Vertex Systems hosted a live customer webinar to officially unveil two new solutions: Vertex Forms and Billing as a Service. If you missed it, here’s everything that was covered and what these additions mean for your organization.
Why We Built These Solutions
The two solutions introduced during this webinar came directly from our customers.
Over the years, we’ve heard consistent feedback from IDD agencies: managing documentation is time-consuming, billing is increasingly complex, and staff are spending too many hours on administrative work that takes them away from delivering care. We listened, and we built.
Vertex Forms and Billing as a Service represent two distinct answers to two very real operational challenges. Whether documentation bottlenecks are your biggest pain point or revenue cycle management keeps your leadership team up at night, at least one of these solutions was designed with your organization in mind.
Vertex Forms: Your Forms, Your Format, Inside Vertex
IDD agencies run on documentation. Intake forms, referral packets, enrollment requests, periodic summaries, staff onboarding materials, the volume is significant, and the cost of managing it manually is real. Forms get lost, data gets entered twice, and versions fall out of sync across departments.
Most existing tools solve this by asking agencies to adopt a generic form. That creates its own problem: staff have to learn a new format, adoption suffers, and the flexibility your organization needs to respond to changing regulations or service requirements simply isn’t there.
What Vertex Forms Solve
Vertex Forms lets your organization build fully custom electronic forms that match the formats your team already knows, field for field, in the order they’ve always used. Completed forms push data directly into your Vertex Case Manager database automatically, with no second step, no manual re-entry, and no risk of information falling through the cracks.
Key capabilities include:
- Custom form building for any internal or external workflow your agency requires
- Direct integration with Case Manager – form submissions populate data automatically into the right consumer or staff record
- External submissions – outside agencies, referral sources, and prospective consumers can submit forms directly without requiring staff to manually transfer that information
- Automatic document filing – every completed form is saved as a document on the appropriate record with no separate filing step
- Record updates – forms aren’t just for collecting new information; they can update existing records when a consumer’s situation changes or a plan needs revision
- Instant form updates – when regulations or requirements change, forms can be updated in one place and the change is live immediately, everywhere
Forms Your Organization Can Build
Vertex Forms is flexible enough to support virtually any documentation workflow:
- Consumer intake forms
- Referral and enrollment forms
- Periodic summaries
- Plans of care and planned management documents
- Staff and employee onboarding forms
- Staff training acknowledgment forms
- And any other form your organization currently manages on paper
Why This Matters
Documentation is often where organizations lose the most time without realizing it. Every form that gets filled out twice, every intake packet that has to be scanned and manually filed, every outdated version that’s still floating around a shared drive, those are real hours that could be spent on care delivery. Vertex Forms closes that loop by connecting your documentation process directly to your platform.
Billing as a Service: Let Vertex Handle Your Revenue Cycle
Billing for IDD services is among the most complex revenue cycle environments in healthcare. Medicaid waiver structures, state-specific claim formats, unit-based billing, prior authorization tracking, and EVV integration requirements create a billing landscape that grows more demanding every year.
Many agencies have experienced the same challenges: staffing turnover on the billing team, denial backlogs that quietly erode revenue, EVV discrepancies that create compliance risk, and increasing complexity from Managed Care Organizations. Software helps, but software alone doesn’t solve the operational execution problem.
What Billing as a Service Does
Billing as a Service is Vertex’s fully managed revenue cycle solution. Rather than simply providing billing tools, Vertex manages the billing process on your behalf — from service validation through claim submission, denial management, payment reconciliation, and reporting.
The full workflow includes:
- Service validation – ensuring services billed align with EVV records, authorizations, and payer requirements before a claim is ever submitted
- Claim generation and submission – Vertex generates and submits claims to the appropriate payer on your organization’s behalf
- Denial management – denials are tracked, corrected, and resubmitted, not left sitting in a queue
- Payment posting and reconciliation – payments are posted and reconciled so your financial records stay accurate
- Reporting and revenue visibility – leadership receives clear reporting on claim status, denial trends, reimbursement performance, and overall financial health
Who Billing as a Service is Designed For
Billing as a Service is especially well-suited for:
- Agencies experiencing claim denials or inconsistent cash flow
- Organizations with billing staff turnover or capacity challenges
- Agencies expanding into new programs or navigating new state requirements
- Any organization that wants operational relief without sacrificing visibility into their revenue cycle
As Melissa Harris, Vice President of Operations at Vertex Systems, said at the webinar: “Many of our customers told us they needed more than a platform,they needed someone to help them. Billing as a Service allows us to step in as an extension of their team, protect their revenue, and give leadership confidence that their billing process is running smoothly and compliantly.”
The Outcome
With Billing as a Service, agencies gain predictable, stabilized revenue, reduced claim denials, lower audit exposure, and cleaner reporting for executive teams, without needing to scale internal billing staff to get there.
Watch the Recording
If you weren’t able to attend live, the full webinar recording is available now. You can watch a walkthrough of both solutions, see them in action, and get answers to the questions that came in during the session.
Ready to Learn More?
Both Vertex Forms and Billing as a Service are available now. If your organization is ready to reduce administrative burden, protect revenue, and build a more efficient operation, we’d love to show you what’s possible. Talk to our team to learn more.Â