Alef Case Management - GigFlex-GeoIntelligent Scheduling Software
Home Healthcare Case Study

How Alef Case Management
Is Modernizing Medicaid Care
Coordination Across Georgia With CareHudl

A look at how a Georgia Medicaid case-management agency uses GigFlex’s CareHudl to schedule, verify, and coordinate a distributed team of case managers, with every visit record flowing straight into Zoho.

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Client

Alef Case Management

Programs

Medicaid waiver (HCBS) programs, including ICWP and CCSP

Caseload

Hundreds of clients across Georgia

GigFlex Product

CareHudl, connected to Zoho

The Challenge

Alef Case Management is a Georgia-based agency that provides Medicaid waiver case management, including for the Independent Care Waiver Program and the Community Care Services Program. Its case managers coordinate care for hundreds of clients spread across the state, and each of those clients depends on visits happening when they should, hours matching what was authorized, and paperwork that holds up when someone checks it.

Work like this has traditionally meant a lot of manual effort. Someone builds schedules by hand, plans the drive between visits, stays in constant contact with families and providers, and documents every interaction to Medicaid standards. Each of those jobs is manageable on its own. Together, across a team that is rarely in the same room, they eat the hours case managers would rather spend with clients.

Why It Matters

In Medicaid case management, a scheduling gap is more than an inconvenience. A missed visit can interrupt a client’s care. An authorization that doesn’t line up with the schedule is a compliance problem waiting to surface. An expired credential can quietly make a case manager ineligible for work they were already assigned.


Alef needed scheduling, visit records, and compliance checks working from the same information. It also needed that system to work alongside Zoho, where its client records already live, instead of asking staff to maintain a second set of files.

The Solution: CareHudl,
Connected to Zoho

Alef’s agreement with GigFlex brings CareHudl to its distributed team of case managers. CareHudl handles the scheduling, the mobile visit workflow, and the compliance checkpoints, while Zoho stays exactly where it was: Alef’s system of record. The two are connected, so information moves between them without anyone retyping it. Scheduling runs on GigFlex’s patented Geo-Intelligent Scheduling®, which builds location into every match.

Geo-Intelligent Scheduling

Case managers are matched to clients using travel distance, skills, current caseload, and continuity of care. Location is part of every match, so routes make sense and workloads stay balanced across the team.

Automated Visit Verification

Visits are verified automatically from the case manager’s phone, so a record of when and where each visit happened is captured as part of the visit itself, not reconstructed afterward.

Zoho Integration

Visit data collected on mobile syncs to Zoho automatically. Referrals, client profiles, and assessments stay consistent between the two systems, with no duplicate entry.

Compliance Checkpoints

Automated checkpoints built around Medicaid waiver requirements flag issues early. Certifications, background checks, and credential expiry dates are monitored, and only case managers who currently qualify show up as eligible for new assignments.

Live Workload Visibility

Dashboards show active visits, missed appointments, required service hours, documentation status, and how each case manager’s time is being used, so supervisors can step in before a small problem becomes a compliance one.

Secure Team Messaging

HIPAA-compliant messaging keeps case managers in the field and staff in the office on the same page, with visit updates and schedule changes handled in one secure place.

From Referral to Closure

What the workflow looks like for a case manager, from the first referral to a closed case.

01

A new referral arrives in Zoho

The client profile and assessment details sync into CareHudl, so scheduling starts from the same record the office already trusts.

02

CareHudl matches the case to the right case manager

Travel distance, skills, caseload, and continuity with the client are weighed together, and only people who currently meet compliance requirements are in the running.

03

Visits are scheduled against the authorized plan

Each assignment reflects the client’s authorized service hours, which cuts down on conflicts and over-scheduling.

04

The visit happens and verifies itself

The case manager works from the mobile app, and visit data is captured and synced back to Zoho automatically, without a separate data-entry step.

05

The office sees everything in real time

Supervisors can watch workloads, missed visits, and documentation status as they develop, while compliance checks keep running in the background until the case closes.

“Our collaboration with GigFlex marks a transformative moment for our agency.”

HK
Herschel Kessler

CEO, Alef Case Management

Managing a Complex Caseload? See How CareHudl Handles It.

Talk to us about how Geo-Intelligent Scheduling® can handle case matching, visit verification, and compliance checkpoints for your team, and how it connects to the system you already use.

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Common Questions
About CareHudl for Case Management

Does CareHudl replace our case management system?

No. CareHudl adds scheduling, a mobile visit workflow, and compliance checkpoints on top of the system you already run. At Alef, Zoho remains the system of record, and CareHudl connects to it so information flows both ways.

Does CareHudl work with CRMs other than Zoho?

CareHudl is built to connect with CRM systems, and Zoho is the one used in the Alef deployment. If your team runs a different system, ask us during a demo and we will tell you what the integration would involve

How does CareHudl help with Medicaid waiver compliance?

It builds compliance into scheduling. Automated checkpoints flag issues early, and credentials such as certifications and background checks are monitored so that only case managers who currently qualify appear as eligible for an assignment. It supports your compliance process, and your team still owns it.

Who is CareHudl built for?

Case managers and care teams working in Medicaid waiver and HCBS programs, local authority care plans in the UK, home healthcare and domiciliary care, disability services, and mental health and social care. Alef uses it for Georgia’s Medicaid waiver programs.