollback is possible

The Final Decision: Criteria for Committing to the Switch

When to Switch:

  • Metrics clearly show new system is better
  • Team is ready and confident
  • No critical gaps in functionality
  • ROI is positive
  • Leadership is committed

When to Stay with Current System:

  • Specific critical workflows don’t work in new system
  • Metrics don’t show sufficient improvement
  • Team isn’t ready (would prefer more time)
  • ROI is marginal
  • Leadership lacks confidence

Either decision is valid. The Parallel Promise™ is about de-risking, not forcing change.

Post-Transition Support & Optimization

If you decide to switch:

Day 31-45: Transition Period

  • Old system is retired
  • Team is fully on new system
  • Light configuration adjustments
  • Continued daily support

Month 2-3: Stabilization

  • Team reaches full proficiency
  • Advanced features are activated
  • Metrics stabilize
  • Optimization opportunities are identified

Month 4+: Continuous Improvement

  • Regular optimization
  • New features are rolled out
  • Proactive support
  • Predictive capabilities (Cary™ AI) are activated

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