ACM Business Dashboard

Weekly meeting

Sun (interim)

Big priorities

6

Problems to solve

7

Caseload

~20

Everything in one place

The whole team, one plan. Open any area from the tabs above.

Biggest opportunity: most Medicaid revenue is going unbilled. Fixing billing likely turns the loss into profit — see Finance / CEO.

Our values

God first — we trust God for wisdom and guidance.
Real honesty — we tell the truth and communicate clearly.
Intentional focus — do what matters, cut distraction.
Total effort — give our best, always improving.
Consistency builds trust — show up every day and deliver.

What we do & for whom

PurposeHelp families & providers find long-term care with speed, compassion, and clarity — honoring God, empowering caregivers.

FocusFast, safe long-term care placements using personal service + smart software.

10-year goalA nationally known care platform helping 100,000 patients find safe placements.

3 years out — April 2028

Revenue

$2.28M

Profit

$684K

Clients/mo

150

Referrals/mo

40

This year — by May 24, 2026

Revenue

$1.2M

Clients/mo

75

Facilities/mo

50

Hospital partners

1

Big priorities this quarter (90 days)

1 · Set up our baseline numbersKP

2 · Finish the app — facility login + bed statusKP

3 · Auto referral intake + AI reply under 60sKP

4 · Launch bed-status textingKP

5 · Two-way referral textingKP

6 · Collect data to set baselinesKP

Problems to solve

We work these in the meeting: spot it · talk it · fix it.

Medicaid billing not filed on time (the big one).
Some referral data still typed by hand.
Not always told when caregivers do assessments.
Need a caregiver questionnaire (auto-text to patient/POA).
Show a bed-availability map.

Weekly numbers

Checked every week.

What we track	Owner	Goal	This wk

Team & roles

Placement runs mostly on automation + AI. Kevin today · key hire · later / PT · Sky/auto

Big-picture leaderKevin

Operations leaderKevin

Office manager — both sides (remote)Maricel

Head nurse — assessments, admissions, 6-mo/annual visitsAga

RN Manager — triage + small caseload + assessments + facility referralskey hire

Field RNs — assessments & caseloadper-action → PT

Finance / moneyKevin

Automation & AI — placement pipelineSky

Team meeting

Now (interim)Sunday — Kevin, Aga, Maricel (time TBD)

TargetTuesday 9:00am once Aga is full-time

LengthsWeekly 60 · Monthly 75 · Quarterly 90

Agenda

Wins & good news5 min

Check the numbers5 min

Check the priorities5 min

News5 min

Task list5 min

Solve problemsmost of it

Wrap up5 min

How the work flows

Adult Care Finder places · Case management oversees.

Placement — Adult Care Finder

1

Referral comes in

family · hospital · form

2

Intake & needs

care level · budget · location

3

Nurse assessment

mostly digital · qualify for placement

4

Find matches & tour

real-time beds · visits

5

Placement & bill

move-in · referral fee

Ongoing — Case management

6

Admit to caseload

7

Care plan & oversight

monthly visits · insurance · Medicaid billing

Department KPIs

Referrals / mo

—

Placed / mo

—

Active facilities

—

Reply speed

<60s

Live once tracking + the pipeline run.

Active caseload

~20

Medicaid rate

$14.60/day

Billable days filed

—

Monthly visits

—

Insurance lives here (patient & caregiver). Billing-days is the priority KPI.

Finances

From QuickBooks (Advanced Case Management LLC).

2026 income (YTD)

$15,396

2026 expenses

$20,397

2026 net

−$5,001

Improving: 2025 net was −$34,282; 2026 on pace for a far smaller loss.

Unbilled revenue: ~20 cases × $14.60/day ≈ $8,760/mo possible vs ~$2,566/mo booked. The gap is unfiled Medicaid billing — the #1 fix.

Where the money goes

Payroll (wages + taxes)≈ 99% of expenses

Software, fees, accountingsmall

Cleanup: split income into real streams, merge duplicate wage/tax accounts.

CEO view

Cash leak: Medicaid billing isn't filed consistently — likely the difference between loss and profit. Automate Excel → clearinghouse.

Hiring: add field RNs paid per-action as volume grows; hire a salaried RN Manager once caseload needs triaging. Aga stays at her job until a head/manager nurse is in.

Next role to fundRN Manager (bundle: triage + caseload + assessments + referrals)

Gating decisionClean QuickBooks → true revenue-per-case → set hire date

The road to Sky — your AI operating system

Where you are, what's already built (gray = done), and what to build next. Work it top-down — finish a rung before climbing.

You are here: finishing Level 2, starting Level 3. The keystone is Level 4 (clean data) — it unlocks Sky reporting to you, then Sky running the agents.

Foundation — Faith & VisionDone

Have God-first values · 3-phase vision (ACF/ACM → buy & fix agencies → real estate → portfolio)

Have 3-brain vault (ACM / KP / Sky) + memory + house standards

L1Smart Prompts & ContextDone

Have Sky, Steward, Care Placement Advisor (Claude Projects)

Have Live bootloader loads the real vault each session · HST / brand / naming rules locked

L2Connected Tools & AutomationsBuilding — here

Have Code wired to Motion, GHL, Airtable, QuickBooks, Supabase, Resend

Have Mature Airtable referral pipeline · DocuSign · this dashboard + meeting app

Need Follow-up & coordination engine (intake triage · caregiver chase · POA loop)

Need Airtable → GHL sync · GHL caregiver portal + “interested” cart · vendor BAAs signed

L3Autonomous Workflows (set & forget)Starting — here

Have Sunday review (runs on a schedule)

Need Intake auto-triage · caregiver broadcast + assessment chase · renewal radar

Need Medicaid billing automation (Excel → clearinghouse — the cash leak) · auto scorecard

L4Clean Data & KPIsNext — keystone

Have Dashboard shells (KPIs · Finance · Weekly numbers)

Need Clean QuickBooks → true revenue-per-case (your gating decision)

Need Auto non-PHI KPI snapshot (Airtable → dashboard) · weekly numbers auto-filled

Unlocks the RN-Manager hire decision

L5Sky Reports to YouFuture

Need Sky reads clean data + vault → plain weekly/monthly reports + recommendations → you decide

Gate Needs Level 4 clean data first

L6Sky Orchestrates (delegates to agents)Future — the goal

Need A hosted orchestrator (Agent SDK) so Sky can dispatch

Need “Sky, handle X” → she plans, delegates to Steward → Code → agents, reports back

L7Self-Running PortfolioNorth star

Need Business-in-a-box clone kit · buy & onboard other agencies

Need Real-estate arm · one portfolio dashboard · you go board-level (the 80-yr vision)

Focus: two builds unlock everything above — the follow-up engine (L2) and clean QuickBooks (L4). Finish those two before anything else.

Access admin

Add people and control exactly what each one sees. Changes save to Supabase.