How AdaptHealth Transformed Contracts into Enterprise Intelligence with Agiloft

The challenge

Like many fast-growing organizations, AdaptHealth reached a point where manual processes and disconnected systems were no longer sustainable. The managed care contracting team was responsible for maintaining approximately 3,000 commercial contracts across nearly 700 locations following significant organizational expansion.

Prior to implementing and scaling Agiloft, teams relied heavily on SharePoint folders, spreadsheets, and email-based workflows. There was no standardized process for intake, approvals, or tracking contract status across departments. Teams struggled with limited visibility into workflows, inconsistent processes, and an inability to measure operational performance.

Credentialing teams also faced significant operational challenges. Staff relied on five different source systems to compile payor enrollment data and manually built credentialing rosters for hundreds of locations. Renewal tracking lacked automation, increasing the risk of delays and administrative burden.

As AdaptHealth continued to grow, leadership recognized the need for stronger governance, greater operational efficiency, and a scalable platform that could support enterprise-wide contracting and compliance initiatives. 

“We are an organization of $3 billion annual revenue, and we were living out of SharePoint folders. It just wasn’t sustainable.”

– Amy Blaik, Senior Director of Managed Care Payer Contracting

The solution

Adapthealth partnered with Agiloft and Qualitas Consulting Group Solution to build a scalable Contract Lifecycle Management (CLM) strategy supported by an Admin on Demand (AOD) model. Together, the teams developed workflows, dashboards, reporting structures, and governance processes that aligned with AdaptHealth’s operational goals.

The organization began by transforming managed care contracting workflows. AdaptHealth designed an opportunity and task workflow that centralizes intake, approvals, contracting activities, and reports into Agiloft. Qualitas worked alongside AdaptHealth to configure the workflows, deploy updates, and build dashboards that track contract cycle times, status changes, and identify operational bottlenecks.

The implementation process emphasized cross-functional collaboration. During user acceptance testing (UAT), teams worked closely together to validate workflows, gather feedback, and refine processes before deploying changes into production.

AdaptHealth also expanded Agiloft beyond contracting into credentialing operations. With support from the AOD team, the organization consolidated multiple credentialing systems into a single source of truth inside Agiloft. Qualitas designed specialized data structures capable of managing credentialing requirements by payor, contract, and location while also automating renewal tracking.

In addition, the organization prioritized compliance and governance initiatives. The AOD team implemented security enhancements, password policies, user timeout settings, and inactive-user management processes that helped AdaptHealth achieve SOX compliance recognition for Agiloft.

“The admin team really is the heartbeat of what takes you from a thought in your mind of what you’d like your teams to experience to a reality that is in a controlled environment with measurable outputs.”

– Amy Blaik, Senior Director of Managed Care Payer Contracting

The impact

By centralizing workflows and investing in dedicated Agiloft administration support, AdaptHealth achieved significant operational improvements across multiple business functions.

One of the organization’s most impactful achievements was reducing contract lifecycle timelines for the managed care contracting team. With visibility into workflows, approvals, and delays, AdaptHealth reduced contract cycle times from 180 days to just 37 days — a 79% decrease.

The credentialing team also realized major efficiency gains after moving its workflows into Agiloft. Annual roster-building timelines were reduced from 85 working days to just 21 working days, saving significant administrative effort and creating a more reliable renewal process.

“The amount of cost savings baked into these workflows and processes is astronomical.”

– Amy Blaik, Senior Director of Managed Care Payer Contracting

The success of these initiatives and achieving SOX compliance recognition for Agiloft led to broader enterprise adoption of Agiloft. Additional business units, including facility contracting, legal, and real estate began integrating their intake, approval, and contracting processes into the platform.

AdaptHealth utilized Agiloft as more than a departmental tool, but as a strategic enterprise platform and has now established a long-term roadmap for continued enterprise adoption and workflow automation.

The partnership between AdaptHealth, Agiloft, and Qualitas Consulting Group enabled the organization to scale confidently while maintaining operational alignment, governance, and user adoption.

“We’ve already identified years’ worth of additional development work. It’s a full expansion.”

– Stacy Plachte, Business Process Engineer and Agiloft Administrator

Challenges

Contracting processes relied heavily on SharePoint folders, spreadsheets, and email

No centralized workflow or standardized approval process existed across teams

Limited visibility into contract status, cycle times, and operational bottlenecks

Credentialing teams used five separate source systems to manage payer enrollments

Renewal tracking processes were manual and difficult to maintain at scale

Rapid organizational growth increased complexity across hundreds of locations and thousands of contracts

Lack of governance and compliance controls created operational risk

Teams struggled to balance day-to-day responsibilities with Agiloft administration and optimization

Benefits

Reduced contract lifecycle timelines from 180 days to 37 days

Reduced credentialing roster-building timelines from 85 working days to 21 working days

Centralized intake, approvals, contracting, and credentialing workflows into one platform

Created dashboards and reporting capabilities that provided operational visibility and measurable KPIs

Established a single source of truth for contracts, credentialing, and workflow management

Improved cross-functional collaboration and user adoption through structured UAT processes

Achieved SOX compliance recognition for Agiloft

Expanded Agiloft adoption across managed care, credentialing, legal, real estate, facility contracting, and procurement teams

Enabled scalable enterprise-wide growth with dedicated Agiloft administration support

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