CloudFiles for home health and hospice agencies
Home health intake waits on referral packets, signed orders and payer letters that arrive by email from outside the agency. CloudFiles places each document on the clinical service request and checks every returned order for a signature.
From a referral in the inbox to a signed plan of care
Home health and hospice agencies depend on documents from hospitals, physicians and payers. Each one has to be filed on the patient's record before care can start.
The manual way
- Intake coordinators ask each referring hospital to email the referral packet, then pull the face sheet, orders and discharge summary apart by hand. A packet that arrives in pieces can push back the start of care for the patient.
- Intake coordinators open every returned plan of care and physician order to see whether the physician signed it. An unsigned order found at billing time can hold payment for visits the agency has already made to the patient.
- Schedulers retype the approved visits and dates from each payer authorization letter into the care request item behind the visit plan. An authorization that runs out unnoticed can leave the next scheduled visits without approval.
- Clinicians in the field need a separate SharePoint app to open the plan of care on the phone. Others carry printed copies into each home. Visit photos can sit on a personal phone until the clinician is back at the office.
- Intake coordinators rebuild the plan of care in Microsoft Word at each recertification, then email it to the physician to sign. Every round trip can push the physician's signature later into the new certification period.
The CloudFiles way
- Each referral arrives already split into its separate documents on the clinical service request. A flow emails the referring hospital an upload request for the packet. Each part is named from its contents and lands in one folder, ready for intake.
- Unsigned plans of care and physician orders are flagged on the clinical service request before billing starts. Each returned scan, uploaded to the request as a PDF, is checked for a physician signature the moment it reaches the folder.
- Schedulers hear before approved visits run out, not after. Each authorization letter fills the care request item behind the care service visit plan. A scheduled flow then compares approved and completed visits and warns the scheduler.
- Clinicians open the plan of care from the visit's work order in the Field Service mobile app. No separate SharePoint app is needed on the phone. Photos taken during the visit upload straight from the phone into that visit's own folder.
- Each certification period starts with a plan of care already on its way to the physician for e-signature. A scheduled flow uses the certification end date on the care request extension to generate the next plan of care and send it out.
From admission to audit, every agency document in order
Beyond intake, home health and hospice teams hand CloudFiles the work that follows admission, from family paperwork to survey packets.
Admission folder templates for every patient
CloudFiles gives each new home health admission the same folder set, cloned from one template. Orders, visit notes and consents then sit in the same place for every patient the agency admits.
- The create folder flow action makes the admission's folder moments after the clinical service request is saved
- The copy resources flow action clones the template's sub-folders, such as orders, visit notes and consents
- Changing the template once updates the folder set that every later home health admission receives
Hospice datarooms for patient families
CloudFiles opens one dataroom per hospice patient for the family. The family finds the care documents the agency shares, then uploads the forms the agency still needs, such as the election statement.
- The create dataroom flow action sets up the room, and add to dataroom places the shared care documents inside
- A create file request names the election statement and the advance directive, so each form has its own request
- The family member named on the patient's record receives the room's link by email from a flow
Start of care answers from referrals
CloudFiles pulls the homebound reason, diagnoses and current medications from each referral document. The answers are written to the clinical service request before the first visit is scheduled.
- The discharge summary is prepared a single time by process document using AI, and the document processed event starts the next flow
- Each fact is a plain-language question that the admin sets once in the query document flow action
- Intake starts care with the homebound reason and current medications already in view on the request
Home visit quotes for family signature
CloudFiles generates a home visit quote from the services listed on the Salesforce quote. The quote is then sent for e-signature to the patient or to the family member paying for care.
- The Word template lists the quote's line items in a services table, and generate document fills it
- The quote goes out for e-signature with the patient or family as signer and the scheduler on carbon copy
- A date signed field stamps the signature, and the signed quote returns to the quote record in Salesforce
Survey and audit packets in one click
CloudFiles turns the visit notes a surveyor or auditor asks for into one PDF with a single button. Staff tick the notes they need in the patient's folder on the CloudFiles widget, then press merge.
- Ticking visit notes reveals a widget list action menu, whose button starts a flow on those notes
- The merge documents (sync) flow action joins the whole files into one PDF, in the order the flow passes them
- Whole files are merged, so the packet keeps every page of each visit note, under a new file name
Branch access in SharePoint for each team
CloudFiles limits each branch's patient folders in SharePoint to the staff on that branch's team in Salesforce. A clinician who moves to another branch loses access to the old branch's caseload.
- One flow grants SharePoint access through update permissions when a staff member joins a branch team
- A second flow removes that access when the staff member leaves the branch team in Salesforce
- Each branch library holds only its own patients' folders, so one caseload stays apart from another
Key documents we handle for home health and hospice agencies
The documents a home health or hospice agency handles most often, each kept with the patient's record and opened from Salesforce.
Referral packets
Face sheets, orders and discharge summaries that a referring hospital sends, filed on the clinical service request that opens home health care.
Plans of care
The plan a physician signs for each certification period, with diagnoses, visit frequency and medications, renewed before the period's end date.
Physician orders
Orders that start or change home health care, returned with the physician's signature and checked on the request well before any claim goes out.
Authorization letters
Payer approvals for a series of home visits, behind the care request item that a Health Cloud care service visit plan points to for its visit counts.
Visit notes and photos
Notes and photos a clinician captures in a patient's home, saved to that visit's own folder from the work order on the clinician's phone.
Hospice election statements
Election statements and advance directives that begin hospice care, collected from the family and kept in the patient's own hospice folder.
Stay industry compliant
CloudFiles is independently audited for SOC 2 Type II, certified to ISO 27001, and compliant with HIPAA and GDPR. Data residency is supported in the US, EU, UK and AU. Your files stay in your own storage. CloudFiles never re-hosts them, and they are not used to train our AI models.
Frequently asked questions
Yes. CloudFiles runs on Home Health records like any other Salesforce object. Folders and document steps sit on the work order and the clinical service request. Health Cloud builds Home Health over the Salesforce Field Service data model, with a care service visit plan holding each series of approved visits.
Yes. CloudFiles fills the care request item from each payer authorization letter through the document mapper. A scheduled flow then warns the scheduler when few approved visits remain. In Health Cloud, a care service visit plan can reference that care request item and carries counts of approved and completed visits.
Yes. A scheduled flow watches the certification end date, and CloudFiles generates the next plan of care before that date arrives. The plan then goes to the physician for e-signature. Health Cloud records home health certification start and end dates on the care request extension, so the flow has a date to work from.
Yes. CloudFiles adds a quick action to the work order that opens the visit's folder inside the Field Service app. Clinicians upload visit photos from the phone. The visit's documents and photos stay together on the work order the clinician already opens.
Yes. CloudFiles checks each returned order for a signature and compares the printed physician name with the clinical service request. The result is stamped on that request by a flow. Intake sees each order still waiting for a signature well before billing starts.
Yes. CloudFiles gives each hospice patient's family one dataroom, with a separate upload request for each hospice form. A flow emails the family the dataroom link, and the file received event carries each uploader's email when the dataroom requires email verification. Each form the family returns lands in the patient's hospice folder.
Yes. CloudFiles splits each referral file a hospital uploads into separate documents, cutting on page boundaries. The parts land together in one new folder on the clinical service request, each named from its own contents. A query can first ask whether a file needs splitting, so a single document stays whole.
Book your personalized demo
Bring a hospital referral packet and a physician order that came back. See CloudFiles split, check and file both on the patient's clinical service request.