How Meadowbrook cut time-to-admit by 47% and stopped losing referrals to the fax pile.
A 14-facility skilled nursing operator unifies intake, review, and authorizations on Careflow — and protects census across every community.
Meadowbrook's intake coordinators were drowning in fax cover sheets, email threads, and three separate spreadsheets. Referrals came in faster than the team could triage them — and by the time a bed was confirmed, the hospital case manager had already placed the patient elsewhere.
The challenge
Across 14 skilled nursing facilities, every community ran admissions its own way. Leadership had no shared view of the pipeline, couldn't compare conversion between sites, and only learned a referral was lost after the fact. Manual authorization tracking meant approvals slipped through the cracks and beds sat empty waiting on paperwork.
What changed with Careflow
Careflow pulled every referral source into one queue, parsed each packet automatically, and surfaced clinical acuity and payer coverage side by side. Coordinators reviewed and responded in minutes. Authorizations tracked themselves, with automatic follow-ups. And for the first time, leadership could see census and conversion across all 14 facilities in real time.
"We're responding to referrals in minutes instead of hours. Our coordinators finally trust that nothing is falling through the cracks."
Renee ColemanVP of Admissions, Meadowbrook Senior Living
The difference in numbers
- Referral response time dropped from hours to under 15 minutes.
- Prior authorizations are tracked automatically, with zero missed follow-ups.
- Leadership reviews portfolio-wide census in a single Monday dashboard.
- Intake coordinators dropped two spreadsheets and one fax workflow.