Adult Day Care Software & Billing
Participants, authorizations, half and full days and meals, billed to Medicaid plans or to families from one calm screen.
A center is a full day of services. Your software should keep up
An adult day center bills more than attendance. A participant may be approved for half days or full days, may also receive meals, and may be covered by a Medicaid plan while a neighbour at the same table pays privately. Each of those lines needs its own authorization and its own code before the money comes in.
Zeumatic gives every participant one record: coverage, documents, the plan's authorization and its approved units. AI reads an authorization the moment you upload it, and the center's team only confirms what was filled in. The services your center bills (half day, full day, meals, emergency response) are ready in a dropdown, so nobody types a code from memory.
Claims leave in the EDI 837 format through the Availity clearinghouse and come back reconciled; families who pay out of pocket receive invoices from the same place. Directors get the picture they need: what was billed, what was received, and which payer is late.
Running a center also means people coming and going: participants on vacation, in the hospital or between two authorizations. Zeumatic tells a pause from an ending, so a participant on hold is not billed and comes back without being re-entered, while one whose authorization truly ended stops appearing in the next billing run.
What you bill
Service codes ready in Zeumatic
- S5100S5100 – Adult Day Care (half day)
- S5101S5101 – Adult Day Care (full day)
- S5170S5170 – Meal Service
- S5160S5160 – Emergency Response
A center's billing week, simplified
- 1
Register participants
Add each participant once, with their plan and documents, or import your existing list. Everyone in the center works from the same record.
- 2
Track every authorization
Half-day and full-day approvals, meals and other services are read from the plan's paperwork and watched for expiry, so nobody attends on a lapsed authorization.
- 3
Bill plans and families
Medicaid days go out as claims through Availity, in batches or on a weekly schedule; private-pay participants get invoices.
- 4
See where the money stands
Payments are matched to claims automatically, rejections come back with their reason, and analytics show billed versus received for every payer.
Everything a adult day care business runs on
Available today, and what is coming next.
CRM
Client records, coverage, authorizations and documents in one place, with alerts before an authorization expires.
Claims & Billing
Medicaid and Medicare claims sent through Availity, payer responses reconciled automatically, and invoices for private pay.
AI Document Reading
Authorization PDFs and paper remittances read by AI and pre-filled for your team to review. No retyping.
Automations
Billing runs and recurring jobs scheduled on the days and times you choose, or run them on demand.
Analytics
Billed versus received, payer by payer, claims and clients over any period, plus a full audit log.
Daily Checks
Each day, Zeumatic lists what blocks billing: a missing payer code, an expiring authorization, a rejected claim.
- Coming soon
Marketing Tools
Reach referral sources and families with e-mail campaigns, and see where new clients come from.
- Coming soon
AI Assistant
Ask Zeumatic to do the work in plain English: find a claim, prepare a batch, sum up a payer's payments.
“We went from three separate systems to one. Billing, authorizations, and client management finally talk to each other.”
Maria Hernandez
Billing Manager, Francisco's Cafe
Questions we hear
Can Zeumatic tell half days from full days?
Yes. The adult day preset bills half days and full days under their own service codes, and the participant's authorization says which one, and how many, the plan approved.
Our center also serves meals. Are those billed separately?
They can be. Meals are a service of their own in the adult day preset, so a participant approved for meals gets a separate line from their day of care.
Some participants pay privately. Do we need another tool for them?
No. Private-pay participants are invoiced from Zeumatic, next to the participants whose plans are billed electronically.
Will the app call them clients or participants?
Participants. Zeumatic adapts its words to your industry, so screens, lists and reports all speak the language of an adult day center.
How do we know which participants cannot be billed this week?
The daily checks list them for you (an expired authorization, a missing plan code, a claim the payer rejected), sorted into what to fix, who to call and what to bill.
Can our staff use Zeumatic on a tablet at the front desk?
Zeumatic runs in the browser, on a computer, a tablet or a phone, with nothing to install. Each person signs in with their own account and role.
One platform for every care business
Ready to Transform Your Operations?
Bring your clients, claims, payments and routes into one place. Book a demo, or start your free trial today.