Assisted Living Software & Medicaid Billing
Every resident's coverage, authorization and claim in one place, per diem or monthly, with payments that reconcile themselves.
Residents stay for months. So do their authorizations
In an assisted living facility, billing is steady but unforgiving. A resident covered by a Medicaid long-term care plan is authorized for assisted living services by the day or by the month, sometimes alongside personal care or meals, and each renewal has to be on file before the next claim leaves. One missed renewal can hold up weeks of payment.
Zeumatic keeps each resident's coverage and authorizations on a single record and reminds your office before one runs out. When the new authorization arrives, upload it: AI fills in the service, the dates and the units, and staff confirm. The service codes a facility bills (per diem, monthly, personal care, meals) come ready in a dropdown.
Claims go to the plan through the Availity clearinghouse in the standard 837 format. Remittances and acknowledgments come back on their own and land on the right claim, and a full audit log records who changed what, useful the day a surveyor or an owner asks.
Owners and administrators rarely run a single building. Zeumatic lets one account hold several facilities, each kept apart with its own residents, claims and team, while the owner switches between them and compares what each one has billed and collected.
What you bill
Service codes ready in Zeumatic
- T2031T2031 – Assisted Living (per diem)
- T2030T2030 – Assisted Living (monthly)
- T1019T1019 – Personal Care
- S5170S5170 – Meal Service
The resident billing cycle
- 1
Move-in
Create the resident's record with their plan and documents. Coverage and authorization status are visible to the whole office from day one.
- 2
Authorization on file
Upload the plan's authorization; AI reads the dates and units, your team checks them. Zeumatic flags renewals before they lapse.
- 3
Monthly or daily claims
Claims are created per day or per month, depending on how the plan pays you, and sent through Availity in one batch.
- 4
Reconcile and report
835 payments post against each claim automatically; analytics show what every plan owes and has paid.
Everything a assisted living 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.
Daily Checks
Each day, Zeumatic lists what blocks billing: a missing payer code, an expiring authorization, a rejected claim.
Analytics
Billed versus received, payer by payer, claims and clients over any period, plus a full audit log.
Automations
Billing runs and recurring jobs scheduled on the days and times you choose, or run them on demand.
- 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.
“Every claim is tracked from submission to payment. I see what's paid, denied or still pending without calling the payer.”
Laura
Billing Manager, TLC Nursing Registry
Questions we hear
Can we bill assisted living per day and per month?
Both. The assisted living preset carries a per-diem code and a monthly code, and each resident is billed the way their plan's authorization reads.
Do residents' personal care services go on the same claim?
Personal care and meals are services of their own in the preset, so they are billed under their own codes when the resident's authorization covers them.
Who in our facility can see resident records?
Only your company's team, and each person only as far as their role allows. Data is hosted on Google Cloud under a Business Associate Agreement, and every facility signs Zeumatic's BAA inside the app.
How do we prepare for an audit?
Every change to a resident, an authorization or a claim is written to the audit log with who made it and when, and each claim keeps its full status history.
We run two facilities. Can one person see both?
Yes. Each facility is its own company in Zeumatic, with its own residents and team, and one person can belong to both with a different role in each.
Can resident records be imported from our current system?
Residents can be imported from an Excel or CSV export, then completed with their coverage and authorizations as the paperwork comes in. Nothing has to be retyped by hand.
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.