How WeCare Transformed Operations with AraSync EHR
A Minnesota mental health and personal care provider reduced documentation time by 60% and achieved a 96% compliance score with AraSync
Client Overview
WeCare delivers mental health and personal care services across Central Minnesota and the Twin Cities metro area
Organization
WeCare is a multi-service healthcare organization providing Mental Health and Personal Care Services throughout Minnesota, with locations in St. Cloud, Waite Park, Sartell, Sauk Rapids, and the Metro/Twin Cities area.
Services Provided
ARMHS (Adult Rehabilitative Mental Health Services), outpatient therapy, CFSS (Community First Services and Supports), and adult day services across multiple program locations.
Organization Size
A multi-service organization with both field-based and office-based staff delivering care across Central Minnesota and the Twin Cities metro area.
EHR Platform
WeCare uses AraSync EHR daily to manage clinical documentation, visit verification, compliance tracking, and billing across all service lines.
The Challenge
Before AraSync, WeCare faced operational bottlenecks that slowed care delivery and threatened compliance
Manual Clinical Documentation
Providers spent hours each day writing progress notes, treatment plans, and assessments by hand or in disconnected systems. ARMHS and therapy notes required extensive detail, and manual entry left room for errors and inconsistencies that delayed supervisor approvals.
Error-Prone Compliance Tracking
Managing compliance across multiple service lines — ARMHS, outpatient therapy, CFSS, and adult day services — required tracking credentials, authorizations, and documentation requirements in spreadsheets. Expired credentials and missed documentation deadlines put the organization at risk during audits.
Disconnected EVV Systems
Electronic Visit Verification compliance required a separate system that did not integrate with clinical documentation or billing. Staff had to enter visit data in multiple places, creating duplication and discrepancies between EVV records and service notes.
Billing Denials from Documentation Gaps
Incomplete or inconsistent documentation led to billing denials and delayed reimbursements. Without automated checks between clinical notes and claims, revenue was left on the table and staff spent significant time on appeals and resubmissions.
No Unified View Across Programs
Each service line operated with its own tools and workflows, making it impossible for leadership to get a consolidated picture of organizational performance, staff productivity, or compliance health across all programs.
The Solution
AraSync provided WeCare with a unified, AI-powered platform purpose-built for their service lines
AI-Assisted Clinical Documentation
AraSync's AI Clinical Assistant helps providers expand brief session notes into comprehensive, compliant narratives for ARMHS progress notes, therapy notes, and assessments — cutting documentation time dramatically.
Integrated EVV with GPS Verification
GPS-verified check-in and check-out with electronic signatures, fully integrated with clinical documentation and billing. One system for visits, notes, and claims.
Automated Compliance Monitoring
Real-time compliance scoring across credentials, documentation, billing, and authorizations. Automated alerts for expiring documents and approaching authorization limits.
Mobile App for Field Staff
Native iOS and Android app gives ARMHS practitioners and PCA providers everything they need in the field — clock in, complete notes, capture signatures, and sync when back online.
The Results
Measurable improvements across documentation, compliance, and revenue within months of going live
What WeCare Says
A Single Platform That Actually Works
"Before AraSync, our providers were juggling three different systems just to document a single visit. Now everything — EVV, clinical notes, compliance tracking — lives in one place. Our ARMHS practitioners finish their documentation during the visit instead of spending their evenings catching up. The AI assistant has been a game-changer for note quality, and our compliance score went from something we worried about constantly to something we are genuinely proud of. AraSync understands how community-based mental health services actually work, and it shows in every part of the platform."
— Operations Director, WeCare
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