The workflow before
Circle of Care serves more than 3,000 children across Texas with 275+ therapists, and grew partly by acquisition. Each practice brought its own medical records, insurance eligibility, claims and payroll systems. Finance consolidated them by hand, so the monthly close took 20 to 25 days, comprehensive reports took 1 to 2 weeks, and 15 to 20% of records needed manual correction. Folding in a new acquisition took 3 to 6 months, and hiring a therapist took 45 to 60 days.
What we built
We started with a data strategy and roadmap, then built a unified data layer on Google Cloud. Cloud Composer (Airflow) pulls from the EMR, insurance eligibility, claims, payroll, scheduling and financial systems into Cloud Storage, and dbt models in BigQuery turn them into shared patient, therapist, session and revenue tables with one set of definitions. Power BI dashboards on BigQuery give finance and operations the same numbers.
We also built a talent acquisition tool for therapist recruiting: an Elasticsearch index with a React and Searchkit search interface that lets recruiters filter candidates by skills, credentials and location, alongside credential and license tracking.
Because new practices map into the same models, an acquisition now reports through the standard dashboards within weeks.
Before and after
| Measure | Before | After |
|---|---|---|
| Monthly financial close | 20 to 25 days | 5 to 7 days |
| Integrating an acquired practice | 3 to 6 months | 4 to 6 weeks |
| Therapist time to hire | 45 to 60 days | 25 to 35 days |
| Records needing manual correction | 15 to 20% | Under 3% |
What's next
With clinical, claims, payroll and finance data in one governed BigQuery model, Circle of Care is ready for Level 2 work, such as an analytics copilot for operators and models that flag claims likely to be denied before they are submitted.
