Blog  How a Home Modification Contractor Automated VA and Medicaid Project Management

How a Home Modification Contractor Automated VA and Medicaid Project Management

Nov 25, 2024
How a Home Modification Contractor Automated VA and Medicaid Project Management
TABLE OF CONTENTS
The Challenge
The Solution
The Results
Quick Implementation Tips
Ready to Scale Your Impact?
 
💡
15-20 minutes eliminated per accessibility project update
💡
100% capture of modification documentation and communications
💡
Easily scaled to serve more areas across KS and MO

The Challenge

For TH, a Kansas City-based accessibility contractor, their mission of helping people thrive in their homes was being hindered by administrative overhead. Managing hundreds of home modification projects across Kansas and Missouri—ranging from Medicaid-funded jobs to VA Specially Adapted Housing projects—their team was spending precious time on manual data entry instead of serving clients.
The company used CapsuleCRM to manage client relationships and funding requirements, while maintaining separate Trello boards for each subcontractor's project execution. While this kept sensitive client medical and funding information secure, it created a scaling problem: each new service area or subcontractor required its own set of automation workflows, making expansion increasingly complex.
"Every time a subcontractor commented or uploaded documentation for an accessibility modification, someone had to manually copy that into our CRM," explains the owner. "With hundreds of active projects across two states, and different funding sources like Medicaid and VA, we were drowning in updates."
flowchart LR
    subgraph CapsuleCRM
        A[New Deal]
        D[Deal Updates]
    end

    subgraph "Trello Boards"
        B[Kansas Board 1]
        C[Missouri Board 1]
        E[...]
    end

    %% CapsuleCRM to Trello flow
    A -->|Create cards| B 

    %% Trello to CapsuleCRM flow
    B -->|Comments| D
    B -->|Attachments| D
    B -->|Status Updates| D

    style A fill:#e1f5fe
    style D fill:#e1f5fe
    style B fill:#fff3e0
    style C fill:#fff3e0
    style E fill:#fff3e0

The Solution

Zapier Trello connector doesn’t capture Trello guest comments, so
Working with Connex, they implemented a unified system that could handle their complex requirements:
  1. Unified Webhook System
      • Captures all Trello project updates across both states
      • Single automation handles all funding types and subcontractors
      • No additional setup needed for new service areas
  1. Dynamic Status Mapping
      • Google Sheets matrix connects project stages to funding requirements
      • Easy modifications for different types of projects (Medicaid, VA, private pay)
      • Adapts to changing regulations and requirements
  1. Automated Information Flow
      • Subcontractor updates instantly sync to client records
      • Critical documentation properly filed for funding compliance
      • Complete modification history maintained for regulatory requirements

The Results

  • Time Saved: 15-20 minutes eliminated per accessibility project update
  • Coverage: 100% capture of modification documentation and communications
  • Expansion: Easily scaled to serve more areas across KS and MO
  • Compliance: Better documentation for Medicaid and VA requirements
"Now TH can focus on what matters most - helping people create spaces where they can thrive." - Implementation Specialist

Quick Implementation Tips

1. Start with Webhooks

Don't use standard Zapier triggers for multi-board setups. Webhooks capture ALL comments, including from board guests.

2. Use Dynamic Lookups

Create a Google Sheet to map statuses between systems. Makes future changes easy without technical knowledge.

3. Document Your Process

Create a simple checklist for adding new boards: - Duplicate existing board structure - Register webhook - Update status mapping sheet

Ready to Scale Your Impact?

  1. Document your current compliance processes
  1. Map information flow between systems
  1. Start with a single funding type
  1. Scale to additional service areas
Want to learn more about implementing similar automation for your accessibility services? Start with a free process audit to identify your biggest time-saving opportunities.
Book a free consultation here