Agencies often assume that outsourcing coding means exporting charts, uploading PDFs to a portal and waiting for a document to come back that someone then has to transcribe into the EHR. That is not how Codexpo works. The coding and the 485 draft are done inside the EHR your agency already uses; Boltflo, our case portal, carries the work order, the status, the questions and the invoice. Here is the sequence from the agency’s side.
Before the first case: access, not exports
During onboarding your agency signs the service agreement, receives its Boltflo login, and sets up EHR access for Codexpo’s assigned staff in the system you use — WellSky (Kinnser), Axxess, Homecare Homebase, Synergy, MatrixCare, Alora, KanTime, Netsmart or AlayaCare. Codexpo is an independent coding company: we work in these systems with the access your agency grants, and we do not claim any partnership with or endorsement by an EHR vendor. It helps to know in advance which EHR you use and who at the agency administers user access. Access is arranged with our team during onboarding, never through the public contact form. From that point you do not need to export or upload records already accessible to our team in your EHR.
Step 1 — Submit a work order in Boltflo
For each patient’s start of care, recertification or resumption of care, a team member logs in to Boltflo, chooses the order type — Coding only, 485 only, or the Coding + 485 Bundle — and enters the patient. That is the whole submission. The turnaround clock starts here: coding within 2 business days, a 485-only order within 3–4, the bundle within 5–6 business days in total.
Step 2 — We review and code in your EHR
Our physician-led team opens the chart in your EHR and reviews the OASIS together with the referral, facility and physician documentation. Diagnoses are coded and sequenced directly in the EHR, and sequencing notes are returned with the case. For a bundle, the 485 draft begins once coding is finished, built from the reviewed record and the coded diagnoses.
Step 3 — If something is missing, the case goes on hold
If required records are not in the EHR or are inaccessible, we place the case on hold and identify what is needed in the case thread — a specific document, an order, a clarification. Time on hold does not count toward turnaround, and the due date is adjusted accordingly. When your team replies, our staff review the reply and clear the hold once the information is sufficient; if the reply is incomplete, the case stays on hold and we follow up with questions in the same thread.
Step 4 — The case comes back for your approval
Two places hold two kinds of output. The diagnosis coding and, for 485 orders, the plan-of-care draft are entered in your EHR, where your clinicians review and approve them. The Boltflo case is then marked returned and carries the notes that go with that work: the sequencing notes, the flagged discrepancies and any correction recommendations, alongside the clarification thread. Your agency reviews and approves the finished work; we do not change the OASIS, and Codexpo does not sign or finalize the 485. Our turnaround and holds do not change your agency’s own deadlines.
Corrections and updates
If something needs to change after the return, request it from the same case. Corrections, holds and messages do not create additional cases. Later updates to a draft are requested in the same case.
Priority handling
Time-sensitive cases are handled under Codexpo’s internal priority policy: cases approaching our internal completion target are prioritized in our work queues. Priority handling does not shorten the standard turnaround commitment or change your agency’s own deadlines.
What stays private
Your work orders, case messages and invoices sit in your agency’s own Boltflo account, and the access and data-handling terms are set out in the service agreement. Our access practices are described on How It Works.
Invoicing
Each invoice lists every case at the rate of the service you selected — $50 coding, $25 485, $70 bundle — with OASIS review included in all three. New agencies’ first three eligible completed work orders are credited on the invoice at their actual charges. See pricing for the case definition and offer terms.
Related reading: Outsourced vs. in-house home health coding · What is included in home health coding and OASIS review · How to choose a home health coding company
Related Codexpo services: Home health ICD-10 coding services · OASIS review (included with every order) · 485 Plan of Care draft & review · Pricing: $50 coding, $25 485, $70 bundle per case · How it works in Boltflo and your EHR
