Senior Care and Living

AI for Senior Care and Living

Where care delivery ends and billing begins.

INDUSTRYSenior Care LivingAI Agent LayerCloses coordination gaps across your operationsRecordsERP, EHR anddata sourcesSchedulingShifts, tasks andworkflowsBillingFinance, AR andrevenue cycles
01. Why AI Matters

Why AI Matters Here

Senior living communities run on thin margins and labor-intensive workflows, with billing, scheduling, compliance, and resident data spread across systems that do not connect automatically. Coordination between those systems falls to your staff. That coordination time is what AI addresses, not the care itself.

As resident acuity rises and care staff remain difficult to hire, the administrative load grows alongside it. Tayana builds AI agents that work alongside your existing EHR, scheduling, and billing platforms to return that time to the people who should be spending it with residents.

02. Operational Challenges

Where Staff Time Goes

Billing Reconciliation

Care level changes recorded in your EHR frequently do not reach billing in time. Finance coordinators spend 8 to 12 hours at month-end identifying unbilled services and correcting charge errors before statements go out.

Shift Call-Out Coverage

When a caregiver calls out, the scheduling coordinator manually contacts the availability list one contact at a time. A single call-out can consume 30 to 60 minutes of coordination time, and most communities manage several per week.

Incident Documentation

Incident reports, care notes, and state-required documentation are entered manually across multiple systems. Directors spend significant time tracking missing entries before surveys and audits, not reviewing outcomes.

Lead Follow-Up and Inquiry Management

Sales counselors manually track inquiry lists and follow up inconsistently when occupancy demands compete for their attention. Prospective residents and families move on when first response is slow.

03. Qualification

Who This Is For

Good FitNot a Good Fit
You operate one or more communities with stable billing, scheduling, and compliance workflows already in place.You are mid-implementation of a new EHR or financial system with no stable operational baseline yet.
You have a care or property management platform and want AI to work alongside it, not replace it.You expect full automation with no human oversight of decisions affecting residents or staff.
You have recurring, high-volume processes where staff coordination time is disproportionate to the task complexity.Your recurring exception volume is very low, fewer than 20 incidents or billing variances per month.
You are ready to pilot one process before committing to a broader deployment.You are looking for AI to resolve an occupancy problem that originates in pricing, product fit, or market positioning.
04. AI Applications

Where AI Agents Work

Finance and Billing

  • Billing variance agent: monitors care level changes in the EHR daily, flags unbilled service variances, and surfaces them to the billing coordinator before month-end close.
  • AR follow-up agent: contacts responsible parties on aging balances by phone or message, logs responses, and escalates unresolved accounts.

HR and Staffing

  • Call-out coverage agent: when a shift is vacated, the agent works the approved availability list, contacts qualified staff by their preferred channel, logs responses, and presents the coordinator with a filled shift or a clearly flagged gap.

Sales and Occupancy

  • Inquiry follow-up agent: contacts prospective residents and families on a defined cadence after an inquiry or community tour, logs engagement, and surfaces warm leads to the sales counselor.

Compliance and Regulatory

  • Survey readiness agent: monitors documentation completeness across care plans, incident reports, and staff certifications, and produces a daily gap report for the administrator or director of compliance.
05. Results

What Changes With AI

Billing Reconciliation

Before: A billing coordinator spends 8 to 12 hours at month-end finding unbilled services across care level changes, ancillary charges, and service upgrades entered in the EHR but not yet invoiced.

After: The agent surfaces variances daily as care records change. Month-end review takes under 2 hours, and unbilled revenue is recovered within days, not at statement time.

Shift Call-Out Coverage

Before: Each call-out requires 30 to 60 minutes of manual outreach. Weekend and overnight call-outs fall to on-call managers working through the same manual process.

After: The coverage agent contacts qualified staff within minutes of a call-out and fills most shifts without coordinator involvement. Human decision is required only when no qualified coverage exists.

Figures shown are representative of outcomes in comparable implementations.

06. Agent Screens

What the agents look like

Representative screens showing how AI agents surface data and present decisions to your staff. Click any card to see the full view.

Finance

Operations Dashboard

Billing variances, census alerts, and AR aging surfaced in one view for your finance coordinator.

Finance

Revenue Leakage Detection

Care level changes that have not yet reached billing, flagged daily before month-end close.

HR

Voice AI Shift Coverage

Call-out coverage agent working the availability list, logging responses, and filling the shift.

07. Engagement

How an Engagement Begins

Phase 1: AI Foundation Training

1 to 3 weeks

Your operations, billing, and care management teams attend structured sessions before any solution is proposed. Staff identify their own friction points and generate real use cases from inside the organization.

Phase 2: AI Readiness Assessment

2 to 3 weeks

We review your workflows, systems, and data environment and deliver a prioritized use case list with an honest view of what is ready to automate and what is not.

Phase 3: Pilot Deployment

6 to 8 weeks, From $10,000

One process. One agent. Your real environment and your real data. You measure results before committing to anything beyond the pilot.

08. Questions

Common Questions

Will AI agents work with PointClickCare, MatrixCare, or Eldermark?

Yes, in most cases. We build agents that read from and write to your existing platforms through API connections or structured data outputs. Your EHR is not replaced or modified.

How long does a senior care AI pilot take?

A single-process pilot runs 6 to 8 weeks from kickoff to live operation. Most clients see measurable time savings within the first 30 days of the agent running in production.

Do AI agents require access to resident health data?

Only when the process requires it. Billing and scheduling agents typically work with operational data only. Any access to clinical records is scoped and disclosed during the readiness assessment before any build begins.

What happens when an agent encounters a decision it cannot resolve?

The agent escalates to a human with full context attached. Every agent we build includes defined escalation thresholds. Staff are never removed from decisions that require judgment.

Is this HIPAA compliant?

Compliance obligations depend on how the agent processes and stores data. We flag every HIPAA consideration during the readiness assessment and build within your existing security and permissions model wherever possible.

How much does a senior living AI pilot cost?

Pilot engagements start from $10,000 depending on process complexity and integration requirements. That investment covers one process, one agent, and the readiness assessment that precedes it.

How much time does implementation require from our team?

Your team participates in 2 to 3 structured sessions during the implementation period. Ongoing oversight after go-live is typically 2 to 4 hours per month per deployed agent.

Ready to Take the Next Step

Book a thirty-minute call. We will confirm whether your situation is a fit and what the right starting point is, whether that is the AI Adoption Accelerator, a readiness assessment, or a direct pilot.

Book a Call
Agent screen