For senior living facilities, managing billing and payments is often a complex, labor-intensive process. From manual workflows to delayed payment cycles, the financial operations that keep these facilities running can be a source of frustration for staff, residents, and their families.

But what if these inefficiencies could be eliminated entirely? The integration of TransactCare with PointClickCare is making this a reality, delivering a modern, automated billing solution that enhances financial management across the board. By streamlining workflows, reducing errors, and improving cash flow, this solution is revolutionizing how senior living facilities handle payments.

Read below to explore how this transformative partnership is setting a new standard for operational excellence, resident satisfaction, and financial stability.

Why Automated Billing Matters in Senior Living

Managing billing processes in senior living facilities is not just a routine administrative task—it is a cornerstone of operational success and resident satisfaction. The importance of efficient billing extends beyond balancing the books; it impacts every aspect of the facility, from cash flow stability to the quality of care provided to residents. Yet, many facilities struggle with outdated, inefficient systems that create unnecessary challenges for administrators, staff, and families alike.

The Stakes of Inefficient Billing

Inefficient billing processes create ripple effects that go beyond delayed payments and administrative headaches. Here’s a deeper look at the challenges that senior living facilities face:

1. Manual Workflows Drain Resources:
   Many facilities rely on manual processes to manage accounts receivable. Tasks like data entry, payment tracking, and reconciliation demand hours of staff time, diverting focus away from resident care. Manual workflows are also prone to human error, increasing the likelihood of mistakes that lead to billing disputes, delays, or even lost revenue.
2. Payment Delays Disrupt Cash Flow:
   Traditional billing systems often involve sending paper statements through the mail—a process that can take days or weeks. These delays create cash flow bottlenecks, leaving facilities waiting for the funds they need to cover operational costs, payroll, and investments in resident services.
3. Limited Payment Options Frustrate Families:
   Families are increasingly accustomed to digital conveniences in their day-to-day lives. When facilities only offer outdated payment methods like checks or in-person transactions, it creates unnecessary friction. Without flexible options like online payments or recurring billing, families may face added stress, leading to dissatisfaction with the facility.
4. Administrative Burdens Lower Morale:
   Staff who are overwhelmed by repetitive billing tasks and chasing overdue payments often experience burnout. This not only affects employee morale but also impacts the facility’s ability to retain skilled workers—an ongoing challenge in the senior living industry.
5. Errors Undermine Trust:
   Mistakes in billing statements or payment tracking can erode trust between families and the facility. Families want to know that their payments are being handled accurately and securely. Errors—whether real or perceived—can lead to disputes that strain relationships and consume staff time to resolve.

The Real Cost of Inefficiency

These challenges don’t just represent operational inefficiencies—they have tangible financial and reputational costs. For example:

• Facilities with delayed cash flow may struggle to reinvest in critical areas such as staff training, facility upgrades, or resident programs.
• Families who encounter difficulties with billing may lose confidence in the facility, leading to negative word-of-mouth or difficulty in attracting new residents.
• High administrative workloads increase turnover rates among staff, further driving up costs associated with hiring and training replacements.

Why Automation is the Answer

In today’s fast-paced world, automation isn’t a luxury—it’s a necessity. Automated billing transforms how senior living facilities operate by addressing these pain points with precision and efficiency. Here’s why automation is essential:

• Time Savings: Automated processes eliminate the need for manual data entry, freeing up staff to focus on more meaningful tasks.
• Improved Accuracy: Automation reduces errors in billing and payment tracking, ensuring families receive clear and correct statements every time.
• Enhanced Cash Flow: Faster payment cycles help facilities maintain financial stability, enabling them to plan budgets and allocate resources effectively.
• Increased Satisfaction: Families benefit from a seamless, convenient payment experience, while staff enjoy reduced workloads and less stress.

How TransactCare and PointClickCare Elevate the Game

The partnership between TransactCare and PointClickCare offers a solution that directly addresses the unique challenges of senior living billing. The integration brings automation, transparency, and efficiency to every step of the payment process, empowering facilities to achieve new levels of operational excellence.

1. Faster E-Statement Delivery

Gone are the days of waiting for paper statements to arrive through the mail. With TransactCare, billing statements are delivered electronically in minutes. For facilities like Oaks Senior Living, this has resulted in statements being sent 5 days faster, giving families ample time to review their bills and make payments on time. Faster statement delivery accelerates cash flow and ensures families have the information they need when they need it.

2. Automated Payment Tracking

The integration between TransactCare and PointClickCare eliminates the need for manual payment tracking. Payments are automatically recorded in the EHR system, ensuring:

• Accurate Records: Payments are applied correctly without the risk of human error.
• Real-Time Updates: Administrators gain instant visibility into account statuses, helping them identify and address overdue payments more efficiently.
• Time Savings: Staff no longer have to spend hours reconciling accounts, freeing them to focus on higher-value tasks.

3. Flexible Payment Options

Families want convenience, and TransactCare delivers. With options to pay via credit card, ACH transfer, or eCheck, families can choose the method that works best for them. Recurring payment options further simplify the process, ensuring families never miss a due date. This flexibility improves the payment experience and reduces the burden on staff to follow up on overdue accounts.

4. Secure and HIPAA-Compliant

In an era of increasing cybersecurity threats, the safety of resident and financial data is paramount. TransactCare’s PCI Level 1 compliance and adherence to HIPAA standards ensure:

• Data Security: All financial transactions are encrypted and stored securely.
• Regulatory Compliance: Facilities can confidently manage sensitive information without worrying about compliance violations.

Real Results: Transforming Senior Living Operations

The benefits of automated billing aren’t theoretical—they are proven through real-world applications. Facilities like Oaks Senior Living and Presbyterian Communities of South Carolina have experienced dramatic improvements in efficiency, cash flow, and satisfaction.

The integration of TransactCare with PointClickCare has not only streamlined billing processes but has delivered measurable, transformative outcomes for senior living facilities like Oaks Senior Living, Presbyterian Communities of South Carolina, and Cambridge Healthcare Services. These organizations showcase the immense potential of automated billing to revolutionize financial workflows and enhance both operational efficiency and resident satisfaction.

Oaks Senior Living: Unprecedented Efficiency Gains

Oaks Senior Living faced challenges typical of many senior care facilities: delays in payment cycles, labor-intensive billing processes, and the strain of managing 1,500–2,000 statements monthly. Through the integration with TransactCare, Oaks redefined their financial operations.

• 96% Faster Payment Processing: What once required 10 minutes per statement now takes a mere 15 seconds, drastically reducing staff workload.
• 5-Day Faster Statement Delivery: Electronic statements are delivered days earlier than traditional mail, allowing families to review and settle payments promptly.
• 100% On-Time Payments: Automated reminders and seamless payment options have eliminated late payments entirely.

Accounts Receivable Manager Nathan Lefave shared, “With TransactCare connected to PointClickCare, payments flow in within a day. I simply hit post, and it’s done in 30 seconds.” This transformation has enabled Oaks’ staff to focus on enhancing resident care rather than administrative tasks.

Presbyterian Communities of South Carolina: Time and Effort Saved

Presbyterian Communities of South Carolina, a faith-based senior living organization, experienced remarkable improvements in efficiency through TransactCare’s integration:

• 80% Reduction in Payment Processing Time: Billing processes that were once cumbersome are now swift and seamless.
• 50% Reduction in Statement Preparation Time: Automation has streamlined the preparation and delivery of invoices.
• Enhanced Family Satisfaction: The shift to electronic statements and payment options has improved relationships with residents’ families by offering greater transparency and ease of use.

Roberta Ross, PCSC’s Director of Revenue Cycle, praised the simplicity of the transition: “TransactCare has completely streamlined our payment process. The implementation through Marketplace was the easiest I’ve ever experienced. Everything was already set up between PointClickCare and TransactCare.”

Cambridge Healthcare Services: A Better Experience for Families

Cambridge Healthcare Services, which manages a diverse range of facilities, prioritized improving the payment experience for residents and their families. By integrating TransactCare, they achieved:

• 15 Minutes Saved per Transaction: Automation reduced manual efforts, allowing staff to focus on higher-value tasks.
• Improved Security and Accessibility: Families now enjoy secure, 24/7 access to make online payments via credit card, ACH, or eCheck.
• Enhanced Family Trust: Offering modern, flexible payment options has fostered confidence and satisfaction among residents’ families.

Mary Nieder, Director of Accounts Receivable, emphasized the benefits: “The TransactCare integration has reduced our manual workload, improved payment security, and provided families the convenience of making payments online whenever they need.”

 

What Automated Billing Means for the Future of Care

The shift to automated billing is not merely a technological upgrade—it represents a strategic imperative for senior living facilities aiming to thrive in today’s fast-paced, tech-savvy environment. Automation streamlines financial processes, enabling facilities to improve cash flow through faster payments and a significant reduction in outstanding balances. Modern, user-friendly payment options enhance the experience for residents and families, providing convenience and satisfaction while fostering trust and loyalty. Additionally, automation future-proofs operations, equipping facilities to meet the evolving expectations of a growing demographic that values digital efficiency. By eliminating the administrative burdens of outdated billing systems, automated solutions free staff to focus on what truly matters: delivering exceptional care to residents. This transformation ensures that financial management becomes an enabler rather than an obstacle, supporting a sustainable and resident-centered approach to senior living operations.

Your Next Step Towards a Smarter Payment System

The numbers, the outcomes, and the testimonials all point to one conclusion: automated billing is the future of senior living. Facilities like Oaks Senior Living and PCSC are leading the way—now it’s your turn.

Request a Demo Today!

With TransactCare and PointClickCare, your facility can achieve faster payments, happier residents, and a more efficient team. Don’t wait—start your journey toward smarter financial management today.