Lead Your Facility.
Eliminate Survey, PBJ & Admissions Drag.
Stop losing 25+ hours a week auditing CMS Payroll-Based Journal (PBJ) nurse staffing logs, logging hospital intake packets in CarePort, verifying Medicaid Pending status, chasing attending physician orders in PointClickCare, and drafting Plan of Correction (PoC) audit trails. Get a healthcare-literate assistant supervised by your dedicated Project Manager at zero extra cost.
Focus on Resident Care, Families & CMS Star Ratings
Single Dedicated Project Manager
Your PM oversees daily task prioritization, audits intake packages, monitors PBJ reporting deadlines, and enforces strict SOPs.
Long-Term Care Stack Fluency
Native proficiency in PointClickCare (PCC), MatrixCare, CarePort, Allscripts, SimpleLTC, Smartlinx, and OnShift.
Strict Productive Time Billing
No healthcare staffing agency recruiter markups or bloated administrative payroll. Pay purely for productive minutes logged on facility admin.
Daily Native Fluency Across Essential SNF EHR, Hospital Intake, PBJ & Regulatory Software
What Your Nursing Home Administrator Virtual Assistant Executes Daily
Licensed Nursing Home Administrators (LNHAs), SNF Executive Directors, and regional long-term care operators should spend their prime energy touring resident halls, supporting bedside nursing staff, resolving family concerns, and preparing for state life safety and health surveys. Delegate the repetitive PBJ reporting, hospital referral logging, vendor credentialing, and billing inquiries to vetted operations specialists.
CMS PBJ Staffing Audits & HPRD Tracking
Protect your CMS Five-Star Quality Rating from mandatory staffing audit penalties. We reconcile daily punch timesheets in OnShift or Smartlinx against agency nurse invoices, calculating daily RN, LPN, and CNA Hours Per Resident Day (HPRD) before mandatory quarterly Payroll-Based Journal (PBJ) electronic submissions.
- ✔ Auditing agency nursing hours against contracted sign-in sheets and punch logs
- ✔ Monitoring minimum mandated RN coverage (8 continuous hours/day) and state CNA ratios
- ✔ Formatting XML/CSV data files for CMS QIES/CASPER quarterly upload windows
Hospital Referrals, CarePort & Bed Board Sync
Maximize your facility census and speed-to-admit. We monitor acute care hospital discharge portals (CarePort, Allscripts, Curaspan), assemble patient packet summaries, verify Medicare Part A days remaining, and coordinate room placements with the Director of Nursing (DON).
- ✔ Reviewing hospital clinical face sheets, medication MARs & PASRR Level 1 screenings
- ✔ Verifying Medicare spell-of-illness benefit days and commercial HMO pre-authorizations
- ✔ Updating PointClickCare (PCC) census boards, bed holds, and resident room transfers
Survey Readiness, F-Tag Logs & PoC Audits
Stay prepared 365 days a year for unannounced state Department of Health recertification and Life Safety surveys. We maintain your entrance conference binders, compile monthly QAPI quality indicators, and audit mandatory weekly documentation for state Plan of Correction (PoC) compliance.
- ✔ Updating the CMS-802 Matrix for Providers and CMS-672 Resident Census forms
- ✔ Compiling Quality Assurance and Performance Improvement (QAPI) monthly binder charts
- ✔ Logging state survey deficiency remedies and tracking staff in-service attendance rosters
Physician Credentialing & OIG/SAM Sweeps
Eliminate non-compliance citations from lapsed practitioner credentials. We audit attending physicians, nurse practitioners, physical therapists, and vendor staff for active state medical licenses, malpractice certificates, DEA certificates, and run monthly OIG LEIE and SAM exclusion list checks.
- ✔ Executing monthly OIG Exclusion (LEIE) and SAM.gov debarment sweeps for all staff
- ✔ Tracking medical director contract hours, monthly logs, and required committee meetings
- ✔ Reviewing 60-day and 90-day attending physician recertification visit schedules in PCC
Resident Trust Fund & Medicaid Pending Support
Protect facility cash flow and safeguard resident financial rights. We reconcile Resident Trust Fund (RFMS) petty cash balances against surety bond limits, compile required casework documents for county Medicaid Pending applications, and track private-pay room co-insurance invoices.
- ✔ Reconciling monthly Resident Trust accounts and generating quarterly balance statements
- ✔ Assembling bank statements, asset verifications & spend-down proof for Medicaid caseworkers
- ✔ Following up on managed care ADR (Additional Documentation Requests) and claim appeals
Grievance Intake, Incident Logs & Ombudsman Audits
Ensure full compliance with federal F-tag requirements for resident rights and safety. We maintain your central facility grievance register, track written resolution timelines (within mandated state windows), log incident/accident reports (falls, skin tears), and organize State Long-Term Care Ombudsman visit logs.
- ✔ Logging resident and family concerns in your central grievance tracking register
- ✔ Tracking 3-day and 7-day administrative written response deadlines for family complaints
- ✔ Collating monthly fall, infection, and incident trends for executive committee reviews
How SageDoer Works for Nursing Home Administrators
From hospital intake logging to quarterly CMS PBJ submissions—completely managed with zero supervisory overhead for facility directors.
Phase 1: Submit Requirements
Share your facility bed count, clinical EHR stack (PointClickCare, MatrixCare), staffing software (OnShift, Smartlinx), and specific operational bottlenecks via WhatsApp, Form, or Email.
Phase 2: Finalise the Deal
Our dedicated project manager reviews your facility's SOPs, executes a comprehensive Business Associate Agreement (BAA) and mutual NDA, and reviews role-based EHR user seats.
Phase 3: Expert Execution
Your project manager coordinates your virtual assistant daily, spot-checking PBJ audit sheets, verifying credential renewals, auditing grievance logs, and enforcing deadlines.
Phase 4: Pay Only for Output
We log and charge exclusively for the assistant's actual working hours. Your dedicated project manager's compliance and QA supervision is 100% free.
Simple, Predictable Hourly Rates. No Retainers.
Pay strictly for hours of real long-term care operational support. Your dedicated Project Manager's oversight is 100% free.
Part-Time
Perfect for standalone 40–80 bed skilled nursing facilities or assisted living centers needing weekly PBJ audits, vendor credentialing & referral logging.
- ✔ Pay only for hours of pure work
- ✔ Dedicated Project Manager included
- ✔ Free management supervision
- ✔ Zero setup or onboarding fees
- ✔ No monthly membership charges
Full-Time
For busy 100+ bed skilled nursing centers, multi-building campus operations, subacute rehab facilities & corporate LTC management groups.
- ✔ Pay only for hours of pure work
- ✔ Dedicated Project Manager included
- ✔ Free management supervision
- ✔ Zero setup or onboarding fees
- ✔ No monthly membership charges
Why Nursing Home Administrators Choose SageDoer
Freelance marketplaces and staffing agencies force busy healthcare administrators to train unvetted freelancers on PointClickCare and CMS guidelines. SageDoer delivers fully supervised technical support.
| Feature | Traditional Staffing / Freelance Boards | The Smart Choice: SageDoer |
|---|---|---|
| Platform & Placement Fees | Up to 40% in hidden markups, recruiting fees, and monthly subscriptions | 0% Hidden Fees. Pay strictly for hours worked. |
| Daily Team Management | You must juggle and supervise remote workers between resident family meetings | Dedicated Project Manager acts as your single point of contact |
| Quality Assurance | Hit-or-miss talent with no background in PCC, PBJ, F-tags, or Medicare/Medicaid | Internally vetted, rigorously trained long-term care operational specialists |
| Hiring & Deployment Speed | Endless cycles of interviewing and testing candidates during acute census crunches | Instant delegation. We immediately assign the right specialist. |
| Billing & Invoicing | Complex, multi-freelancer invoices with currency headaches for facility accounting | Simple, unified, centralised USD invoicing |
| Staff Turnover & Replacements | Start the hiring and onboarding process all over again when an assistant quits mid-quarter | Seamless internal replacements with zero facility workflow disruption |
Trusted by Independent Skilled Nursing Centers & Regional LTC Operators
Hover over any card to pause the review stream
"CMS Payroll-Based Journal (PBJ) quarterly reporting used to consume two full weeks of my time auditing agency nursing invoices and punch logs in OnShift. My SageDoer assistant reconciles daily agency timesheets, verifies RN continuous hours, and prepares the quarterly CMS submission flawlessly. It saved my sanity and protected our Five-Star Staffing rating!"
"Speed-to-admit is critical when local trauma hospitals discharge patients at 4:30 PM. Our SageDoer assistant monitors CarePort and Allscripts referrals, pulls the clinical face sheets, verifies Medicare Part A benefit days, and updates our PointClickCare bed board. Our average admission conversion rose from 58% to 76% in four months."
"State health department survey readiness used to feel like a ticking time bomb. SageDoer maintains our monthly QAPI binders, tracks mandatory staff in-service attendance, and updates our F-tag deficiency audit logs in SimpleLTC. When state surveyors walked in unannounced last month, our entrance conference binders were ready in 15 minutes."
"Tracking physician credentials and OIG/SAM exclusion checks for 45 attending doctors and therapists was a full-time headache. Having a dedicated PM oversee our credentialing checks, Resident Trust Fund reconciliations, and Medicaid Pending casework at $6/hour has saved our facility over $50,000 in office payroll."
Frequently Asked Questions
Clear answers on how our managed virtual assistants support licensed nursing home administrators, SNF operators, and long-term care management organizations.
Ready to streamline your facility administration?
Tell us about your facility bed size, electronic health record system (PointClickCare, MatrixCare), staffing software, and primary operational bottlenecks. We’ll structure a tailored long-term care support workflow within 24 hours.
Request Your Nursing Home Administrator Assistant
Fill out the quick form below. Our healthcare operations team responds within 2 hours.