Platform Workflow

From raw data to clean claims

A step-by-step look at how VanaaPulse orchestrates your entire revenue cycle — from the moment patient data arrives to the moment payment is confirmed.

01Data Ingest → 02Validate → 03Code & QA → 04Submit Claim → 05Payment
1
Data Ingestion

Upload patient records — instantly processed

Supervisors upload Excel files containing patient claim records. Our async processing engine validates, deduplicates, and ingests thousands of rows in seconds — with detailed error reporting for any issues found.

✓Automatic format validation — wrong columns and missing data flagged instantly
✓Duplicate detection prevents the same claim from being processed twice
✓Support for DrChrono, Aprima, and custom Excel formats
✓Supervisor approval workflow for sensitive assignment uploads
File Upload Manager
Drag & drop Excel files or click to browse
.xlsx, .xls supported
patients_june_2026.xlsx
Done
drchrono_export.xlsx
72%
claims_batch_b.xlsx
Queued
2
Task Distribution

Smart assignment to the right coders

Tasks are intelligently assigned to coders based on their area of working, current workload, daily targets, and skill levels. Supervisors can also manually adjust assignments and monitor real-time progress across all PODs.

✓POD-based team structure (POD-1 through POD-4 + Coders) with isolated workqueues
✓Daily target tracking per coder with manual override capability
✓Real-time visibility into who is working on what — no black boxes
✓Extra task assignments for high-performers beyond standard targets
Task Assignment Board
MK
Mahesh Kumar
POD-1 · Coding · 42/50 tasks
On Track
SR
Sunita Rao
POD-2 · Coding · 28/50 tasks
Behind
PJ
Pradeep Joshi
POD-3 · Coding · 50/50 tasks
Complete
AT
Anita Tiwari
Coder · Appeals · 18/30 tasks
In Progress
RV
Rahul Verma
POD-4 · Coding · 5/50 tasks
Low
3
Quality Assurance

Multi-layer QA that catches everything

Completed claims are routed to QA analysts who perform structured audits. Errors are categorized, documented, and tracked — with a full rebuttal process allowing coders to contest QA findings with evidence.

✓Three-level error taxonomy — Error → Category → Subcategory — for precise tracking
✓Coder rebuttal workflow lets teams challenge QA decisions with documented evidence
✓Task correction tracking — every fix is logged with who corrected it and when
✓Admin unlock capability for time-sensitive rebuttal reviews
QA Review Panel
Claim #C-8821 · John M. QA Pass
✓ ICD-10 ✓ CPT Code ✓ Modifiers ✓ Auth
Claim #C-8822 · Sarah K. Error Found
✓ ICD-10 ✗ Modifier ✓ Auth
Claim #C-8823 · Mike R. In Review
✓ CPT Code ✓ DOS ⏳ Rebuttal
4
Analytics & Optimization

Real-time insights that drive decisions

Supervisors get a live command center showing productivity, error rates, claim statuses, denial trends, and incentive calculations. AI-powered reports are automatically sent daily — with no manual effort required.

✓Live dashboards with coder-by-coder productivity and accuracy breakdowns
✓Denial rate tracking with client-level and payor-level drill-down
✓Automated day-end supervisor reports delivered by email
✓Incentive calculation engine — coders see their earnings in real time
Operations Dashboard
Claims Today
847
↑ 12% vs yesterday
QA Accuracy
98.2%
↑ 0.4% this week
Open Denials
82
↓ 18 resolved today
Avg. TAT
1.2d
Industry avg: 3.1d
Built For Every Role

A platform that works for everyone

VanaaPulse is designed with every team member in mind — each role gets exactly what they need, nothing they don't.

Coder / Biller

Focus on the work that matters

  • See your daily assigned tasks in one clear queue
  • Track your progress against daily targets
  • Submit completed claims with one click
  • View QA feedback and file rebuttals
  • Monitor your accuracy score and incentives
QA Analyst

Audit with structure and precision

  • Review assigned claims with structured audit forms
  • Log errors with three-level categorization
  • Manage coder rebuttals with documented conclusions
  • Track error trends by coder, error type, and date
  • Generate QA summary reports automatically
Supervisor / Manager

Lead with complete visibility

  • Upload and approve patient assignment files
  • Monitor all coders and QA teams in real time
  • Set targets and review productivity daily
  • Receive automated day-end summary reports
  • Manage team structure, PODs, and permissions
Integrations

Works with your existing tools

VanaaPulse fits into your current workflow — no ripping and replacing.

DrChrono Aprima Excel / CSV AWS S3 Email (SMTP) OpenAI Slack Celery Tasks HIPAA-Ready
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