matrixcare user manual
MatrixCare User Manual: A Comprehensive Guide (Updated 01/22/2026)
Today’s date is 01/22/2026 19:05:59 (). This manual details MatrixCare’s features,
integrations with Health Gorilla, and robust clinical/financial management capabilities for optimal care delivery.
MatrixCare, formerly known as Brightree, represents a significant advancement beyond traditional Electronic Health Records (EHR) systems. It’s a comprehensive platform designed to streamline operations and enhance the quality of care across various post-acute care settings. This user manual serves as a detailed guide to navigating and utilizing the full spectrum of MatrixCare’s functionalities.
The system’s core strength lies in its ability to seamlessly integrate clinical, financial, and operational aspects of care delivery. A recent partnership with Health Gorilla, leveraging their Patient360 product, has dramatically improved data exchange capabilities, facilitating access to comprehensive clinical data. This integration has already resulted in the exchange of over 5 million documents across numerous care sites, including PruittHealth and Saber Healthcare Group.
MatrixCare empowers clinicians with tools for complete and compliant documentation, from point-of-care charting via mobile apps (iOS/Android) to robust reporting and analytics. The platform’s investment in implementation and onboarding ensures a smooth transition and maximizes user adoption.
What is MatrixCare?
MatrixCare is a leading post-acute care software solution designed to optimize operations for home health, hospice, skilled nursing, life plan communities, and other care settings. It’s more than just an EHR; it’s a unified platform connecting clinical documentation, revenue cycle management, and data analytics.
The system facilitates seamless data exchange, notably through its partnership with Health Gorilla and their Patient360 platform. This allows for the efficient access and integration of comprehensive clinical data, demonstrated by the exchange of over 5 million documents across numerous facilities.
MatrixCare’s mobile app enables point-of-care documentation, functioning both online and offline, promoting timely communication and reducing reliance on paper records. It supports critical compliance tracking, including PDPM and MDS 3.0, and provides powerful analytic solutions, dashboards, and KPI tracking for informed decision-making.
Key Features and Benefits
MatrixCare delivers a comprehensive suite of features, beginning with robust clinical management tools. These include point-of-care documentation via a user-friendly mobile app (iOS/Android) offering both online and offline functionality, alongside streamlined resident/patient management and customizable care planning.
Financial and operational benefits are realized through its Revenue Cycle Management (RCM) solutions, simplifying the billing process from intake to payment. Powerful reporting and analytics, including KPI tracking and insightful dashboards, empower organizations to make data-driven decisions.
The integration with Health Gorilla’s Patient360 enhances data interoperability, while features like order management and customizable user roles further optimize workflows. Ultimately, MatrixCare aims to empower clinicians with complete, compliant documentation and improve overall care quality and efficiency.
Getting Started with MatrixCare
This section guides users through initial login procedures, navigating the system interface, and completing essential system setup steps for seamless operation.
User Login and Security
Accessing MatrixCare requires a unique username and password, assigned by your organization’s administrator during the initial setup process. Upon first login, users are prompted to create a strong, personalized password adhering to specified complexity requirements – typically including a mix of uppercase and lowercase letters, numbers, and symbols.
MatrixCare prioritizes data security, employing multi-factor authentication (MFA) options for enhanced protection against unauthorized access. Regularly changing your password is crucial, and avoid reusing passwords across multiple platforms. The system automatically logs out inactive sessions after a predetermined period, further safeguarding sensitive patient information.
User roles and permissions dictate access levels to specific features and data within MatrixCare. Administrators manage these permissions, ensuring users only have access to the information necessary for their job functions. Any suspected security breaches or compromised credentials should be immediately reported to your organization’s IT department or MatrixCare support.
Navigating the MatrixCare Interface
The MatrixCare interface is designed for intuitive navigation, centered around a customizable dashboard providing a quick overview of key performance indicators and relevant alerts. A prominent search bar facilitates rapid location of residents, patients, or specific data points. The main menu, typically located on the left-hand side, organizes functionalities into logical categories: Clinical Management, Financial Management, Reporting, and Administration.
Within each category, sub-menus offer granular access to specific features. Point-of-care documentation, care planning, and medication management reside under Clinical Management. Revenue cycle management and billing tools are found within Financial Management.
Users can personalize their dashboard by adding or removing widgets displaying frequently accessed information. Context-sensitive help icons and a comprehensive online knowledge base are readily available throughout the system, providing guidance and support. Consistent use of color-coding and clear labeling enhances usability and minimizes the learning curve;
Initial System Setup
The initial setup of MatrixCare involves several crucial steps to ensure seamless operation and data integrity. Following user login and security protocol establishment, facility-specific configurations are paramount. This includes defining organizational parameters, such as facility type, service offerings, and billing preferences.
Next, importing existing resident or patient data is essential, often facilitated through standardized data exchange formats. Careful mapping of data fields is critical to avoid discrepancies. Subsequently, user roles and permissions must be meticulously assigned, granting appropriate access levels based on job function.
Configuration of billing parameters, including payer information and rate schedules, is also necessary. Finally, thorough testing of key workflows – such as documentation, order entry, and billing – is recommended to validate system functionality before go-live. MatrixCare offers dedicated implementation support to guide users through this process.
Clinical Management Features
MatrixCare provides robust clinical tools, including point-of-care documentation via mobile apps (iOS/Android), resident management, care plans, eMAR, and compliance tracking.
Point-of-Care Documentation (Mobile App — iOS/Android)
MatrixCare’s Point of Care (POC) mobile app, available for both iOS and Android devices, revolutionizes clinical charting for hands-on staff. It enables efficient documentation of resident care directly at the point of service, fostering timely communication between staff and other healthcare providers. This convenient, portable device documentation facilitates a virtual elimination of traditional paper-based records, streamlining workflows and reducing administrative burdens.
A key benefit is the app’s ability to function seamlessly both online and offline, ensuring uninterrupted documentation even in areas with limited or no internet connectivity. Data automatically synchronizes when a connection is re-established. POC empowers clinicians to create complete, compliant, and consistent documentation, which then flows directly to the back office, supporting accurate billing and reporting. This integrated approach enhances overall care quality and operational efficiency.
Online and Offline Functionality
The MatrixCare mobile app’s robust design prioritizes uninterrupted clinical documentation through its exceptional online and offline capabilities. Recognizing the challenges of connectivity in various care settings, the app allows staff to continue charting and managing resident information even without an active internet connection. All data is securely stored locally on the device, ensuring no disruption to workflow or loss of critical information.
Once an internet connection is restored, the app automatically synchronizes all offline data with the central MatrixCare system, maintaining data integrity and accuracy. This seamless synchronization process eliminates the need for manual data entry or reconciliation, saving valuable time and reducing the risk of errors. This feature is particularly crucial for facilities in rural areas or those experiencing intermittent network outages, guaranteeing consistent and reliable documentation regardless of connectivity status.
Resident/Patient Management
MatrixCare provides a centralized and comprehensive system for managing resident or patient demographics, medical histories, and care-related information. This module facilitates efficient access to complete patient profiles, enabling clinicians to deliver personalized and informed care. Key features include robust search capabilities, allowing quick retrieval of resident records based on various criteria, and detailed charting sections for documenting assessments, diagnoses, and treatment plans.
The system supports streamlined admission and discharge processes, ensuring accurate data capture and compliance with regulatory requirements. Furthermore, MatrixCare’s resident/patient management tools promote effective communication and collaboration among care team members, fostering a coordinated approach to care delivery. This centralized approach minimizes errors, improves care quality, and enhances overall operational efficiency within the facility or organization.
Care Planning
MatrixCare’s Care Planning module empowers care teams to develop individualized and comprehensive care plans tailored to each resident’s unique needs and goals. This feature facilitates collaborative plan creation, incorporating input from physicians, nurses, therapists, and other relevant professionals. The system supports the development of measurable goals and objectives, ensuring that care plans are focused and outcome-oriented.
Care plans within MatrixCare are seamlessly integrated with documentation and clinical workflows, promoting consistent and coordinated care delivery. The module also supports tracking progress towards goals, identifying areas for improvement, and facilitating timely adjustments to the care plan as needed. This dynamic approach ensures that residents receive the most appropriate and effective care throughout their stay, ultimately enhancing their quality of life and well-being.
Medication Management (eMAR)
MatrixCare’s electronic Medication Administration Record (eMAR) streamlines the medication management process, enhancing safety and accuracy. The eMAR feature supports electronic prescribing, medication ordering, and administration, reducing the risk of errors associated with manual processes. Clinicians can easily document medication administration, including dosage, route, and time, directly at the point of care via mobile devices (iOS/Android).
The system provides real-time visibility into medication schedules and administration history, enabling proactive monitoring and intervention. Automated alerts and reminders help prevent missed doses and ensure timely medication delivery. Furthermore, MatrixCare’s eMAR integrates with other clinical modules, providing a holistic view of the resident’s health status and medication profile, ultimately improving patient safety and care quality.
Compliance Tracking (PDPM, MDS 3.0)
MatrixCare offers robust tools for tracking compliance with Patient-Driven Payment Model (PDPM) and Minimum Data Set (MDS) 3.0 requirements. The system automates data collection and analysis, simplifying the complex process of meeting regulatory guidelines. Clinicians can efficiently document the necessary information for both PDPM and MDS 3.0 assessments directly within the platform, reducing administrative burden and improving accuracy.
Automated alerts and reports help identify potential compliance gaps, enabling proactive intervention and ensuring timely submission of required data. MatrixCare’s features support accurate coding and billing, maximizing reimbursement potential while maintaining adherence to federal regulations. This functionality empowers organizations to demonstrate quality of care and avoid penalties associated with non-compliance, ultimately contributing to financial stability and operational efficiency.
Financial and Operational Management
MatrixCare streamlines billing, from intake to payment, with robust Revenue Cycle Management (RCM) solutions and powerful analytic tools for informed decision-making.
Revenue Cycle Management (RCM)
MatrixCare’s robust Revenue Cycle Management (RCM) solutions are designed to streamline the entire billing process, significantly reducing administrative burdens and maximizing financial performance for healthcare organizations. From the initial patient intake and eligibility verification to claim submission, payment posting, and denial management, MatrixCare offers a comprehensive suite of tools to optimize every stage of the revenue cycle.
The system facilitates accurate and timely claim submissions, minimizing errors and accelerating reimbursement. Integrated analytics provide real-time visibility into key performance indicators (KPIs), allowing for proactive identification and resolution of potential revenue leaks. Furthermore, MatrixCare’s RCM capabilities support compliance with evolving regulatory requirements, ensuring accurate coding and billing practices. This leads to improved cash flow, reduced costs, and enhanced financial stability for facilities utilizing the platform.
Billing Process Overview
MatrixCare’s billing process is meticulously designed for efficiency and accuracy, encompassing several key stages. It begins with comprehensive patient intake, capturing all necessary demographic and insurance information. Following intake, eligibility verification ensures coverage details are current, minimizing claim denials. Accurate coding, utilizing integrated tools, is crucial for compliant billing practices.
Claims are then submitted electronically to payers, with automated tracking of their status. Payment posting is streamlined, automatically reconciling payments with outstanding invoices. A robust denial management system identifies and addresses rejected claims, maximizing revenue recovery. Throughout the process, detailed reporting and analytics provide insights into billing performance, allowing for continuous improvement. This end-to-end approach, powered by MatrixCare, optimizes revenue cycle health and reduces administrative overhead, ultimately improving financial outcomes.
Reporting and Analytics
MatrixCare provides powerful reporting and analytics tools designed to empower data-driven decision-making. These features extend beyond basic data collection, offering actionable insights into key performance indicators (KPIs). Users can track metrics related to clinical outcomes, financial performance, and operational efficiency, identifying areas for improvement.
The system offers customizable dashboards, providing a visual overview of critical data points. Pre-built reports cover a wide range of topics, from patient census to revenue cycle performance. Ad-hoc reporting allows users to create custom reports tailored to specific needs. These analytic solutions facilitate complete, compliant, and consistent documentation, flowing from point-of-care to the back office. By leveraging these tools, organizations can optimize resource allocation, enhance care quality, and achieve better overall results.
Key Performance Indicator (KPI) Tracking
MatrixCare’s robust reporting and analytics capabilities center around comprehensive Key Performance Indicator (KPI) tracking. This allows organizations to monitor crucial metrics impacting both clinical and financial performance. Trackable KPIs include patient census, length of stay, revenue per patient day, and compliance rates with PDPM and MDS 3.0 requirements.
The system facilitates the identification of trends and potential areas for improvement. Customizable dashboards visually represent KPI data, enabling quick assessment of organizational health. Regular monitoring of these indicators empowers administrators to make informed decisions, optimize resource allocation, and proactively address challenges. Detailed reports provide granular insights into KPI performance, supporting data-driven strategies for enhanced care delivery and financial stability. This proactive approach ensures continuous improvement and optimal outcomes;
Dashboards and Reports
MatrixCare provides powerful analytic solutions, offering a suite of customizable dashboards and reports designed to deliver actionable insights. These tools empower clinicians and administrators to track key performance indicators (KPIs) and make data-driven decisions. Dashboards offer a real-time, visual overview of critical metrics, allowing for quick identification of trends and potential issues.
Comprehensive reports provide detailed data analysis, supporting in-depth evaluations of clinical and financial performance. Users can generate reports on various aspects of operations, including revenue cycle management, patient care, and compliance. The system’s reporting capabilities facilitate proactive problem-solving and continuous improvement. These features help organizations optimize resource allocation, enhance care quality, and achieve better overall outcomes, streamlining workflows and boosting efficiency.
Data Integration and Interoperability
MatrixCare seamlessly integrates with Health Gorilla’s Patient360, enabling comprehensive clinical data exchange and access across care sites, with over 5 million documents exchanged.
Integration with Health Gorilla (Patient360)
MatrixCare’s partnership with Health Gorilla significantly enhances data exchange capabilities through the Patient360 product. This integration allows for seamless access, exchange, and integration of comprehensive clinical data, streamlining workflows and improving care coordination. Since the partnership’s inception earlier this year, MatrixCare has rapidly implemented Health Gorilla’s interoperability solutions.
The results have been substantial, with more than 5 million documents exchanged across numerous care sites, including prominent organizations like PruittHealth, Saber Healthcare Group, and Cassia Senior Community Services. This success extends to twenty-three other organizations, encompassing 226 facilities and over 15,000 patients. This demonstrates the partnership’s effectiveness in facilitating efficient and secure data sharing, ultimately benefiting both providers and patients by providing a more holistic view of patient health information.
Document Exchange Capabilities
MatrixCare, leveraging its integration with Health Gorilla’s Patient360, boasts robust document exchange capabilities. This allows for the seamless and secure transfer of critical patient information between various healthcare providers and systems. The platform facilitates a virtual elimination of traditional paper-based records, promoting efficiency and reducing administrative burdens.
With over 5 million documents already exchanged across a network of care sites – including organizations like PruittHealth and Saber Healthcare Group – MatrixCare demonstrates a commitment to interoperability. This capability supports improved care coordination, reduces errors, and ensures that clinicians have access to the most up-to-date patient data. The system’s design prioritizes data security and compliance, adhering to industry standards and regulations, fostering trust and reliability in information sharing.
Data Security and Compliance
MatrixCare prioritizes the security and compliance of patient data, recognizing the sensitive nature of healthcare information. The platform is designed to adhere to stringent industry regulations, ensuring the confidentiality, integrity, and availability of protected health information (PHI). Robust security measures are implemented throughout the system, including access controls, encryption protocols, and regular security audits.
Integration with Health Gorilla further enhances data security, leveraging their secure data exchange network. MatrixCare’s commitment extends to maintaining compliance with relevant standards, fostering trust among healthcare providers and patients. The system supports comprehensive audit trails, enabling tracking of data access and modifications. This dedication to security and compliance minimizes risks and safeguards patient privacy, crucial for maintaining a reliable and trustworthy healthcare ecosystem.
Advanced Features
MatrixCare offers order management, streamlined documentation workflows, and customizable user roles/permissions, enhancing efficiency and control within healthcare organizations.
Order Management
MatrixCare’s order management system significantly reduces the time spent on traditionally cumbersome processes. This advanced feature allows for efficient creation, tracking, and fulfillment of orders, directly impacting staff productivity and resident care quality. The system supports various order types, including medications, supplies, and therapies, providing a centralized hub for all order-related activities.
Clinicians can easily submit orders electronically, eliminating paper-based requests and reducing the risk of errors. Automated workflows ensure timely processing and delivery, while real-time visibility into order status keeps everyone informed. Integration with pharmacy and supply vendors further streamlines the process, minimizing delays and optimizing inventory management.
Furthermore, the system facilitates accurate billing and reconciliation, contributing to improved revenue cycle management. By automating key tasks and providing comprehensive order tracking, MatrixCare empowers organizations to deliver efficient, cost-effective care.
Documentation Workflow
MatrixCare streamlines the documentation workflow, empowering clinicians to create complete, compliant, and consistent records. The system facilitates a seamless flow of information from the point-of-care to the back office, enhancing communication and collaboration among care team members. Utilizing the mobile app (iOS/Android), staff can document resident care directly at the bedside, promoting timely and accurate data capture.
The platform supports various documentation types, including assessments, progress notes, and care plans, ensuring comprehensive resident profiles. Automated alerts and reminders help prevent missed documentation, maintaining data integrity.
Powerful analytic solutions, reports, and dashboards provide valuable insights into documentation patterns, enabling organizations to identify areas for improvement. This robust workflow not only improves care quality but also supports accurate billing and compliance reporting, ultimately leading to better organizational outcomes.
User Roles and Permissions
MatrixCare employs a sophisticated user role and permissions system, ensuring data security and compliance. Administrators can define granular access levels based on job function, controlling which features and data each user can view, modify, or create. This robust control safeguards sensitive resident information and prevents unauthorized access.
Predefined roles, such as Administrator, Nurse, and Therapist, simplify user management, while custom roles allow for tailored permissions to meet specific organizational needs. The system meticulously tracks user activity, providing an audit trail for accountability and compliance purposes.
This layered security approach minimizes risk and supports adherence to HIPAA regulations. Proper configuration of user roles and permissions is crucial for maintaining data integrity and protecting patient privacy within the MatrixCare environment, fostering a secure and efficient workflow.