Athos Software

Streamlining Healthcare Operations Across Multiple Facilities

A multi-state healthcare organization managing hospitals and skilled nursing facilities faced a critical operational challenge: tracking patient episodes, managing census data, and coordinating eligibility verification across dozens of locations. Manual processes led to miscommunication, delayed care transitions, and administrative inefficiency. They needed a unified system to bring visibility and control to their complex patient flow operations.

The Challenge

The organization struggled with fragmented patient tracking across facilities. Hospital discharge coordinators couldn't see SNF bed availability. Eligibility checkers worked from outdated spreadsheets. Billing teams lacked real-time census data. Care transitions fell through the cracks, resulting in delayed discharges and revenue loss. They needed a comprehensive solution that would unify operations while respecting the independence of each healthcare group within their network.

The Solution

We designed and delivered a Patient Census and Episode Tracking System—a sophisticated multi-tenant platform that provides real-time visibility into patient episodes across all facilities. Built with event sourcing architecture for complete audit trails and designed for healthcare's demanding regulatory environment, the system transforms how healthcare organizations manage patient flow from admission to discharge.

Transformative Features

Multi-Tenant Hospital and SNF Tracking

The platform manages both hospital and skilled nursing facility operations within a unified system:

• Hospital Episode Management: Track patient admissions, room assignments, attending physicians, and discharge planning in real-time
• SNF Census Tracking: Monitor skilled nursing facility occupancy, patient skill levels, and care transitions
• Independent Operations: Each healthcare organization maintains complete data isolation while sharing the same robust infrastructure
• Cross-Facility Visibility: Authorized users can coordinate care transitions between hospitals and SNFs seamlessly
• Unified Dashboard: Single view of all patient episodes across your entire network

Complete Episode Timeline

See the full story of every patient episode from admission to discharge:

• Event Sourcing Architecture: Every action is captured as an immutable event—admissions, room changes, status updates, provider changes, discharges
• Visual Timeline: Interactive timeline showing all events in chronological order with user attribution and timestamps
• Audit-Ready History: Complete audit trail for compliance, quality improvement, and dispute resolution
• Never Lose Data: Even if information is updated, the original data is preserved in the event history
• Replay and Analysis: Reconstruct patient episodes at any point in time for analysis or reporting

Eligibility Verification Workflow

Streamline insurance verification with built-in workflow management:

• Real-Time Status Tracking: Track eligibility verification status (Pending, In Progress, Verified, Denied) for every patient
• Task Assignment: Route verification tasks to appropriate team members based on payer and facility
• Benefits Documentation: Capture coverage details, authorization numbers, and benefit period information
• Automated Alerts: Notify discharge planners when verification is complete or issues are identified
• Reporting: Track verification completion rates and identify bottlenecks in the process

Real-Time Census Management

Maintain accurate, up-to-the-minute census data across all facilities:

• Live Occupancy Tracking: See current patient counts by facility, unit, and room in real-time
• Bed Availability: Instantly identify open beds across your network for placement coordination
• Skilled vs. Long-Term Status: Track patient acuity and skilled status for accurate billing and staffing
• Payer Mix Analysis: Monitor payer distribution across facilities for financial planning
• Census Trends: Visualize admission and discharge patterns to optimize operations

Role-Based Team Collaboration

Designed for healthcare teams with diverse responsibilities:

• Hospital Uploaders: Admit patients, manage episodes, update room assignments and provider information
• Eligibility Checkers: Focus on insurance verification workflow with dedicated tools and views
• Census Uploaders: Maintain daily census data across SNF facilities
• Skill Checkers: Verify and update patient skill level status for accurate classification
• Schedulers: Coordinate provider schedules and patient visits across facilities
• Administrators: Manage users, configure facilities, and access comprehensive analytics
• System Administrators: Onboard new healthcare organizations and manage platform-wide settings

Dashboard Analytics

Transform data into actionable insights with powerful analytics:

• Admission Trends: Visualize admission patterns by facility, payer, and time period
• Length of Stay Analysis: Track average LOS and identify outliers for case management
• Discharge Disposition: Monitor discharge destinations and readmission risks
• Facility Performance: Compare metrics across facilities to identify best practices
• Custom Timeframes: Analyze data by day, week, month, quarter, or custom date ranges
• Export Capabilities: Export reports and raw data for external analysis

Enterprise Security and Compliance

Built for healthcare's stringent security requirements:

• Multi-Tenant Data Isolation: Complete separation between healthcare organizations sharing the platform
• Role-Based Access Control: Granular permissions ensure users only see what they need to
• JWT Authentication: Secure, token-based authentication with automatic session management
• Complete Audit Trails: Every data access and modification is logged with user attribution
• HIPAA-Ready Architecture: Designed with healthcare privacy and security requirements in mind
• Event Sourcing for Compliance: Immutable event history supports regulatory audits and compliance

Intelligent Search and Filtering

Find the right patient information instantly:

• Patient Name Search: Quick search across all episodes by patient name
• MRN Lookup: Instantly locate patients by medical record number
• Facility Filtering: View episodes for specific hospitals or SNFs
• Status Filtering: Show only active, discharged, or transferred episodes
• Date Range Queries: Find episodes by admission or discharge date
• Advanced Filters: Combine multiple criteria for precise results

Measurable Business Impact

The Patient Census and Episode Tracking System has transformed operations for the healthcare organization:

Modern Technology, Healthcare-Grade Reliability

The platform leverages cutting-edge technology while maintaining the reliability healthcare demands. Event sourcing ensures no data is ever lost and provides complete audit trails. The multi-tenant architecture allows unlimited scaling as organizations grow. Clean architecture principles ensure the system is maintainable and can evolve with changing healthcare regulations and business needs.

Designed for Growth

Whether managing a single hospital or a network of facilities across multiple states, the system scales effortlessly. The multi-tenant design allows new healthcare organizations to be onboarded in minutes. Custom branding and configuration options let each organization maintain their identity. Integration capabilities support connections to EMR systems, payer portals, and other healthcare IT infrastructure.

About Athos Software

At Athos Software, we understand that healthcare operations are complex and every detail matters. This Patient Census and Episode Tracking System demonstrates our ability to build sophisticated, mission-critical systems that healthcare professionals rely on every day. From real-time patient tracking to multi-facility coordination, we create solutions that improve patient care while streamlining operations. Ready to transform your healthcare operations? Contact Us to discuss your project today!