Beyond Excel: How a Healthcare Consulting Company Rebuilt Its Workflows With Caspio 

For Healthcare Provider Solutions (HPS), a billing, coding and clinical consulting firm for home care and hospice agencies, spreadsheets were once the backbone of operations. They tracked claims, managed bill cycles and organized compliance data, but as the company expanded, Excel became more of a bottleneck than a solution.  

“We were trying to Excel too much,” says Drew Rowley, Chief Information Officer at HPS. “It had essentially turned into a database, which is not what it was meant to be.”   

Recognizing the need for a more scalable and secure system, HPS turned to Caspio’s low-code platform. What started as an effort to improve workflows evolved into a key differentiator that enhanced efficiency, strengthened client relationships and set HPS apart in the industry.  

When Spreadsheets Could No Longer Keep Up  

Founded in 2001, HPS supports home care and hospice agencies as they navigate complex regulations, optimize revenue cycles and maintain financial health. Over time, the company has expanded its offerings to provide broader support across the industry.  

Manual updates caused delays, version control issues led to errors and real-time collaboration became increasingly difficult. The existing system no longer met the growing demands of the business.  

“Our staff was using Excel like a web application, treating it as a database for daily workflows,” says Rowley. “But it just wasn’t sustainable.”  

This realization led HPS to explore alternatives, ultimately bringing them to Caspio. Rowley shared their journey in a recent episode of Caspio’s “Low Code/High Impact” podcast. Watch the full interview below or listen on your favorite streaming platform.  

Why Caspio Was the Right Choice  

HPS needed a scalable, secure alternative that didn’t require a dedicated development team. After evaluating multiple platforms, Caspio stood out for three key reasons:   

1. Security & Compliance: Caspio offers built-in HIPAA compliance, essential for handling healthcare data.  
2. Ease of Use: With its intuitive interface, including point-and-click and drag-and-drop features, the platform enables staff to build applications without advanced coding knowledge.  
3. Cost Efficiency: Caspio delivers enterprise-grade functionalities without the high costs of traditional development.  

“There are a lot of low-code vendors out there, but not all of them offer HIPAA compliance as part of their core solution,” Rowley explains. “Caspio does, and that was a key differentiator for us.”   

Building the HPS Portal  

Built with the help of Caspio’s Professional Services team, HPS developed the HPS Portal, a cloud-based system designed to streamline workflows and enhance data accessibility. Previously, customers relied on emailed reports and manual data exchanges to stay updated on their transactions. The lack of real-time access to data often led to delays and miscommunication.

The HPS Portal transformed the way home care and hospice agencies access their data, providing a convenient and secure platform to review information whenever needed.

“We call it a single pane of glass for our customers,” says Rowley. “They can log in and see everything we’re doing for them, in real-time.” Currently, over 1,000 customers are logging into the HPS Portal daily to track progress updates.   

Featuring a built-in messaging system, it also allowed agencies to ask questions and get responses directly within the portal, eliminating long email chains and delays.   

Internally, the portal was just as transformative. Instead of navigating cumbersome spreadsheets, employees now access structured task lists, automated reports and real-time updates in a secure environment. Work is no longer siloed in Excel files — supervisors can now also assign tasks, track progress and ensure accuracy without manual data entry.  

“Our staff logs into the portal every day. It’s how they queue up their work,” Rowley shares. “Their immediate superiors can also monitor progress, manage task assignments and view team performance in real-time.”   

What started as a way to replace Excel quickly evolved into a full-service operational tool that enhanced productivity for both employees and customers.   

Ensuring HIPAA Compliance, Data Security

Handling sensitive healthcare data requires strict regulatory compliance and Caspio met all security requirements from the outset, eliminating the need for third-party add-ons. The platform includes:  

• HIPAA-compliant infrastructure for handling protected health information (PHI).
• SOC 2 certification for enterprise-grade security.
• Signed Business Associate Agreement (BAA), a legally binding contract required under HIPAA that ensures accountability for data protection.

“Caspio checked all the compliance boxes we needed,” says Rowley. “Their security architecture is solid, and we knew we could trust them to handle our data safely.”  

All of these features allowed HPS to confidently move to a cloud-based system while ensuring patient data remains protected. “Not all low-code vendors go out of their way to say they’re HIPAA-compliant from the very beginning of the sales cycle,” Rowley explains. “Caspio did that.”  

By choosing a platform that was designed with compliance in mind, HPS could focus on growing its operations without worrying about security risks.  

From Process Improvement to Competitive Advantage  

With the HPS Portal, Rowley’s team didn’t just replace Excel; they built a smarter, more connected communication and analytics platform that gave them a distinct industry advantage.

Home care and hospice agencies benefited from real-time data access, eliminating the delays they previously faced. Instead of waiting for reports, they could now track billing and coding updates instantly. The impact on customer trust and satisfaction was profound. “Our customers constantly tell us how easy the portal is to use and how much they appreciate having real-time access to their information,” Rowley says.  

But the biggest win came in terms of efficiency and cost savings. By leveraging Caspio’s low-code capabilities, HPS eliminated the need to hire additional staff, saving both time and resources. “Between internal automation routines to process our data and Caspio-driven workflow improvements, we’re saving the equivalent of 9 to 10 full-time employees,” he explains further. “That’s a massive return on investment.”  

By setting a new benchmark for transparency and efficiency, HPS has positioned itself as a leader in home care and hospice support, proving that the right technology isn’t just a tool, but a game-changer.  

“As our platform evolved, it became more than just a portal — it turned into a true competitive advantage,” he reflects. “We’re now able to deliver analytics that set us apart in the industry, giving our customers visibility and insights they can’t get anywhere else.”  

A Long-Term Partnership With Caspio  

A key factor in the success of this transition has been HPS’ ongoing partnership with Caspio’s Professional Services team. “We’ve been working with the same Caspio team members for five years, and that consistency has been invaluable,” Rowley shares.  

Having a dedicated support team has allowed HPS to refine and expand their system over time, ensuring it continues to meet the company’s evolving needs. Looking ahead, HPS plans to further enhance automation and analytics capabilities to deliver even more value to its clients. “We feel confident in the path we’ve taken,” he concludes.   

HPS began with a simple goal: to move beyond Excel. Today, they’ve developed a powerful platform that serves thousands of users.

Wondering how Caspio can transform your business too? Start your own journey with a free Caspio trial and see what’s possible.