Implementation Timeline

Deployment Roadmap & EHRM Wave Synchronization

A four-phase plan to bring KaiCare's community care bridge from Michigan pilot to national coverage, aligned with the VA's EHRM modernization schedule.

Phased Approach

Four Phases to National Coverage

Each phase builds on the previous, expanding geography, capability, and veteran coverage while maintaining quality and compliance.

Phase 1Q2 - Q3 2026|Detroit / Ann Arbor corridor

Michigan Pilot

Objectives

  • Validate FHIR Gateway with live EMR integrations (Epic, athenahealth)
  • Onboard 5-10 community practices serving veteran patients
  • Establish RPM/CCM baseline metrics for enrolled veterans
  • Test claims bridge alignment with CCN Next Gen fee schedules

Deliverables

  • Production FHIR R4 endpoint accepting data from pilot practices
  • Provider network portal with self-service enrollment
  • Bidirectional data exchange with VA Ann Arbor VAMC
  • Quality dashboard tracking HEDIS metrics for pilot cohort

KPIs

  • 5-10 practices onboarded and transmitting data
  • 100+ veteran records exchanged bidirectionally
  • Claims submission accuracy above 95%
  • Provider satisfaction score above 4.0/5.0
Phase 2Q3 - Q4 2026|OH, KY, IN tri-state region

Ohio / Indiana Expansion

Objectives

  • Scale provider network to 50+ practices across tri-state region
  • Launch automated referral routing for community care requests
  • Deploy veteran-facing provider directory with real-time availability
  • Integrate quality metrics with VA HPP tracking requirements

Deliverables

  • Referral engine processing community care authorizations
  • Searchable provider directory for VA staff and veterans
  • Full HEDIS/AHRQ quality dashboard with drill-down analytics
  • Automated EDI 837 claims submission pipeline

KPIs

  • 50+ practices active on the platform
  • 500+ referrals processed through the engine
  • 1,000+ veteran records in bidirectional exchange
  • Average referral-to-appointment time under 7 days
Phase 32027|Midwest and Southeast regions

Scale & Monetize

Objectives

  • National provider enrollment via self-service portal
  • Full EDI 837/835 claims processing pipeline with reconciliation
  • AI-powered care coordination and risk stratification
  • Revenue model: per-transaction fees + SaaS licensing

Deliverables

  • National self-service provider enrollment portal
  • Complete claims lifecycle (submission, adjudication, reconciliation)
  • AI care coordination engine (AWS Bedrock + Claude)
  • Revenue analytics and practice performance scoring

KPIs

  • 500+ practices enrolled nationally
  • 10,000+ claims processed monthly
  • 5,000+ veteran records in continuous exchange
  • AI-assisted care plans reducing readmission rates by 15%
Phase 42028 - 2031|All 170 VA Medical Centers

National Rollout

Objectives

  • Coverage across all 18 VISNs and 170 VA Medical Centers
  • Full CareQuality exchange with Federal EHR at every site
  • GovCloud deployment achieving FedRAMP authorization
  • Comprehensive veteran journey coverage from discharge to community care

Deliverables

  • GovCloud-deployed production infrastructure
  • FedRAMP Moderate authorization (or equivalent ATO)
  • Universal community care network spanning all VA regions
  • Veteran journey analytics across the full care continuum

KPIs

  • 10,000+ practices connected nationally
  • 100,000+ veterans with continuous health records
  • Coverage across all 170 VA Medical Centers
  • Full FedRAMP authorization achieved

EHRM Synchronization

EHRM 2026 Deployment Schedule

KaiCare's deployment phases are timed to match the VA's Electronic Health Record Modernization wave schedule, ensuring community care connectivity is ready when each site goes live.

Wave 1

Q2 2026

VA Sites

  • VA Ann Arbor Healthcare System (VISN 10)
  • Chalmers P. Wylie VA Ambulatory Care Center, Columbus (VISN 10)
  • VA Northern Indiana Healthcare System (VISN 10)

KaiCare:Michigan Pilot (Phase 1) directly serves Wave 1 sites. Community practices in Detroit/Ann Arbor corridor onboarded first.

Wave 2

Q3 2026

VA Sites

  • Louis Stokes Cleveland VA Medical Center (VISN 10)
  • Dayton VA Medical Center (VISN 10)
  • Cincinnati VA Medical Center (VISN 10)
  • Lexington VA Health Care System (VISN 9)

KaiCare:Ohio/Indiana Expansion (Phase 2) expands provider network across OH, KY, IN to match Wave 2 site activations.

Wave 3

Q1 2027

VA Sites

  • Indianapolis VA Medical Center (VISN 10)
  • Marion VA Medical Center (VISN 10)
  • Louisville VA Medical Center (VISN 9)
  • Mountain Home VA Medical Center (VISN 9)

KaiCare:Scale & Monetize (Phase 3) extends coverage to all VISN 9 and 10 sites, with full claims processing operational.

Wave 4

Q3 2027 - 2028

VA Sites

  • Remaining VISN 10 and VISN 9 facilities
  • Expansion into VISN 15 (VA Heartland)
  • Early adoption sites in VISN 11 (Veterans in Partnership)
  • National expansion planning for VISNs 1-8, 12-23

KaiCare:National Rollout (Phase 4) begins — KaiCare scales to additional VISNs as EHRM deployment progresses.

Immediate Next Steps

30 / 60 / 90 Day Action Plan

A concrete plan from first meeting to live pilot, with clear milestones at each checkpoint.

Days 1-30

Discovery & Alignment

  • Conduct technical discovery meeting with VA OIT and community care leadership
  • Map KaiCare architecture to VA Technical Reference Model (TRM)
  • Identify pilot practices in Detroit/Ann Arbor with existing VA community care contracts
  • Draft data sharing agreement (DSA) and business associate agreement (BAA)
  • Begin FedRAMP readiness assessment with AWS GovCloud team
  • Establish project governance: weekly standups, monthly steering committee
Days 31-60

Pilot Design & Integration

  • Finalize pilot cohort: 5-10 community practices with active veteran panels
  • Deploy FHIR Gateway in staging environment connected to sandbox Federal EHR
  • Configure provider enrollment portal for pilot practices
  • Test bidirectional data exchange with VA Ann Arbor test system
  • Validate claims bridge against CCN Next Gen fee schedule samples
  • Complete security assessment documentation for VA Authority to Operate (ATO)
Days 61-90

Go-Live & Measurement

  • Launch Michigan pilot with first 5 community practices transmitting data
  • Enable live FHIR exchange between pilot practices and VA Ann Arbor VAMC
  • Begin real-time quality metric tracking via HEDIS dashboard
  • Process first batch of community care claims through the claims bridge
  • Collect baseline provider satisfaction and data exchange metrics
  • Present 90-day results to VA stakeholders with Phase 2 expansion proposal

Ready to start the 30-day clock? Contact us to schedule the discovery meeting.

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