Built for PACE
PACE intake records, complete before the interdisciplinary team meets.
A referral came in for a prospective participant with three chronic conditions, two hospital stays this year and a primary care physician across town. The interdisciplinary team meets in ten days, and the assessment cannot start until the outside history is in one place.
The decision
A patient is transitioning.
PACE organizations: the enrollment coordinators, intake nurses and interdisciplinary team members who take a referral, assemble a prospective participant's history and decide whether the program can meet their needs at home.
A PACE intake is a transition into a program that will be responsible for everything. The Program of All-Inclusive Care for the Elderly enrolls people aged 55 and over who meet their state’s nursing home level of care and can live safely at home with the program’s support, and its interdisciplinary team assesses every prospective participant before enrollment. That assessment depends on a history that was written everywhere else: the primary care physician’s office, the hospitals that admitted the participant this year, the specialists and therapists who have seen them. The participant signs a release at intake so the program can obtain those records. Obtaining them is the slow part.
The list below is the checklist a PACE intake actually works from, in the order the interdisciplinary team reads it. It is long because the decision is a whole plan of care rather than a single visit, and it carries the lookback windows the checklist asks for: twelve months of progress notes and discharges, six months of labs.
Vivlio retrieves the outside record from providers, hospitals and health systems in minutes and organizes it for that assessment: what has arrived, from where, what is new, and who said it.
Before the decision
What the PACE record has to contain.
Not a generic records list. What has to be on the table before this decision can be made well.
Progress notes, the last six to twelve months
Visit notes from the primary care physician or clinic, so the assessment starts from what the participant's own physician has been managing.
The history and physical
The comprehensive overview of chronic conditions, diagnoses and current medical status that the interdisciplinary assessment builds on.
Specialist consult notes
Recent evaluations from cardiology, neurology, pulmonology, wound care and whoever else has seen the participant.
Functional and cognitive evaluations
Physical and occupational therapy reports covering mobility, fall history and assistive devices; activities-of-daily-living documentation; and cognitive screening scores such as the MMSE or MoCA.
Discharge summaries, imaging and labs
Every emergency visit and admission in the past year, recent imaging reports, and routine panels from the last six months, grouped and dated.
The medication list and behavioral health notes
Every active prescription and over-the-counter medication with dose, from every prescriber, because polypharmacy is the risk an intake is most likely to miss, plus any psychiatric or behavioral health evaluations.
The distinction
Hundreds of pages, or one record.
The files a PACE intake actually receives, before and after Vivlio organizes them: one record per event, duplicates folded into their originals, and every line carrying its source and date.
What arrives today: eight files, three of them duplicates, in no order. What an intake needs: five sections, duplicates removed, a source and a date on every line.
What arrives
Organized for this decision, not just retrieved.
Retrieval is the commodity. What arrives has already been sorted for the decision above, and each line says where it came from.
Illustration · synthetic
- Sorted into the checklist's own groups
- The record arrives in the four groups the intake works from, so the coordinator sees which lines are satisfied and which are still open rather than reading for them.
- One record per event
- A discharge summary released by the hospital and again by the health system arrives once, with both sources named.
- Which sources have returned, and when
- Every entry names the organization that released it and the date it arrived, so a source that has not returned anything is visible before the team meets rather than during the meeting.
- A source and a date on every line
- Each line carries which organization it came from and when it arrived, so the plan of care can say where every fact came from.
The record
This is what arrives.
The portal itself, rendered from the product's own source over a synthetic patient. Every line carries the organization that released it and the date it arrived.
Vivlio portal, release 5.30.0, rendered from source · Synthetic patient, no PHI
Rivera, Elena
Showing 1–10 of 27 records
| Date of Service | Record Title | Facility | Department/Location | Provider | Transaction Date | |
|---|---|---|---|---|---|---|
| 08/27/2026 | Progress Note | Northside Regional Medical Center | Internal Medicine | Priya Natarajan, MD | 09/02/2026 | |
| 08/14/2026 | Consult Note | Atlanta Cardiology Associates | Cardiology | Marcus Bell, MD | 09/02/2026 | |
| 07/30/2026 | Admission Discharge | Northside Regional Medical Center | Inpatient | Hannah Okafor, DO | 09/02/2026 | |
| 07/22/2026 | Clinical Document | Peachtree Family Medicine | Primary Care | Daniel Reyes, MD | 09/02/2026 | |
| 06/09/2026 | Image Document | Lakeview Imaging Partners | Radiology | Sunil Mehta, MD | 09/02/2026 | |
| 05/12/2026 | Operative Note | Northside Regional Medical Center | Surgery | Grace Lindqvist, MD | 09/02/2026 | |
| 03/03/2026 | Patient History | Peachtree Family Medicine | Primary Care | Daniel Reyes, MD | 09/02/2026 | |
| 01/15/2026 | Progress Note | Atlanta Cardiology Associates | Cardiology | Marcus Bell, MD | 09/02/2026 | |
| 12/02/2025 | Clinical Document | Lakeview Imaging Partners | Radiology | Sunil Mehta, MD | 09/02/2026 | |
| 10/21/2025 | Consult Note | Northside Regional Medical Center | Endocrinology | Rina Adeyemi, MD | 09/02/2026 |
Demographics
Decatur, GA 30030
Data Summary
Encounters
Vitals
Allergies
Immunizations
Problem List
Care Team
In minutes
The manual way isn't the only way anymore.
Vivlio retrieves and organizes the outside record in minutes. The manual way is PACE staff on the phone chasing records, and a decision that waits for them.
The manual way
DaysWith Vivlio
MinutesQuestions
Questions PACE teams ask first.
Answered here in the same words as the structured data behind the page, so what a search engine shows is what a reader gets.
- Does this cover the records a PACE intake checklist asks for?
- The record is organized around the intake checklist's four groups: primary care and clinical assessment records (progress notes from the last six to twelve months, the history and physical, specialist consults), functional and cognitive evaluations (therapy reports, activities-of-daily-living notes, cognitive screening scores), acute and diagnostic history (discharge summaries from the past year, recent imaging, labs from the last six months) and the medication and safety profile (the current medication list and any behavioral health evaluations). Each line arrives with its source and date.
- Can the team see the record before the interdisciplinary assessment?
- Yes. Once the participant's release is signed and the request is made, records arrive in minutes, and every entry names the organization that released it and when. The enrollment coordinator can see which sources have returned and which have not before the interdisciplinary team meets, rather than during the meeting.
- Is the demo run on real patient data?
- No. Every walkthrough runs on synthetic records that say so on the screen. Production access to real records requires an NPI, a declared purpose of use and a signed BAA.
Also built for
The same job, a different decision.
Every branch does the same work on the outside record. What changes is who is deciding, and what.
Home health
The face-to-face note, orders, discharge summary and medications, assembled before the first visit.
Structured family caregiving
Diagnosis documentation, the H&P, medications and the functional evidence, assembled before the nurse's first home visit.
Care coordination
The intake checklist, from progress notes to medications, assembled before the care plan meeting.
Chart prep
What happened to tomorrow's patients since their last visit, retrieved and organized the night before.
Technology partners
The outside record as structured data, under your own customers' authority, through one partner API.
Oncology
Pathology, imaging reports, labs and notes from every outside source, on the table before the first consult.
Cardiology
Prior cath, echo and stress reports and the discharge summary, before a study is repeated because the last one could not be found.
Transplant
Years of referring notes, labs and hospitalizations from several health systems, complete before the evaluation is scheduled.
Handling
What we do with records, stated plainly.
Built for real-world workflows, Vivlio supports the needs of both clinical and administrative teams while meeting strict privacy, security, and interoperability standards.
Production access is gated, by design
Real records require an NPI, a declared purpose of use, and a signed BAA. Nobody swipes a card onto live PHI.
HITRUST certification underway
Vivlio's HITRUST assessment is underway and on track to complete in November 2026: the certification healthcare security teams ask for by name.
Provenance travels with the record
Each line carries the source it came from and when it arrived, because a clinical decision needs to know who said it.
Built to WCAG 2.1 AA
Contrast, focus order and heading structure are requirements here, not a remediation project after procurement asks.
Talk to us
Walk a PACE intake through the view
Thirty minutes over a synthetic intake: twelve months of progress notes, the H&P, consults, therapy and cognitive evaluations, discharge summaries and medications, organized the way they would arrive before the interdisciplinary team meets. Send your details and the calendar opens here.
- Send your detailsTwo minutes. Your organization, name, email and phone, and the time records cost you; the rest is optional and helps us reply with something specific.
- Pick a timeThirty minutes, live, over synthetic records in the shape your team works in. No slides, and no discovery call before the demo.
Who this is for, and who it is not
- Coverage comes firstVivlio retrieves from providers, hospitals and health systems it can reach through national exchange networks and direct connections. Name the facilities your patients come from on the form and we check coverage before anyone spends thirty minutes on a demo.
- You can say what the chasing costsThe form asks how many hours a week your team loses to chasing records. If nobody can put a number near it, the case for Vivlio is not there yet, and we would rather say so than sell you a demo.
- Patients and files at volumeThis is built for intake that runs every day. For one record, once, your patient can request it from the provider directly, and that will be faster than going through us.
- Treatment, with the paperwork doneProduction access needs an NPI, a declared purpose of use and a signed BAA. Nobody swipes a card onto live PHI.
If none of those describe you, say so in the last field and we will come back in writing instead of booking a call.
Or call sales directly at 404-777-5772
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Send us your details
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Book a 1:1 call
Thanks. Pick a time below and the invitation comes straight to your inbox.
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We will come back in writing
Thanks - that is a useful answer. Before either of us spends thirty minutes, we will come back by email with the two or three questions that size what record chasing is actually costing your team, and what we can reach for the facilities you named. If the numbers are there, we will send a time then.
If you would rather just talk, the sales line below reaches the same people.