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Kaigo Intake
Clickable concept · sample data, no real uploads leave this page
Step 1 of 5

One signature covers everything

A short business associate agreement so we may see billing records, with a letter of authorization as its exhibit so your pharmacy and vendors can send records to us directly. You will not be asked to forward anything the pharmacy already has: once this is signed we request the statements and the services agreement from the pharmacy directly.

Business Associate Agreement (short form, pre-engagement audit)

1. Permitted use. Kaigo may use PHI received from the facility or, under the attached Letter of Authorization, from its pharmacies and vendors, solely to review pharmacy and vendor billing. Minimum necessary: statements, invoices, credit memos, census and payer records. Not clinical charts.

2. Prohibitions. No sale of PHI. No use of PHI to train or tune any model.

3. Safeguards. Security Rule compliance for electronic PHI.

7. Term. Ends at signature of a services agreement or in 90 days; PHI returned or destroyed.

Exhibit A, Letter of Authorization. Names Kaigo Health as the facility's authorized recipient of billing and contract records from [Pharmacy] and other vendors, for 90 days, revocable in writing.

Full text opens in the signing window. This is a summary for the concept.

Sign as the facility

Not signed. Nothing else on this page is required until this is done.

Step 2 of 5

Three documents unlock the first review

Any format is fine. PDFs are fine. Drop what you have; partial is better than nothing and the slot shows what is still missing.

Pharmacy statements / invoices, last 12 months Must

PDFs with the detail pages, from your AP files or the pharmacy portal. Two months is the bare minimum to start; six or twelve is optimal.
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Drop the PDFs here or click to choose files
Multiple files at once is fine
    Send this slot to
    Where these live
    1. Your AP files, or the pharmacy portal under Statements. Detail pages matter, not the summary page.
    2. Any months you have now; the rest we request from the pharmacy under the authorization.
    3. Older than 12 months is useful too (older claims are still alive for a while). Never dig for it; we ask the pharmacy.

    Census export, same 12 months Must

    The Detailed Census report from PointClickCare. Not the Daily Census Report, that is a one-day bed snapshot.
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      Exact clicks in PointClickCare
      1. Reports tab, Detailed Census (Admin, ADT / Profiles), Run Report.
      2. Period Type Yearly. Resident name and number blank, so it covers the whole facility.
      3. Check all sections and actions. Format CSV.
      4. Not the Daily Census Report.
      Screenshot of the report screen goes here in the real page.

      Resident insurance list Must

      The "Resident Insurance Setup" report from PointClickCare, for the same 12 months.
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        Exact clicks in PointClickCare
        1. Reports tab, search "insurance", open Resident Insurance Setup.
        2. Name blank. Payer Type All.
        3. Set Effective active as of to the full 12-month statement period, not today.
        4. Export CSV; PDF is fine too.
        The "as of" date is the step that gets missed; set to today it hides everyone who was discharged.
        Why speed matters
        30 dayspharmacy invoice dispute window in most contracts
        6 / 9 / 12 morecovery decays for some state and federal payers
        90 d to 18 momanaged-care plan dispute windows, plan by plan
        3 to 4 yearsstate statute of limitations ends contract claims
        Step 3 of 5 · optional

        Later, when convenient

        None of these block the first review. Each one opens another lane. Same buttons: hand it off, or tell us the vendor has it.

        Pharmacy services agreement + rate schedule Should

        The contract drawer. Lets us check every price against your contracted rates and use the contract's own credit and dispute clauses. If the pharmacy has it, we ask them.
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          What counts as complete
          1. Signed agreement.
          2. Schedule 3.1 or equivalent rate sheet.
          3. Any amendments or non-renewal notices.

          Managed-care plan contracts Optional

          Some plans owe drugs above your daily rate; the contract decides. Summaries are fine to start.
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            Where these live
            1. Your managed-care portal downloads, or the binder in the business office.
            2. The rate exhibits matter more than the body text.

            Vendor invoices, 6 months Optional

            Wholesaler, food, medical supply, DME, agency staffing. Opens the non-pharmacy lanes.
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              Tip
              1. Most wholesalers export invoices in batches; "80 at a time" is fine, send batches.
              2. An AP export from your accounting system replaces all of this if you can get it.
              Step 4 of 5 · optional

              Read-only PointClickCare access

              Lets us pull the monthly exports ourselves so you never have to again. The default roles hide the billing reports, so this takes a specific setup. Onsite with us is the easiest way.

              The role, exactly
              1. Admin, Security, Roles: New role, name it "Kaigo Read Only". Do not clone an existing template; cloning changes everyone on that template.
              2. Reports permissions: tick Census, Resident Insurance, Accommodation Revenue Reconciliation, Accounts Receivable. Everything under Clinical stays unticked.
              3. Create a user on that role. Tick Remote access, or the login works only inside the building.
              4. Two logins if two people at Kaigo will pull reports.
              This is the setup that took a site visit and four emails at the first building. Written down, it is fifteen minutes.
              How do you want to do it
              Step 5 of 5

              What happens next

              1. Day 0. Signature done. We send the authorization letter to your pharmacy the same day and take over chasing them.
              2. Day 1 to 5. Your three documents arrive here, or a delegate finishes the slots. You get one weekly summary, not a stream of emails.
              3. Day 10. First findings: what was billed to the building that a payer should have paid, with the line numbers behind every figure.
              4. Ongoing. Every month, one statement in, one report back.
              Your contact

              Lukas Klaiber, Kaigo Health
              lukas@kaigohealth.ai

              Concept

              The portal can never read a document

              Files go from the browser straight into a per-facility bucket the app can only write to. The app keeps counts, sizes and timestamps. Kaigo reads the documents from a separate identity that is not on the internet.

              flowchart LR
  A[Administrator or delegate
              unique link per facility
              per-slot delegate links] -->|signs| B[E-sign provider
              BAA + LOA, no PHI]
  A -->|PUT bytes, short-lived signed URL| D[(Cloud Storage
              one bucket per facility
              app role: object creator only)]
  A -->|metadata only| E[Cloud Run app
              Firestore: facility, slot status,
              file count, size, hash, time]
  E -->|signed upload URL| A
  E -->|weekly digest| A
  E -->|LOA + request| F[Pharmacy / vendors]
  D -.->|nightly copy, separate identity,
              no inbound network| G[(Google Drive
              facility folder
              where Kaigo works)]
  E -. never .-> D
              Security model
              • No accounts for facilities. One high-entropy link per facility, 30-day expiry, renewable, revocable. Per-slot delegate links carry a narrower scope. Every open is logged.
              • The app's storage credential is write-only. Cloud Storage role "Object Creator": it can create objects, not read or list them. A full compromise of the app cannot read a single invoice.
              • Bytes never touch the app server. The browser uploads directly to the bucket with a signed URL that lives five minutes and is bound to one object name and a size limit.
              • Metadata only in the database. Slot, count, bytes, hash, timestamp. No file names stored: the uploader sees names in their own session; the record shows "3 files, 4.2 MB, Sep 22". File names can carry a resident's name; not storing them keeps the database out of PHI.
              • Kaigo reads elsewhere. A scheduled job with its own identity, no inbound network, copies each bucket into the facility's Drive folder under the Workspace BAA. That is where the team works, as today.
              • Credentials for PCC are not stored in the MVP. Phone or onsite. A one-time reveal link is a later add, only if it earns its keep.
              Stack, effort, test
              • Cloud Run (Next.js) + Firestore + Cloud Storage, all inside the existing Google Cloud org and its HIPAA program. Drive stays the working surface. No second cloud.
              • DocuSign embedded signing for BAA + LOA; a BAA holds no PHI.
              • No internal dashboard. Kaigo gets a daily digest per facility from the metadata; the Drive folder is the truth.
              • One engineer, about a week and a half. Content week first: slot texts, PCC screenshots, the role recipe.
              • Paper test on the next two prospects before code: one email, one link, one Drive folder with three subfolders, DocuSign, LOA to the pharmacy on day one.
              • Success metric: days from link sent to minimum set complete. Baseline 13 to 20. Target median 5, 70% of links complete.