How Vitasya powered growth and efficiency with AlayaCare

Key takeaways

Vitasya, a trusted home health provider spread across the Northeast, South, and West regions of the United States, adopted AlayaCare to streamline operations, expand service lines, and drive growth cross multiple geographies. In just one year, the partnership has delivered remarkable results:

• 175% year-over-year growth in revenue.
• 187% growth in billed hours.
• 90% clean claims submission rate across four states.

By partnering with AlayaCare, Vitasya scaled its operations without sacrificing quality of care or compliance standards, solidifying its position as a leader in the home health care industry.

Customer profile

Vitasya is a trusted in-home health care provider, specializing in support for aging and disabled populations. With over 1,200 employees serving more than 900 clients across Georgia, Indiana, Pennsylvania, and Arizona, Vitasya has built a reputation for delivering high-quality, reliable care.

To sustain its rapid growth, Vitasya needed a technology partner capable of supporting expansion, with state-specific configurability, compliance guardrails, and interoperability. This search led them to AlayaCare — a choice that proved transformative in the first year. 

Overcoming operational challenges

Outdated systems limiting growth

Before adopting AlayaCare, Vitasya relied on an EMR (Electronic Medical Record) system that caused operational bottlenecks and made scaling increasingly difficult:

• Client and caregiver records were completely disconnected, forcing staff to reconcile documentation across multiple systems manually. This made compliance audits time-consuming, increased the risk of missing required records, and added unnecessary administrative overhead.
• Reporting capabilities were essentially nonexistent, leaving leadership without the data needed to track KPIs such as service hours, cash flow fluctuations, caregiver attrition, and clean claims submission rates. Without access to real-time insights, operational decisions were based on incomplete data, making it harder to plan for growth and allocate resources effectively.
• Caregiver tools were outdated and difficult to use, leading to slow adoption, scheduling inefficiencies, and manual workarounds that added to administrative burdens. Staff struggled with basic functions, causing delays in care delivery and miscommunication between teams.

Manual processes hindering efficiency

Reliance on manual workflows slowed operations and added administrative strain:

• Compliance audits were resource-intensive, requiring staff to gather documents from multiple sources and check records manually.
• Onboarding, scheduling, and billing required excessive manual effort, increasing labor costs and leading to delays and errors.
• Claims processing delays were time-consuming and prone to mistakes, as all submissions had to be manually reviewed and corrected due to system limitations. 

Geographic compliance challenges

Expanding into new states — including Georgia, Pennsylvania, Indiana, and Arizona — introduced complex regulatory requirements, eligibility rules, and staffing challenges. Vitasya’s previous system lacked the flexibility to adapt, forcing staff to rely on time-consuming workarounds that slowed operations and increased compliance risks:

• Varying state regulations made it difficult to standardize processes, increasing the risk of non-compliance and potential penalties.
• Manual claims submissions delayed reimbursements and strained cash flow, as different states required different transmission methods. 

The solution

To address manual inefficiencies, compliance hurdles, and disconnected systems while supporting rapid growth, Vitasya partnered with AlayaCare to implement a unified, scalable platform. The goal was to eliminate administrative bottlenecks, improve real-time data access, and strengthen compliance across multiple states — all while equipping staff with the tools needed to deliver high-quality care more efficiently.

A unified, scalable platform

AlayaCare replaced Vitasya’s disconnected systems with a single, integrated platform, giving staff real-time access to critical data, automating manual processes, and improving care coordination. These enhancements reduced errors, increased efficiency, and made it possible for staff to work more efficiently while maintaining compliance and care quality. 

Key improvements included:

• Real-time visibility into operations: With AlayaCare, Vitasya introduced a proactive monitoring program to track flagged incidents, such as falls, in real-time. This gave staff the ability to respond immediately, shift resources toward prevention, and improve client outcomes. By tracking patterns and reviewing data, Vitasya has improved care planning and helped clients remain in their homes longer. 

• Stronger compliance guardrails: AlayaCare’s built-in HIPAA safeguards and state-specific tracking improved the accuracy and efficiency of compliance reviews. Previously, audits required extensive manual preparation, but with AlayaCare, a recent audit was completed in just four minutes — reducing administrative strain and ensuring a smoother review process.

• Centralized document storage and unified care records: AlayaCare eliminated the need for staff to manually search across multiple systems by consolidating care plans, client histories, and caregiver records into a single, easily accessible platform. Now, care teams can quickly retrieve up-to-date client information instantly, reducing duplicate entries, missing records, and communication gaps.

• Automated scheduling with built-in safeguards: AlayaCare’s automated scheduling system removed manual workloads by incorporating built-in safeguards for authorizations and eligibility. These safeguards prevent scheduling errors and ensure only approved and eligible visits are booked — improving efficiency while maintaining compliance.

This integrated approach has given Vitasya the tools to expand operations while staying compliant and maintaining high standards of care.

Advanced tools driving success

To support growth and improve day-to-day operations, Vitasya tapped into AlayaCare’s advanced tools, each designed to solve critical challenges and drive measurable improvements:

• Connector: Simplified visit notifications and cancellations, reducing manual errors, and ensuring smoother scheduling.
  
• Secure Messaging: HIPAA-compliant encrypted messaging and instant file sharing allow Vitasya’s caregivers and office staff to securely exchange sensitive patient information in real-time without compromising privacy. While individual and group chats and automatic read receipts keep teams aligned and eliminate delays. 

• Client Intelligence Suite: Provides proactive care management by flagging changes in client conditions, ensuring timely interventions, and reducing compliance risks.

• Partnership Network: Vitasya leveraged key AlayaCare integrations to strengthen compliance and streamline operations across different regions, including:
  • Kchecks: Automated exclusion screening that continuously monitors employees and contractors to ensure compliance with Medicare and Medicaid requirements, helping Vitasya avoid costly penalties. 
  • Bolt Healthcare CRM: A centralized client management and tracking tool that provides Vitasya with better visibility into operations and keeps geographically dispersed teams connected.

By fully adopting AlayaCare’s advanced tools and integrations, Vitasya achieved greater efficiency, stronger compliance, and more coordinated care delivery across all service lines and locations.

Improved compliance and audit outcomes

AlayaCare’s compliance-focused tools helped Vitasya navigate complex regulations while delivering measurable gains in efficiency and accuracy:

• Standardized incident reporting: With AlayaCare, Vitasya customized and automated incident reporting across multiple states, ensuring timely submissions and reducing compliance risks. A dedicated QA team now reviews flagged incidents daily, catching and correcting missed reports before penalties occur. 
• 90% clean claims submission rate: Enhanced accuracy and reliability in claims processing improved cash flow, allowing Vitasya to reinvest in growth strategies.
• Faster, more efficient audits: Alayacare’s centralized platform allowed surveyors to retrieve documentation in minutes, significantly reducing preparation time and minimizing operational disruptions.

The results

1. Geographic expansion

Expanding into Pennsylvania, Indiana, Georgia, and Arizona required navigating diverse Medicaid requirements and regulatory frameworks. AlayaCare’s compliance-focused tools and configurable solutions simplified the process, allowing Vitasya to adapt to state-specific regulations efficiently.

• Compliance guardrails: State-specific tracking ensured Vitasya met complex Medicaid requirements seamlessly, allowing for accurate and timely claims submissions.
• Custom configurability: Flexible workflows and tailored solutions helped Vitasya address unique challenges in each market, from billing to audits.
• Interoperability: AlayaCare’s integrations streamlined data sharing with external systems, minimizing keystrokes and administrative burdens during expansion. 

By leveraging AlayaCare’s compliance and configurability features, Vitasya successfully expanded its footprint without compromising compliance standards — and created a solid foundation for continued growth.

2. Operational efficiency  

AlayaCare’s automation capabilities and integrated tools empowered Vitasya to simplify complex processes, reallocate resources effectively, and enhance overall operational efficiency:

• Optimized administrative workflows: Through its integration with Kchecks, AlayaCare ensures Medicaid and Medicare eligibility requirements while maintaining compliance with regulatory standards. Automating these tasks minimized manual effort, reduced compliance risks, and allowed Vitasya to allocate resources toward growth initiatives.

• Improved payroll accuracy: With AlayaCare, Vitasya reduced visits classified as falling outside the pay cycle from 40% to 5%, reducing delays and manual adjustments.

• Centralized digital document storage: AlayaCare’s unified platform enabled faster document retrieval during audits, drastically reducing preparation times and improving compliance readiness.

By addressing inefficiencies and automating key workflows, AlayaCare allowed Vitasya to enhance its operations while focusing on strategic growth.

3.  Revenue growth

With the support of AlayaCare’s platform, Vitasya seamlessly expanded its client base and service lines, contributing to substantial growth in revenue and service hours:

• 175% revenue growth: From $8 million in 2023 to $28 million in 2024.
• Monthly revenue gains: 3–10% month-over-month growth in 2024.
• Service hours expansion:
  • 2023: 428,000 scheduled hours, 300,000 billed.
  • 2024: 1.244 million scheduled hours, over 860,000 billed.

AlayaCare’s tools have supported Vitasya’s sustained growth, enabling them to scale efficiently, maintain care quality, and confidently plan for future expansion.

A vision for the future

Looking ahead, Vitasya plans to leverage AlayaCare’s platform to drive continued growth and innovation, focusing on operational efficiencies and emerging technologies.

See what’s possible with AlayaCare

Vitasya’s growth demonstrates the difference the right tools and support can make. By streamlining workflows with automated scheduling, centralized records, and compliance-focused integrations, AlayaCare enables home care agencies to scale confidently — while keeping care quality front and center.

Request a demo to see how AlayaCare can empower your organization.