Case Study: Americas Home Health Goes Live on Pulse in Seven Weeks

Americas Home Health needed a single, reliable platform for intake and core marketing and CRM visibility. Madison Ave delivered a fixed-fee Pulse Quickstart that put structured intake, referral-source reporting, and a one-way HHAeXchange integration foundation into production, live seven weeks after contract start.

The stakes: intake is the business

Growing home health providers live and die by intake. Every referral that stalls in a spreadsheet or an inbox is a patient relationship and a revenue opportunity at risk, and leadership loses the line of sight it needs to manage marketing and conversion. Americas Home Health, a home health services provider, wanted that foundation set correctly from the start, not bolted on later.

The challenge

Americas Home Health needed a dependable system of record for how referrals and leads enter the business, convert, and connect to downstream operations. Without one, activity and referral sources are hard to track, conversion is difficult to measure, and intake depends on manual effort that does not scale. The provider also runs on HHAeXchange for downstream home health operations, so a new CRM could not stand alone. It needed a clean path to exchange patient identity with HHAeXchange without forcing a heavy, all-at-once integration.

The approach: a focused Quickstart

Madison Ave scoped a focused Quickstart rather than a broad, open-ended build: stand up core marketing and CRM first, prove the intake workflow in production, and lay a deliberate one-way integration foundation to HHAeXchange that a future phase can extend to full bidirectional exchange. Standard Pulse configuration was favored over custom work wherever it met the need, keeping the engagement lean and the platform easy to own after handoff. Bidirectional exchange, additional recruiting and onboarding workflows, and anything outside core marketing and CRM were deliberately held for a later phase to protect the timeline and the fixed fee.

What was delivered

• Structured intake in Pulse: an intake workflow so new client records follow a standardized path
• Core marketing and CRM reporting: a reporting suite and three dashboards built around lead tracking, activity, conversion, and referral-source visibility
• One-way HHAeXchange integration foundation: the patient profile is sent to HHAeXchange and the returned patient ID is stored on the Pulse record, connecting the two systems for future bidirectional exchange
• Source setup and data migration: source systems configured and existing data migrated so Pulse launched as a usable system of record
• Mobile configuration: the Pulse mobile app configured for day-to-day use on the go and in the field
• Secure, provisioned access: 7 users provisioned with appropriate profiles, permissions, and multi-factor authentication
• Enablement and go-live support: admin and end-user training, followed by a two-week hypercare window

The outcome

Americas Home Health went live on Pulse on schedule, within a fixed-fee Quickstart. The provider now has a single platform for intake and core CRM, reporting built around the marketing and conversion metrics that matter to leadership, and a live connection to HHAeXchange that establishes the foundation for deeper integration later.

Why it worked

Madison Ave solved for the operating model, not just the software. Sequencing a tight Quickstart, defaulting to standard configuration, and building the HHAeXchange link as a deliberate one-way foundation gave a growing provider a dependable core it can own and extend, without absorbing the cost and risk of a full integration before it was needed. Phase 1 delivers a working core today and keeps a clear, low-risk path to Phase 2.