By: Liz Jensen

Clinical Director, Direct Supply 

Senior living is entering a new era, and care leaders are rising to meet the challenge with a renewed focus on human connection. 

The pressure on care teams has never been higher. The population of older adults is growing faster than the available workforce. Clinical needs are becoming more complex, and expectations from families, payors, and regulators are increasing. In response, senior living nurse executives are taking bold action. They are leading a digital care transformation built not around technology itself, but around people. 

These leaders are redesigning how care is delivered and documented. They are using data and digital tools to protect staff, improve resident outcomes, and ensure long-term sustainability. The goal is not to layer on more software. It is to align technology and clinical judgment into one integrated system that drives better care. 

Embracing newer technology designed for senior living 

Skilled nursing centers have been using electronic health records (EHRs) for 20+ years, but in Assisted Living/Memory Care communities, it’s relatively newer than technology. Early adopters had limited options available to them; modules adapted from skilled nursing solutions, or platforms built on features that were added to an existing CRM or billing system. Within the last 5 years, new solutions, built specifically for Assisted Living/Memory Care users, are giving nursing executives and leaders improved experiences and new ways of re-designing their care models with data not previously available to them.  

“They’re not just buying more software or signing new contracts. They’re redesigning how care gets delivered, coordinated, and documented in their communities.”  

Today’s forward-thinking executives are shifting their focus. Instead of chasing features, they are asking deeper questions. Does this solution help my team make better decisions? Will it reduce their workload or add to it? Is it built for our environment, or is it a generic tool trying to fit where it doesn’t belong? 

The answers to these questions are shaping investment decisions across the industry. Many providers are moving away from one-size-fits-all solutions. They are choosing systems built specifically for their care settings. These systems are easier to use, better aligned with daily workflows, and more effective in supporting real clinical judgment. 

Four strategies powering digital care transformation

Digital care transformation is not a single project or platform. It is a strategic shift happening across four essential areas of senior living operations.

1. Connected information

Data is only useful if it’s accurate, accessible, and aligned with how care teams work. That’s why nurse leaders are investing in systems that reduce redundancy and eliminate duplicate entry. This creates one reliable source of truth for resident information. 

Purpose-built platforms, like DS smart®,  ensure that the right data flows to the right people at the right time, helping staff respond faster and more effectively. 

2. Smarter workflows and clinical judgment

Smarter workflows and clinical judgment start with technology that truly supports the care team. Nurse executives are looking for tools that support both the knowledge and skills involved in clinical judgment-noticing changes, acting quickly, and communicating clearly with others. 

The Notice – Act – Communicate framework is core to clinical judgement. Technology can play an important role in generating and capturing data needed to inform platform algorithms and user insights for nurses. It reduces missed changes, and gives nurses and CNAs the confidence that their tools are helping, not hindering, care delivery. 

3. An empowered workforce

Time is the most valuable resource in senior living. Staff need tools that give it back. That’s why automation, robotics, and mobile documentation are gaining traction. These solutions take on repetitive tasks and reduce documentation burden, so clinical teams can spend more time where it matters most, with the people they care for. 

Technology is helping nurses and CNAs work at the top of their license. It is also helping organizations rethink roles, responsibilities, and workflows. By reducing the friction of daily tasks, providers are building more resilient care teams and reducing burnout. 

4. Better outcomes and long-term sustainability

Digital tools must deliver results. Nurse executives are focused on reducing safety events, lowering rehospitalizations, and preparing for new models of value-based care. But they are also thinking about sustainability. Every new investment must hold up to real-world demands, from training and implementation to long-term use at scale. 

Cost is more than a line item. It includes change management, staff readiness, and integration with existing systems. Providers are seeking solutions that reduce complexity instead of adding it. They want fewer devices and fewer logins. They are looking for a more unified platform that streamlines the entire care experience. 

Why it matters for the future of senior living 

This digital transformation is deeply human. The goals are clear:  
1. Make it easier for clinical teams to do their best work, caring for residents  
2. Help residents live with dignity, safety, and connection 
3. Build systems that will support the next generation of senior living 

Every nurse, CNA, and team member brings heart and dedication to their work. Our responsibility as their technology-driven solutions provider is to design technology that respects that commitment. When we reduce friction, build smarter tools, and lead with empathy, we unlock better outcomes for everyone.  

The impact of building management on daily life 

The feel of a community often comes down to the details, such as temperature and lighting. When these systems run smoothly, residents are more comfortable, and operators can better manage one of their largest expenses: facility operations. 

That’s why many operators use AI solutions to optimize efficiency and reduce waste. Tools like the TELS® Platform support preventive maintenance, real-time issue tracking, and faster work order resolution, helping ensure comfort and safety stay consistent. 

How AI enhances comfort and efficiency in senior living 

Artificial intelligence in senior care operations extends far beyond clinical applications; it’s becoming a cornerstone of how modern senior living communities operate. By turning building data into real-time insights, AI solutions help leaders create environments that are more comfortable and reliable every day. 

Energy optimization

AI-enabled energy management systems monitor HVAC, lighting, and water use to balance comfort with efficiency. Smart adjustments to temperature and ventilation keep residents comfortable while minimizing energy waste, helping communities achieve both sustainability goals and cost savings.

Preventative maintenance

Through predictive analytics, AI detects small shifts in equipment performance that signal potential issues before they become costly failures. This proactive insight allows maintenance teams to schedule service in advance, avoiding resident disruptions and reducing emergency calls. Over time, this approach builds a more stable operation, protecting asset life while reinforcing financial and operational consistency.

Communities actively using TELS® asset management features have experienced a 14% reduction in emergency service calls*, proof that proactive maintenance drives measurable results. 

Smart work order automation

AI can analyze incoming maintenance requests and prioritize them by urgency and safety impact. This helps ensure that high-priority issues, such as HVAC failures or water temperature variances, are addressed first, while routine tasks are efficiently scheduled. CMMS (Computerized Maintenance Management System) software like TELS Platform already helps teams streamline this process, reducing delays and improving overall responsiveness.

Robotic and automated cleaning systems

Automation in housekeeping is transforming the consistency and reliability of environmental services. AI-powered tools, including TELS® Housekeeping, help communities standardize daily cleaning tasks, balance staff workloads, and maintain high quality across every room and shift. Robotic vacuums and smart disinfection systems maintain high standards of cleanliness while easing the workload on staff, a major advantage amid ongoing labor shortages. The result is a safer, cleaner environment that boosts both resident satisfaction and staff morale. 

Together, these applications show how AI and automation tools quietly improve quality of life behind the scenes. When buildings run smoothly, residents feel the difference. A consistent sense of comfort and cleanliness, supported by dependable service, contributes to a more welcoming and dignified living experience. 

Benefits for staff and residents 

Automation frees staff from constant troubleshooting, giving them more time for meaningful engagement and proactive planning. Predictive insights help maintenance teams prevent small issues before they become disruptions; while housekeeping automation tools help ensure consistent cleanliness. 

For residents, these advancements translate into steady comfort, faster service, and a sense of reliability that builds trust. 

This blend of AI use in buildings operations and technology for seniors reinforces a simple truth: when systems run smoothly, people thrive. 

Challenges of adoption in senior living 

Even with clear benefits, implementing new technology in senior living takes thoughtful planning. Each challenge offers a chance to build a smarter foundation for the future. 

Aging infrastructure

Many communities rely on legacy systems that weren’t built for digital integration. Modernizing doesn’t require a complete overhaul; small, strategic upgrades make an immediate impact. Start by connecting key systems like HVAC or water management to tools such as TELS Platform for real-time monitoring and insight. 

Data accuracy and readiness

AI is only as reliable as the data behind it. Standardizing preventive maintenance, inspection tracking, and asset logs help communities strengthen their data foundation and generate more accurate, actionable insights. 

Cultural adoption and team confidence

Introducing new technology takes collaboration and trust. Engaging staff early helps teams see how automation supports their expertise. Celebrating small wins like fewer emergency calls and faster response time builds momentum and confidence. Over time, teams see how AI applications support their expertise and simplify daily operations. 

The future of AI in senior living communities 

Future trends in senior care point toward fully connected ecosystems. Senior living technology solutions will increasingly integrate energy management, housekeeping automation, and asset data into unified dashboards, giving leaders a complete picture of building performance and operational efficiency. 

With tools like TELS Platform and AI-driven analytics, communities can respond more effectively to everyday challenges by aligning operational data with real-time decision-making, improving both the resident experience and staff performance. 

The bottom line 

With smarter insights and stronger outcomes, the benefits of AI in senior living are becoming increasingly clear. Communities that adopt AI-driven building management today are creating a foundation for lasting comfort, efficiency, and resident satisfaction. 

At Direct Supply, we’re committed to transforming innovation into practical solutions to help senior living teams run more smoothly with tools that support safer, more efficient, and more welcoming environments for residents and staff alike.  

The role of building operations in survey readiness 

Reliable building performance is essential for regulatory compliance and inspections. Building maintenance teams must manage HVAC performance as well as water temperatures and life safety systems, all of which are major focus areas during surveys. 

Alongside staffing and food, building operations represent one of the top three expenses in care environments. To control these costs while safeguarding compliance and safety, forward-thinking providers are adopting AI-driven tools that streamline operations and uncover new efficiencies. 

The TELS® Platform already helps providers schedule inspections, document work, and centralize compliance reporting, all key to maintaining survey readiness and safety. 

How AI supports compliance and safety in SNFs 

In skilled nursing, compliance and safety are non-negotiable. A single missed inspection or system failure can trigger citations in addition to disrupting care and jeopardizing trust. AI tools and automation technologies now offer maintenance and facility leaders a smarter way to stay ahead, turning reactive work into proactive protection. 

Proactive maintenance powered by predictive analytics 

AI tools can analyze equipment data from HVAC systems, boilers, pumps, and refrigeration units to detect subtle changes that often go unnoticed. By identifying at-risk assets before they fail, teams can schedule timely service and avoid emergency calls that strain both budgets and staffing. Predictive insights also extend asset life, helping communities make the most of every capital investment. 

Compliance-driven automation

Survey readiness depends on consistency, and automation helps ensure nothing slips through the cracks. AI can automatically prioritize safety-critical work orders, flag missed inspections and verify that documentation is complete before surveys. With tools like the TELS® Platform, communities maintain real-time visibility into equipment status and fire protection logs, along with temperature data, helping ensure every system meets regulatory standards year-round. 

AI-driven HVAC optimization at Sherbrooke Village delivered a 20–30% reduction in HVAC-related energy use and 15–25% overall utility savings, while improving indoor air quality and compliance with F-Tag 584 standards. This initiative demonstrates how predictive insights and automation can strengthen compliance in addition to comfort and safety; key outcomes every skilled nursing community strives to achieve. 

AI-driven asset lifecycle planning

Knowing when to repair versus replace is one of the toughest calls facility leaders face. AI simplifies the decision with data. This empowers leaders to align operational budgets with safety priorities and capital project goals. 

Across the country, communities using TELS Platform are seeing a measurable impact, from fewer emergency service calls and reduced survey deficiencies to stronger documentation and improved uptime. The result: stronger compliance and smoother operations that build confidence across your team and protect everyone in your community. 

Benefits for staff and residents 

The heart of every skilled nursing facility is its people, both those providing care and those receiving it. AI in healthcare operations is built to empower, not to disrupt, that essential connection. 

For maintenance and environmental services teams, AI takes on time-intensive monitoring, scheduling, and reporting. With less time spent on manual work, teams can turn their attention to advancing safety and operational excellence. Leaders gain visibility across multiple systems, enabling smarter decisions and fewer surprises. 

For residents, these improvements translate directly into comfort and security. Reliable building systems mean stable temperature and safe water quality. They also ensure a calm, consistent environment, all critical to quality of life. Preventive maintenance reduces downtime and eliminates the frustration of repeated disruptions. 

Together, these advancements create a powerful ripple effect: a more resilient care environment, lower operational stress, and greater confidence across the entire community. By combining human expertise with intelligent automation, skilled nursing teams are redefining what operational excellence looks like in senior care. 

Barriers to adoption 

Even with clear benefits, adopting new technology in skilled nursing takes thoughtful planning. Each challenge presents an opportunity to build a stronger, smarter foundation for the future. 

Aging infrastructure

Many communities rely on legacy systems that weren’t built for digital integration. Modernizing doesn’t have to mean full-scale replacement. Start with high-impact systems like HVAC or water management. Incremental upgrades create immediate operational wins and pave the way for broader integration. 

Data accuracy and readiness

AI is only as strong as the data behind it. Inconsistent or incomplete information limits insights, but the solution lies in consistency. Using the TELS® Platform for preventive maintenance, inspection tracking, and asset management helps standardize data collection, giving AI a reliable foundation for precise, actionable recommendations. 

Cultural adoption and team confidence

Building trust in new tools takes time. Involving maintenance leaders, frontline staff, and administrators early helps teams see how automation supports their expertise. Celebrating small wins like fewer emergency calls and faster repairs or stronger documentation builds momentum and confidence. Over time, teams recognize how AI applications amplify their impact, freeing them to focus on what matters most: resident well-being. 

The future of AI in skilled nursing facilities 

AI in senior care is advancing rapidly, and skilled nursing is uniquely positioned to benefit. Soon, AI-driven automation will unify insights from across the operation. This will connect the physical environment with staffing patterns and resident outcomes to enable faster, more informed decisions. 

Emerging innovations like robotic cleaning, automated housekeeping tools, smart disinfection, and integrated HVAC controls are already changing the way communities manage cleanliness and air quality. Tools like TELS® Housekeeping now bring these same advantages to environmental services which help simplify scheduling, track quality, and ensure every room meets consistent standards across shifts. These technologies lighten staff workload while strengthening compliance and resident safety. 

At Direct Supply, we’re focused on bridging innovation with practicality, delivering AI solutions and survey-ready tools that help care teams stay compliant and future-focused. The goal is clear: enable safer environments, stronger operations, and better outcomes for every resident. 

The bottom line 

With fewer emergencies and stronger compliance outcomes, the benefits of AI in senior care operations are becoming increasingly clear. Skilled nursing communities adopting AI-driven building management today are setting the stage for a future of greater safety and operational resilience.  

As innovation continues to advance, leaders who explore these tools now will be best positioned to improve outcomes, extend asset life, and deliver exceptional care environments. 

Proof senior care foodservice is ready for AI innovation 

Dining operations in senior care are among the most complex in any care environment. From clinical compliance to menu planning to procurement, foodservice teams navigate numerous challenges requiring smarter, faster solutions. 

AI is already addressing key issues such as: 

• Manual and reactive menu planning 
• Unpredictable inventory management 
• Staffing gaps and inconsistent quality 

To scale effectively and deliver personalized experiences, AI-driven tools are becoming essential in senior care foodservice. 

In addition to software intelligence, foodservice robotics can play a critical role in managing labor-intensive routines like food running, bussing, and tray passing. These tasks, often repetitive and injury-prone, are ideal candidates for automation. When paired with AI-driven planning, robotic solutions multiply efficiencies and relieve pressure on frontline teams. 

Communities are already seeing measurable impact. One dining manager at the Front Porch Center for Innovation and Wellbeing reported, “Our overtime went from $13,800 down to $7,145 from June to July. We are seeing a declining trend in our OT [because of the robots].”

Where AI is making an impact, and what’s next 

While still in the early stages, AI applications in foodservice are rapidly gaining traction. Here’s where momentum is building and how these solutions might evolve:

1. Adaptive menu creation

Today: AI-powered platforms use real-time product pricing and availability to help communities create cost-effective, resident-centered menus. 

Tomorrow: Menus may adapt daily based on real-time feedback, seasonal ingredients, and biometric data from wearable devices.

2. Predictive inventory and procurement

Today: Tools like Direct Supply® DSSI™ deliver real-time ingredient pricing and availability, helping you source from preferred vendors at the best value. When an item is unavailable, DSSI recommends contract-compliant, cost-effective alternatives, ensuring uninterrupted service and optimized spend. 

Tomorrow: AI could merge supplier inventory, pricing trends, and community events to predict needs proactively.

3. Intelligent staffing and workflow support

Today: AI helps align staff schedules with peak demand. 

Tomorrow: AI might recommend task shifts, identify training needs, and anticipate prep time spikes to improve team performance.

4. Robotics in meal delivery and bussing

Today: Autonomous food delivery and robotic bussing, like Servi Plus, can help reduce physical strain and speed up service in dining areas. 

Tomorrow: Foodservice robotics may coordinate directly with AI systems to anticipate traffic flow, prioritize delivery routes, and adjust timing based on dining room capacity. 

Physical automation: Foodservice robotics in senior care

As AI enhances planning and forecasting, foodservice robotics tackles operational challenges at the point of service. These technologies take on repetitive, labor-intensive tasks that often strain dining teams, especially during peak hours. By integrating automation into dining workflows, care environments can boost efficiency, ease physical demands, and deliver more consistent mealtime experiences. 

Key applications include: 

• Autonomous meal delivery: Transports plated meals from kitchen to dining areas, freeing staff to focus on higher-value care. 
• Automated bussing systems: Streamline cleanup and dish room workflows, reducing post-meal bottlenecks. 
• Robotic tray service: Delivers drinks, snacks, and hors d’oeuvres on preprogrammed routes to enhance social dining occasions. 

Real results from AI-driven procurement 

AI is already delivering measurable results, and the proof is right here. Communities using Direct Supply Procurement Services see significant savings and efficiency improvements through the application of the OGM.ai™ order guide management tool. OGM.ai streamlines procurement by centralizing order guides, helping teams identify preferred products down to the invoice level, ensure consistency across facilities, and even resolve discontinued items automatically. When supply runs short, OGM.ai recommends equal or lower-cost alternatives, reducing canceled orders by nearly 50% and saving staff valuable time. 

What’s ahead: expanding benefits of AI in senior dining 

As AI moves beyond procurement, its potential to transform operations continues to grow: 

For residents: 

• Tailored menus meeting individual needs 
• Nutritional precision supporting chronic conditions 
• Higher satisfaction through tailored, well-executed dining experiences

“65.4% of residents believed that the robots improved their overall dining experience” 

– Front Porch Center for Innovation and Wellbeing 

For staff: 

• Automated compliance monitoring 
• Easier inventory management and ordering 
• More time for creativity and resident engagement 
• Robotics that automate repetitive, physical tasks like food running and bussing. 
• Fewer physical injuries and more time to focus on personalized service 

For providers: 

• Accurate forecasting and tighter budget control 
• Actionable insights into menu performance 
• Streamlined reporting for compliance and quality initiatives 

How to prepare for AI in foodservice 

2. Focus on high-impact areas 

Tackle high-cost challenges like food waste and pricing volatility first. AI tools can help reduce wasteful spend by identifying off-contract ingredient purchases and recommending compliant alternatives aligned with your order guide.  

4. Empower your team 

Involve your culinary team early and provide hands-on support. Show how AI frees up time and improves outcomes without replacing jobs. 

Looking ahead 

AI is no longer optional in senior care foodservice, it’s becoming central to strategic planning. At the intersection of AI, automation, and clinical nutrition, new technologies help providers work smarter, improve satisfaction, and achieve better outcomes. 

At Direct Supply, we’re developing the next generation of AI tools to automate foodservice workflows, enhance resident satisfaction, and strengthen operational outcomes. 

Whether it’s AI for procurement and menu planning, or robotics for food delivery, now is the time to begin integrating AI and automation into your foodservice operations.   

Why robotics matters in senior living 

Robotics is a proven model of workforce augmentation through filling gaps, not replacing caregivers. By automating repetitive, time-consuming tasks, communities return valuable time to caregivers so they can focus on what matters most: caring for seniors. 

 “If people come in and they say, ‘Robotics is doing all of the dull, dirty tasks around the building and it’s freeing up caregivers to actually spend time interacting with residents’ That’s a building I’d be in.“

With the right tools, communities can: 

• Relieve staffing shortages. 
• Improve efficiency with floor cleaning robots and delivery automation. 
• Reduce burnout with smarter workflows. 
• Prepare for the future of senior living with scalable technology. 

Practical applications of healthcare technology today 

Technology in healthcare has rapidly advanced in the last decade, and robotics is a leading example. These are not futuristic prototypes, they’re available, proven solutions already delivering measurable impact in care environments. 

• Delivery robotics: Food service robots like Servi Plus transport meals, linens, and supplies, saving staff hours each week. 
• Environmental services (EVS robotics): Solutions like Whiz by SoftBank Robotics America reduce repetitive labor and reallocate time toward higher-value engagement with residents. 

As one staff member explained after adoption: “Whiz helps us keep the hallways and common areas clean so we can focus more on resident care.” 

Results in action 

Direct Supply partnered with Sabra Healthcare REIT to pilot cleaning robots in senior living communities. The results were clear: 

• Performance: Over 1.2 million square feet of space cleaned, saving nearly 300 hours of manual labor. 
• Consistency: Routine cleaning reduced debris and boosted confidence in daily hygiene. 
• Labor reallocation: Staff redirected time toward direct care and resident engagement. 
• Resident experience: One resident shared, “It’s nice to know the carpets are getting cleaned every day, not just when someone has time.” 

These outcomes prove that robotics is both a workforce extender and a resident-experience enhancer. And the impact didn’t stop there. What started as a two-community pilot quickly grew across Sabra’s portfolio. The investment proved its value, delivering consistent, reliable cleaning that eases the burden on staff, delights residents, and scales seamlessly across communities. Robotics is no longer an experiment; it’s a proven strategy to strengthen portfolios and create lasting operational value. 

Preparing for the future of senior living 

Adopting new healthcare technology isn’t just about solving today’s problems, it’s about preparing for tomorrow’s realities. Designing spaces ready for healthcare technology trends like robotics will be essential. 

 “By the time a new building opens, it might be too late to redesign for robotics. You have to make sure your building is ready for adoption, even if you’re not adopting yet, you probably will in the next 10 years.“

Forward-thinking providers will gain an edge by extending workforce capacity without adding headcount, enhancing resident satisfaction with consistent and reliable service, and reducing operational costs through scalable automation. At the same time, they will build a culture of innovation that attracts both residents and staff, positioning their communities as leaders prepared for the future of senior living. 

The bottom line 

The future of senior living will be shaped by providers who act today. Robotics allows communities to close the care gap, protect staff well-being, and elevate the resident experience. 

“We’re not asking you to change the world today, just try something. Because if you don’t, you are going to fall behind the people that are.” 

– Justin Smith, Senior Innovation and Technology Manager 

Robotics isn’t just about machines, it’s about creating communities where technology supports compassion, dignity, and human connection. 

Understanding AI’s supportive role in clinical care 

AI technology is increasingly being designed to support and empower care teams, and as the technology develops, new capabilities will continue to surface. It can streamline time-consuming tasks, automate repetitive processes, and provide critical insights, allowing care teams to spend more time delivering meaningful, person-centered care. Thoughtfully integrating AI in senior care helps assisted living and memory care communities enhance quality, efficiency, and regulatory compliance while maintaining the personalized care that individuals and families value most. Just as important as these benefits is building trust from the start. That means implementing AI solutions on secure platforms, being transparent about how data is used, and providing the training care teams need to feel confident using new tools. 

Enhancing direct resident care with AI applications in healthcare 

Medication management is one of the most complex and critical workflows in assisted living and memory care. While support levels vary from full administration to prompting and self-management, AI is beginning to show real promise in enhancing this process. 

Early innovations in this space are: 

• Automating medication tracking: Streamlining medication workflows from ordering through administration to improve accuracy and compliance 

• Delivering real-time alerts: Mobile apps and smart devices provide timely reminders to promote adherence 

• Reducing risk of errors: AI-driven systems can support safer practices by offering prompts, confirmations, and documentation support 

At Direct Supply, we’re actively exploring AI’s evolving role in this area to help providers enhance safety, reduce workload, and support regulatory requirements. While these innovations are still emerging, we’re focused on identifying and shaping practical tools that will drive meaningful change. 

Unique opportunities with AI in assisted living EHRs 

Electronic health records (EHRs) are increasingly an invaluable tool to support assisted living providers, and AI is playing an important role in that by: 

• Resident care insights: AI is detecting trends and patterns in resident care and staff workflow, offering valuable insights into staff time allocation and resident care needs. For example, DS smart® enables vitals to transmit directly to the EMR in under 2 minutes, complete with accurate timestamps. This allows care teams to respond faster, reduce errors, and capture a more complete picture of resident health, supporting earlier interventions and data-informed decision-making. 

• Accurate billing and resource management: By understanding how staff spend their time, AI technology helps optimize resident billing based on actual care provided. Because these systems manage sensitive resident and operational data, it’s essential to choose solutions that meet rigorous security requirements, like HIPAA compliance. Clear, measurable performance metrics help ensure these tools deliver value without compromising privacy. 

• Optimized staffing decisions: AI-driven analytics can inform staffing decisions, helping management balance resource allocation against resident needs and regulatory staffing requirements. 

AI’s role in improving clinical operations 

In assisted living and memory care, clinical operations must remain responsive, agile, and supportive. AI operational tools are starting to streamline workflows and show promise for simplifying regulatory compliance by: 

For example, pac-IQ® is an AI-enabled referral management platform designed specifically for senior care providers. It helps care teams streamline one of the most complex areas of operations: care transitions from hospitals to assisted living or memory care. By reducing referral processing from hours to minutes and automating intake and eligibility workflows, pac-IQ® enables faster, more informed decisions. It integrates with existing platforms, supports HIPAA compliance, and helps staff keep residents and families at the center of the process. 

A phased rollout with thorough testing helps ensure these tools operate effectively without disrupting daily workflows. Pairing adoption with ongoing education builds trust, helps teams understand AI’s capabilities and limits, and reinforces how resident privacy is safeguarded. 

Your trusted partner in AI-driven senior living innovation 

At Direct Supply, we help assisted living and memory care communities successfully harness AI technology to optimize resident care, empower care teams, and confidently meet evolving state regulatory requirements. Our innovative senior care technology solutions are designed with your care teams in mind, ensuring technology always enhances human connections and outcomes.

What is pac-IQ? 

pac-IQ is an advanced referral management SaaS platform built to simplify and optimize patient transfers from hospitals to post-acute care facilities. Developed by three industry veterans with years of RN experience in post-acute care, pac-IQ is designed to automate administrative tasks, speed up patient care transitions and allow staff to focus more on direct patient care. 

Addressing the Challenges of Care Transitions 

Care transitions between acute and post-acute facilities can often be slow and cumbersome. Many facilities still rely on manual processes that can lead to delays in patient care, with some referrals taking hours – or even days – to process. Studies by pac-IQ reveal that while efficient facilities process patient referrals in about 90 minutes, many others face delays of four to five hours or more. 

pac-IQ addresses these challenges by consolidating essential patient information into an easy-to-use electronic format. This allows healthcare providers to review and act on referrals more quickly, cutting down on processing time and ensuring that patients receive timely care. 

Key Functions of pac-IQ’s Referral Management Solution 

pac-IQ offers a range of functions that help healthcare providers streamline their operations and improve patient outcomes: 

• Seamless integration with existing systems, databases, and platforms 

• Suite of AI services for streamlined clinical record processing and review 

• Comprehensive CRM 

• Secure, HIPAA-compliant chat 

• Detailed insurance eligibility verification 

• Real-time background checks 

• Granular dashboarding and reporting of every data point 

• Advanced document management tools 

• Optimized clinical workflow 

• Revolutionized patient navigation and admission 

• Automatic processing of faxed referrals 

• Mobile app for on-the-go access 

Why pac-IQ Matters for Post-Acute Care

The need for more efficient and effective healthcare solutions is clear. pac-IQ stands out as a critical tool for post-acute care providers looking to reduce delays, simplify administrative workflows, and improve the quality of care they deliver. Its ability to streamline patient transitions is vital to addressing one of the biggest operational challenges in post-acute care: the inefficiencies that slow down care delivery. 

With pac-IQ, healthcare facilities can improve the speed and quality of patient transitions, reduce administrative strain, and enhance the overall patient experience. This platform is not just an upgrade – it’s a transformation that equips healthcare providers with the tools they need to thrive in an increasingly complex and demanding industry. 

Today’s healthcare workers are facing unprecedented challenges. Staff burnout and administrative burden has reached critical levels. pac- IQ not only streamlines processes – it takes a significant workload off of staff by automating time-consuming administrative tasks. This isn’t about replacing people with automation; it’s about giving your team more time to focus on what truly matters – patient care. The result is more engaged, focused healthcare staff that are better able to meet the needs of patients.

Interested in an improved referral management process? Contact the pac-IQ team to schedule a personalized demonstration >  

For senior living operators across the U.S., the end of the year often comes with tough choices. CapEx spend down season can feel like a race against the clock. Budgets don’t roll over, timelines are compressed, and you’re balancing community needs with day-to-day operations. 

To help operators navigate these challenges, we asked Austin Higgins, Capital Sales Consultant at Direct Supply, to answer the most common questions about senior living capital projects during spend down. His guidance focuses on practical, customer-centered strategies to maximize budget, improve outcomes, and position communities for long-term success. 

My CapEx dollars are sitting unused, and I feel paralyzed by where to start. What should I do first? 

You’re not alone. Many operators feel that way when the clock is ticking. The best first step is simply starting the conversation. Even if your project is only in the idea stage, we can help you weigh priorities- whether it’s compliance upgrades, resident safety, or refreshing common areas. Early conversations give us time to align goals and unlock more options for you. 

It’s already late in the year. Is it even possible to complete a project before my budget disappears? 

Absolutely. Tight timelines are stressful, but they don’t have to mean missed opportunities. We manage fast-turnaround senior living projects every year, often under even tougher deadlines. For example, one operator came to us in mid-December with leftover budget. Within two weeks, we aligned on scope, overnighted fabric samples, finalized selections, and placed their order—all before year-end. 

The difference is having the right partner. Because we complete 50,000+ senior living projects annually and maintain deep relationships with key suppliers, we can accelerate timelines and unlock options that might not be available otherwise. Even late in the year, you can make meaningful improvements if you act quickly and lean on that network. 

I’m juggling multiple priorities. How do I decide which projects deserve my budget right now? 

Start with impact. Projects tied to resident safety or compliance should rise to the top. After that, look at what will deliver the most value, whether that’s operational efficiency, ROI, or a stronger first impression for families touring your community. Sometimes we’ll recommend phasing a project so you can act now without straining your budget or operations. Prioritization ensures your CapEx spend improves outcomes where it matters most. 

I’m debating choosing cheaper products just to save time or money. What’s the risk? 

The risk is that short-term savings can create long-term headaches. For example, choosing residential-grade furniture because it’s immediately available may seem convenient, but it won’t hold up in a senior living environment. That often means paying for replacements within a year or two, costing more in the end. We help operators choose durable, compliant products built for senior care, so you avoid rework, wasted spend, and disruption for your residents. 

Need furniture that will ship quickly? Discover Direct Supply’s quick-ship program, which ships curated furniture in 20 days or less: Perfect for year-end CapEx spend down.

Some of the upgrades I need have long lead times. What if I don’t have that kind of flexibility? 

That’s a valid concern. Standard lead times for major systems, like nurse call replacements, have a reputation for stretching six to eight weeks. But because of our strong vendor partnerships, we’ve often delivered emergency installations in as little as a week. It’s always worth asking—we may be able to accelerate timelines or find creative alternatives, so you don’t miss your spend down window. 

With so many needs, how do I know I’m making a smart investment? 

A smart CapEx investment should deliver value now and in the future. Recently, an operator we work with completed four furniture projects under budget in six weeks. They not only saved money but also moved closer to their annual rebate payout, adding even more financial value. When evaluating projects, consider both the immediate impact on your community and the long-term ROI. 

If I call you today, what will the process actually look like? 

We’ll start with a quick discovery call to understand your goals, budget, and timing. From there, we’ll confirm availability, secure pricing, and align on next steps. Once approved, we’ll manage procurement, warehousing, shipping, and installation. You’ll have one point of contact and full visibility from start to finish.

Bottom line 

CapEx spend down season doesn’t have to feel overwhelming. Even if you’re behind, it’s not too late to act. By starting early, prioritizing impact, and choosing solutions designed for senior living, you can stretch your budget further and make improvements that benefit both residents and staff.  

Don’t let your budget go unused.

Start the conversation with our capital experts today and discover how to maximize every dollar before year-end.

Defining AI’s role in clinical care 

AI in clinical care encompasses technology designed to simplify workflows, provide real-time decision support, and improve resident outcomes.  

AI is currently best viewed as an assistant to streamline routine tasks, and as these tools mature, we may see them take on even more sophisticated functions alongside care teams. It complements human judgment, empowering caregivers with critical insights without diminishing their essential role in compassionate, personalized care. As these tools evolve, ensuring they’re implemented with strong privacy safeguards and transparent performance measures will be key to maintaining trust between caregivers, residents, and families. 

Transforming documentation and EHR usability

AI enhances Electronic Health Record (EHR) documentation to ensure accuracy, efficiency, and usability. New automation tools and early AI-assisted documentation capabilities are being explored and deployed by EHRs to: 

• Validate completed clinical tasks quickly and accurately, ensuring thorough documentation and compliance. 

• Reduce the administrative burden on care teams, minimizing burnout and increasing confidence.  

• Improve data entry accuracy, minimizing costly errors or omissions. 

These advances depend on secure, HIPAA-compliant systems that protect resident information while streamlining workflows. As EHRs integrate AI, communities will also need clear metrics to validate the accuracy and reliability of automated documentation. Accurate and complete documentation means improved regulatory compliance, and reduced liability and risk for providers. 

This innovation is already improving outcomes today with DS smart®. It connects directly to your EMR, capturing vitals and clinical data in real time, eliminating duplicate logins and retyping. 

With DS smart®, your skilled nursing community can: 

• Eliminate redundant manual data entry for up to 40% time savings and fewer errors 

• Improve compliance with direct, at-the-source documentation 

• Access real-time data to enable faster, more informed decisions 

• Standardize workflows across staff and shifts so your team can focus on resident care 

As AI continues to evolve, solutions like DS smart® demonstrate the power of applied technology to enhance care team performance, streamline documentation, and improve care delivery. 

Enhancing clinical decision support 

Clinical decision support (CDS) powered by AI offers timely, informed assistance. Emerging AI-driven CDS systems can already: 

• Rapidly analyze vast clinical data, identifying trends or risks caregivers might overlook. 

• Proactively manage resident conditions, such as identifying individuals at risk for hospital readmissions, enabling early intervention. 

• Balance and standardize clinical knowledge, ensuring consistency in care delivery. 

One practical application is pac-IQ®, an AI-enabled referral management platform that helps streamline care transitions. By reducing manual review time from hours to minutes and automating eligibility checks and documentation, pac-IQ® supports fast, accurate admission decisions, empowering clinical teams with the data they need, exactly when they need it. 

These kinds of AI-enabled tools strengthen decision-making while enhancing operational efficiency. Building caregiver trust in these systems requires ongoing training and transparent performance measures to ensure accuracy and adoption. 

Revolutionizing medication management 

Medication management remains one of the most time-consuming and high-risk areas of clinical care. From ordering to administration, the process is complex, and any misstep can impact resident safety. 

AI is beginning to reshape this critical workflow with emerging capabilities that show strong potential to: 

• Automate medication workflows to reduce manual steps and minimize errors 

• Act as “another set of eyes,” offering accuracy checks, side effect alerts, and documentation reminders 

• Arm caregivers with the right information at the right time, accelerating issue resolution and ensuring timely medication administration 

While many of these tools are still in development or early adoption stages, they highlight a growing trend: using AI to reduce risk, increase accuracy, and free up time for hands-on care. At Direct Supply, we’re actively exploring and evaluating these innovations to help skilled nursing communities prepare for what’s next, while continuing to focus on safe, efficient care delivery. 

Building intuitive, supportive care environments 

AI extends beyond clinical systems to transform care environments. Integrating AI with building management systems provides: 

• Smart sensors and ambient monitoring technology that alert staff to safety concerns, like falls, without intrusive monitoring. 

• Predictive analytics anticipating resident needs, proactively adjusting lighting or climate control for comfort. 

• Enhanced workflow management, guiding caregivers through tasks based on real-time data. 

With any technology that collects and analyzes resident data, robust privacy protections are essential. Communities should pair these innovations with clear protocols and visible outcomes to reassure staff, residents, and families.  

As AI capabilities evolve, often faster than anticipated, we expect to see new applications that contribute to more intuitive and responsive environments that improve outcomes, significantly impacting resident safety, comfort, and operational efficiency. 

Robotics and adaptive technology 

AI-enabled robotics are emerging as powerful tools to address workforce challenges, reduce repetitive strain on caregivers, and enhance the resident experience. As this technology evolves, it’s increasingly being used to: 

To help communities turn these possibilities into outcomes, Direct Supply offers robotic meal delivery and cleaning solutions. These tools enable care teams to spend more time on resident care, while increasing consistency, reducing task load, and supporting a safer environment. 

These applications demonstrate the growing potential of robotics in skilled nursing and reflect our commitment to identifying and implementing practical innovations that improve care quality and operational efficiency. 

Your trusted partner in AI-Driven innovation 

Direct Supply partners with skilled nursing communities to navigate the rapidly evolving AI landscape, delivering solutions that address today’s needs while adapting to the opportunities and challenges still on the horizon. Our deep understanding of clinical and regulatory challenges uniquely positions us to help your community effectively leverage AI, improving resident outcomes and operational efficiency. 

Referral Management, Solved

Efficiency and trust are everything in the high-intensity, demanding world of post-acute care. This is especially true for managing patient referrals. For skilled nursing facilities (SNFs), every minute counts. Every detail matters, and every lost referral is a missed opportunity to deliver care and fill a bed.

pac-IQ has solved referral management with its innovative platform. The patent pending software solution saves time, money and helps staff focus on providing high-quality care.

Experienced registered nurses created pac-IQ. The founders designed it specifically for the needs of SNF operations. pac-IQ helps providers improve admissions, increase occupancy, and make better decisions quickly. But what truly sets pac-IQ apart isn’t just the AI powered workflows or real-time reporting – it’s the customer experience.

We sat down with Kelli Collins, VP Admissions & Intake at Brickyard Healthcare and Tricia Whaley, Senior Director of Provider Relations at CHR Consulting Services, Inc. to hear how pac-IQ has impacted their workflows, census growth, and team satisfaction. Their stories reflect a platform built on listening, partnership, and results.

Faster Referral Management. Better Care.

Before using pac-IQ, both organizations had a common problem. They dealt with slow, manual processes. These processes made referrals take longer and left staff feeling overwhelmed.

With pac-IQ, healthcare organizations get a user-friendly platform that supports teams with intuitive AI-driven workflows. For providers like Collins and Whaley, building informed care plans becomes fast and easy – improving quality of care and the overall patient experience.

“pac-IQ has really sped up the process,” Whaley shared. “By using referral-IQ, the average referral time is now decreased to five minutes. It would have taken 10 to 15 minutes – or longer – just to log in to our old system, download the documents, and print them.”

That speed isn’t just a convenience – it’s a competitive advantage.

“In our world, whoever gets to ‘yes’ first usually gets the referral,” Collins emphasized. “With pac-IQ, we’re responding to referrals faster, and in some cases, the AI tool responds immediately. That’s a game-changer.”

AI That Addresses Clinical Needs

While AI has become a buzzword in post acute care settings, clinical input built pac-IQ’s intelligent systems. By listening to the needs of those we serve, we tailored pac-IQ to address the evolving demands of post-acute care.

“Some of our referrals are 300 pages long,” Collins explained. “Our RNs used to have to read every page. The AI tool pulls out the important things from the beginning of the admission… It helps our call center team, who aren’t nurses, make faster, better-informed decisions.”

This smart automation does not replace the human touch. Instead, it empowers care teams to take healthcare systems to the next level. Instead of spending hours pouring over paperwork, teams can work faster with electronic health records.

Post Acute Care Referral Management Technology – Built for You

One common theme in customer conversations is the high-touch support pac-IQ offers. Many products or services offered in the industry focus on signing new clients, but neglect to support them beyond the initial onboarding phase. With pac-IQ, the support is strong not just during onboarding, but at every step.

“The onboarding was really smooth – from the set up to sending pac-IQ the user information, to getting the user set up” Whaley noted. “I give the customer service ten stars.”

Collins echoed the sentiment: “pac-IQ has developed workarounds for every obstacle we’ve had… They’re just very responsive! It’s refreshing to have someone at your fingertips who has the answers to questions.”

The pac-IQ team’s deep industry experience roots their commitment to meet customer expectations. All three founding members of pac-IQ are registered nurses. They understand the challenges of the industry and how to solve unique and complex problems.

“The knowledge and understanding of the industry is just an overall plus.” Whaley shared about the pac-IQ team. “Their excitement, their knowledge and their partnership has been great. And we continue to see that… it’ll be a year that we’ve been working with Adam, Lee and Tasha and it’s the same level from day one.”

Real Numbers. Real Impact.

Beyond improving workflows, pac-IQ delivers measurable results that matter to leadership and finance teams alike:

• Referral processing time reduced by more than 85%, from hours to just 5–7 minutes per referral
• Hundreds of overturned denials converted into admissions
• Thousands of hours of labor offset across customers in 2024
• Real-time referral reporting, enabling data-driven decisions by the hour – not the quarter

With built-in dashboards, facilities can easily track referral volume, response times, acceptance rates, and census trends. “Now we can give accurate reporting numbers without having to do everything manually, which is cost savings and gives us greater labor efficiency” Collins explained.

Transparency, Trust, and Long-Term Partnership

In an industry where vendors often make impressive promises but fail to deliver, pac-IQ has earned customer loyalty while quickly becoming the gold-standard in referral management software. We commit to this standard by being honest, involved, and reliable.

“They sold us a product that did what they said it would do,” Collins said. “Transparency in our industry is crucial and pac-IQ has been very transparent.”

It’s Time to Work Smarter, Not Harder

The world of skilled nursing is complex and high-pressure – but managing referrals shouldn’t be. With pac-IQ, SNFs can work smarter, respond faster, and elevate every step of the intake process.

Want to grow your census, reduce admin work, or visualize your referral pipeline? Our customers agree that pac-IQ is the trusted solution.

Interested in an improved referral management process? Contact the pac-IQ team to schedule a personalized demonstration.