ACUTE CARE NURSING FACILITY
Run a Sub-Acute Facility on the Clock the Hospital Just Handed You
A 4 PM admission for IV vancomycin, a wound VAC, and intensive rehab lands in one record on GlaceEMR and GlaceRCM, with the 5-day MDS driving PDPM live and an institutional billing team that hits 95%+/99%+ results*, at a percentage of collections with no base fees.
*Of payer-allowed amounts.
WHAT WE HEAR FROM SUB-ACUTE MEDICAL DIRECTORS
The EMR Was Built for the Long Stay, Not the Short One
A sub-acute facility is not a long-stay building. Patients arrive straight from the hospital for IV antibiotics, wound care, ventilator weaning, and intensive rehab on a count-down clock toward a target discharge. The EMR most facilities run was built for custodial care or for ambulatory practice, and neither was tuned for the clinical intensity and PDPM math your floor runs. Four pains come up in the first thirty minutes of every discovery call.
The 5-day MDS clock is invisible until late
The 5-day assessment drives the PDPM rate for the whole Part A stay. When the MDS is a back-office task worked on day four, the chart lacks the GG data the assessment needs, and the rate lands softer than the stay deserved.
Complex-medical work lives on paper
The IV-antibiotic flowsheet is a Word doc, the wound diagram is a printed body sheet, and the vent record is on the RT’s clipboard. The DON walks three units to know what is happening with five high-acuity patients.
Concurrent review eats your week
Managed-Medicare plans review every Part A stay every three to seven days, each wanting a different evidence packet. The case manager loses Tuesdays and Thursdays to faxed packets, and the dollars parked in review limbo exceed a week of payroll.
Triple-check is a Friday project
Billing pulls MDS, documentation, and therapy minutes into a spreadsheet and chases the gaps back to the floor. The week the MDS coordinator is out, the triple-check slips, the 837I goes out behind cycle, and revenue pacing slides.
GLACEEMR FOR ACUTE CARE NURSING
An EMR Built for the Short Stay
GlaceEMR is ONC-certified, with 30+ years of company history behind it, and the sub-acute configuration is wired in before training starts: PDPM-driven MDS, IV-antibiotic flowsheets, wound mapping, ventilator-weaning protocol, intensive rehab tracking, and the discharge-date clock. Every capability below ships today. The chart your team opens on day one already knows the short-stay workflow.
5-day MDS engine driving PDPM live
The 5-day, significant-change, and discharge MDS and PDPM classification are visible from admission. GG functional scoring, Section K nutrition, and Section O therapy minutes populate from the documentation the floor produces, and the HIPPS code firms up as the picture does.
IV-antibiotic flowsheet with renal dosing
Structured IV-antibiotic management with peak and trough capture, creatinine-clearance dosing checks, line-day tracking, and a daily indication review. The vancomycin patient on day six has one flowsheet the pharmacist, prescriber, and floor nurse all read.
Wound VAC and complex wound mapping
Body diagram with wound, pressure-injury, and wound-VAC mapping. Measurements, staging, tunneling, exudate, and dressing-change documentation trend across the stay, so the medical director sees response without flipping through a binder. The reassessment alert fires before the next measurement goes overdue.
Ventilator weaning and respiratory tracking
For vent and trach patients, the respiratory flowsheet carries FiO2, PEEP, mode, tidal volume, and weaning-trial duration alongside the pulmonary consult. The RT documents in the same chart the medical director rounds in, and the wean protocol structures the daily plan instead of a clipboard.
Transitional-care intake at admission
The hospital-to-facility transition defines the stay. Structured medication reconciliation, care-plan establishment from the hospital record, Braden and Morse on admission, and GG functional baseline land in the chart at hour one of admission, not by hour 48, with the ADT handoff arriving electronically rather than by faxed cover sheet.
Multi-disciplinary rounds and survey readiness
Monday and Thursday rounds run from one shared screen for the medical director, DON, MDS coordinator, therapy lead, case manager, and pharmacy, with the care plan updating live. F-tag tracking, mock-survey tools, and QRP measures reconcile against the same MDS and progress-note data the floor lives in.
Included with GlaceEMR vs usually an add-on
When you price out another facility EMR, count what is included before you compare the headline number. The rows below are separate vendors and bolt-ons almost everywhere else, each with its own login and its own renewal. They ship with GlaceEMR, with no tier games and no surprise line items.
| Capability | Most facility EMRs | GlaceEMR |
|---|---|---|
| MDS engine and PDPM classification | Separate application | Included |
| eMAR with barcode and controlled-substance counting | Third-party eMAR | Included |
| Wound documentation and body diagrams | Separate wound vendor | Included |
| Hospital ADT, discharge summaries, inpatient results | Interface fee | Included (15+ hospitals) |
| GlaceOffice administration suite (HR, PTO, credentials) | Separate subscription | Included, free for clients |
| Native iOS and Android apps, family portal, bilingual handouts | Add-on licenses | Included |
Real-time census, a bed-management board, ADT workflows, isolation-status tracking, and discharge planning all run from one chart, so the SaaS list the office manager prints out stops being longer than the salary of two CNAs you would rather have on the floor. Role-based access (CNA, LPN, RN, MDS coordinator, therapist, prescriber, biller, administrator) and full audit run throughout, on single-tenant hosting with LUKS encryption at rest.
FROM ADMISSION TO PAID
One Part A Path, Tracked End to End
The floor documents the admission, the MDS classifies PDPM from that same documentation, triple-check reconciles MDS, supporting notes, and therapy minutes before the claim drops, and your billing team works the 837I and the concurrent review to resolution. One record and one team carry the dollar from the bedside to the deposit, so nothing falls through a handoff between four different vendors.
GLACERCM FOR ACUTE CARE NURSING
Institutional Billing That Knows PDPM and Part A
GlaceRCM bills your claims in your EMR or ours, at a percentage of collections with no base fees. We would rather run it on our platform, where triple-check sees the full chart, but if you are staying on your system our team works your claims there. The institutional service is built for the 837I and UB-04 lifecycle, MDS-driven PDPM, Part A short-stay billing, and concurrent review.
95%+
First-pass claim adjudication on institutional 837I submissions. Most claims pay on the first submission, with no rework and no calendar lost to denial follow-up.
99%+
Collection rate of payer-allowed amounts*. The dollars Medicare and managed-care payers contractually owe the facility actually arrive, because we work the queue to resolution.
$0
Implementation fee, setup charge, and monthly minimum. We get paid when you get paid, so our interests and the facility’s line up from the day the contract is signed.
*Of payer-allowed amounts.
837I and UB-04 as the primary workflow
POS 31 SNF claims, MDS-driven HIPPS coding, revenue codes, occurrence codes, span dates, benefit exhaustion, and lifetime reserve days run inside one system, not a retro-fit from professional billing.
Triple-check as a workflow, not a spreadsheet
Triple-check runs before every Part A claim drops, reconciling MDS, supporting documentation, therapy minutes, physician certifications, and authorization status. The 837I goes out on cycle instead of behind it.
Concurrent review assembled from the chart
Managed-Medicare and Medicare Advantage reviews assemble on a calendar the case manager and biller share, with the preferred evidence packet per plan. The case manager stops losing Tuesdays to packet preparation.
Denials worked, not abandoned at 90 days
Continued-stay denials and back-billing fights get worked to resolution. A write-off happens only when you sign off, and the dashboard shows where every disputed dollar stands today.
Percentage of collections, no base fees. Provider credentialing, payer enrollment, concurrent-review packet assembly, denial follow-up, and the family call center are part of the service, not separate line items. You get a named billing specialist who knows institutional Part A revenue and your managed-Medicare mix, not a ticket queue, and the percentage you pay tends to cover itself out of the dollars a busier biller was quietly writing off.
AI AND FAMILY ENGAGEMENT
The Documentation, the Coding, and the Phones
Every AI capability is a suggestion your prescriber reviews and selects. Notes wait for a signature and codes wait for approval before either reaches a claim. The AI is built on HIPAA-compliant infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, with multi-vendor architecture that preserves operational redundancy and keeps the platform improving over time.
GlaceScribe
Ambient notes structured the way sub-acute rounds run, with the prescriber visit, progress note, and transition note drafted from the conversation. Up to four speakers, English and Spanish patient-facing. Progress notes stop slowing rounds down, and the documentation finishes when the visit finishes.
GlaceIQ
30+ AI features tuned to the floor: GG documentation prompts at admission, ICD-10 suggestions at signing, sepsis surveillance against vitals and labs, and rehospitalization-risk flags. You review and select each one before it touches the chart.
GlacePhoneSmart
An AI phone agent answers as your facility in English or Spanish, takes referral and family calls, routes urgent calls to the on-call nurse, and surfaces voicemail summaries, so the unit clerk stops fielding the same discharge-status question twice a day.
A practice-branded family portal, mobile app, SMS, and email round out the stack, with English and Spanish on every family-facing surface. Family members track the path to discharge, get change-of-condition notifications, and complete advance-directive and discharge-planning paperwork in the portal they learned at admission, so the front desk stops being the place families call and becomes the place they check.
SWITCHING IS EASIER THAN YOU THINK
Coming From Another Facility EMR
Most acute care nursing facilities we onboard are leaving a long-stay EMR that was never tuned for sub-acute intensity, an ambulatory EMR retro-fit for institutional use, or a stack of bolt-ons holding the wound, the MDS, the eMAR, and the family portal together. The transition is the part the administrator dreads most, and the part we have done hundreds of times. Implementation is $0, data migration is included, and your account manager runs the move and stays your account manager after go-live.
DAY 1
A facility chart that already looks like yours
Your team logs in to migrated resident history, active problem lists, current medications, MDS history, and care plans, with the sub-acute configuration already wired in: 5-day MDS engine, IV-antibiotic flowsheet, wound-VAC mapping, ventilator protocol, and the eMAR with controlled-substance counting. EMR go-live happens in under two weeks. The first shifts run slower because the workflow is new; by the end of the day the floor’s hands start to remember where everything lives.
DAY 30
Charting faster, claims flowing
Charting is faster than on the old system because the templates match how the floor documents, and GlaceScribe carries prescriber visits. Your first month’s MDS submissions have closed cleanly, the first triple-check has run on a real Part A claim, the first 837I submissions are on the dashboard with first-pass holding above 95%, and the first concurrent reviews have closed with the managed-Medicare plans.
DAY 90
The switch starts paying for itself
Your first quarter’s institutional dashboard shows cleaner Part A claims, faster posting, fewer denials parked in the 60-to-90 bucket, and concurrent-review approval rates that hold across managed-Medicare plans. The PDPM picture matches the documentation the floor produces, rehospitalization data and QRP measures run from the same structured data, and GlacePhoneSmart has visibly cut unit-clerk call volume. The conversation turns from migration triage to optimization.
Data migration covers historical records, documents, images, active diagnoses, current medications, allergies, MDS history, care plans, and outstanding orders, handled by Glenwood from your prior vendor’s export in 3 to 5 business days, so your staff does not clean charts and the census transfers intact. The RCM transition runs 4 to 8 weeks with payer enrollment in parallel, and we recommend a 30-to-90-day overlap with your previous vendor while the new chart proves itself. Training is delivered in pieces around real building operations, not a multi-day block that thins floor coverage. Glenwood has been independent and privately held since 1994, when our founder helped his physician wife acquire a private practice in Connecticut: 30+ years in market, no outside investors. Support runs 7:00 AM to 8:00 PM Eastern on weekdays, with 24×7 on-call coverage for urgent issues, so the facility with a problem at 6:30 AM Pacific still reaches a person.
WE KNOW YOUR CODES
We Have Billed Your Mix Before
Your team already knows the codes that drive a sub-acute stay. We have built the workflows, the scrubber rules, the documentation prompts, and the denial templates around them, so the reimbursement you earned is the reimbursement you collect. The list below is the short version of what runs every day inside the platform for an acute care nursing facility:
- MDS-driven HIPPS codes: PDPM classification on every 5-day and significant-change assessment
- Revenue codes 0022, 0120, 0190, 0420, 0430, 0440: SNF Part A institutional billing
- POS 31: skilled nursing facility place of service
- Z47.- and Z48.-: aftercare and post-procedural follow-up
- L89.- categories: pressure injury staging by site
- J96.- categories: respiratory failure and ventilator dependence
- I69.-, S72.-, M16.-: post-stroke, post-fracture, and post-arthroplasty rehab diagnoses
- 837I / UB-04: institutional claim format for every Part A submission
QUESTIONS WE HEAR EVERY WEEK
Acute Care Nursing Facility FAQ
Short answers below; the longer conversation happens on the demo. Tap any question to expand the answer.
Does GlaceEMR handle PDPM classification and the 5-day MDS natively?
Yes. The 5-day MDS, the significant-change MDS, and PDPM component classification run inside the chart, not in a separate add-on application your coordinator alt-tabs into. GG self-care and mobility items, Section K nutrition, Section O therapy minutes, and the rest of the structured assessment populate from the documentation the floor produces. The PDPM HIPPS code that drives the rate is generated against the same data the triple-check reconciles, so the assessment that drives care drives an accurate Part A rate. Significant-change assessments fire when the clinical picture warrants. Most facilities that switch see their first month’s MDS submissions close cleanly inside the new workflow, and the case-mix index climbs as the documentation catches up with the care the building was already delivering.
How does GlaceRCM handle Part A institutional billing and concurrent review?
The 837I and UB-04 lifecycle is the primary workflow, not a retro-fit from professional billing. POS 31 SNF claims, MDS-driven HIPPS coding, revenue codes, occurrence codes, span dates, benefit exhaustion, and lifetime reserve days all run inside one system. Triple-check runs as a workflow before every Part A claim drops, reconciling MDS, supporting documentation, therapy minutes, physician certifications, and authorization status. Managed-Medicare and Medicare Advantage concurrent reviews assemble from the chart on a calendar the case manager and the biller share, with the preferred evidence packet per plan. Continued-stay denials and back-billing fights get worked to resolution, not abandoned at the 90-day write-off. We operate at 95%+ first-pass claim adjudication and 99%+ collection rate of payer-allowed amounts across our active client base.
Is GlaceScribe HIPAA-compliant, and where does the AI run?
Yes, fully HIPAA-compliant. GlaceScribe runs on HIPAA-compliant AI infrastructure from Amazon, Google, Anthropic, Deepgram, ElevenLabs, and other enterprise AI providers, all under business associate agreements. The multi-vendor architecture preserves operational redundancy, so a single upstream incident does not stop visits. Up to four simultaneous speakers are supported, English and Spanish patient-facing, and all coding and order suggestions surface for prescriber review before any signing. Nothing reaches the chart until the prescriber approves it, and nothing carries a signature until the prescriber signs it. Audio is processed in transit, the resulting note is stored in your single-tenant chart database, and the data never trains a shared model that mixes your residents with anybody else’s. Encryption in transit and LUKS full-disk encryption at rest are in production.
What does GlaceRCM pricing actually look like, and can we keep our EMR?
You pay a percentage of what we collect, with no base fees, no implementation charges, no setup fees, and no monthly minimums. The exact percentage depends on your payer mix, your Part A vs Part B split, your managed-Medicare concentration, and your volume, and you will have it after a 20-minute discovery call. We would rather run the full bundle, because the billing quality depends on a tight integration with the chart, and about 98% of Glenwood clients choose that path. But we are flexible: if you want to keep your current EMR, our billing team will work your claims in your EMR or ours. You will not see surprise line items for credentialing, concurrent-review packet assembly, denial follow-up, statements, or the family call center, because all of that is part of the service. The 95%+ first-pass adjudication and 99%+ collection rate of payer-allowed amounts are how we operate across our active client base.
How long is implementation, and what does training look like?
You go live on the EMR in under two weeks. Your RCM transition runs 4 to 8 weeks alongside payer enrollment. We handle your data migration in 3 to 5 business days, so your staff does not have to clean charts. Your prescribers, MDS coordinators, therapy leads, and floor nursing train in pieces around real building operations, not in a multi-day block that thins coverage: a 2-to-4-hour core clinical session per role, then targeted follow-ups for MDS workflows, eMAR, wound documentation, mobile, and the AI documentation tools on whatever cadence works. Every role gets unlimited online training during onboarding, and it stays available for new hires later. We recommend keeping your previous vendor running alongside us for 30 to 90 days, and the account manager who runs your migration is the same one who picks up the phone in month six. Support runs 7:00 AM to 8:00 PM Eastern on weekdays, with 24×7 on-call coverage for urgent issues.
“[Specialty-specific testimonial quote, replace with verified Acute Care Nursing Facility medical director quote or remove this card.]”
[Physician Name, MD]
[State]
If you carry adjacent populations, see how GlaceEMR runs SNF and nursing home, long-term care, physical and occupational therapy, and geriatrics.
See What Glenwood Can Do for Your Practice
A 20-minute working call. We show you the platform on your specialty’s actual workflows, not a generic demo.