Why Local Health Departments Need Comprehensive Tracking Software

Local government health departments play a critical role in delivering essential public health services to their communities. Whether providing vaccinations, conducting inspections, or offering case management, these departments rely heavily on federal and state funding from sources like Medicaid, HRSA, and CDC grants. To ensure sustainable funding and compliance with reimbursement rules, agencies must meticulously track their work. However, managing multiple tracking systems for cost allocation, service documentation, performance reporting, and compliance can be overwhelming.

This is where Persimmony software makes a difference. By integrating all key tracking methodologies into one platform, Persimmony enables health departments to streamline operations, reduce administrative burdens, and maximize funding.

The Four Critical Areas of Public Health Tracking

Public health funding and reimbursement tracking generally fall into four categories. Each serves a unique purpose, and Persimmony helps agencies manage them efficiently in one system.

1. Cost Allocation & Time Tracking

To claim federal and state reimbursements, health departments must track how staff time and resources are allocated to different funding sources. This includes:

• Time and Effort Reporting – Documenting employee hours spent on federally funded programs to ensure proper cost allocation.
• Random Moment Time Study (RMTS) – A sampling method used in Medicaid Administrative Claiming to estimate reimbursable time spent on Medicaid-related activities.
• Cost Allocation Plans – Distributing shared expenses, such as salaries and facilities costs, across multiple funding sources.

How Persimmony Helps: The software simplifies time tracking and cost allocation, reducing errors and ensuring compliance with funding rules.

2. Service Documentation & Process Tracking

Proper documentation of services and activities is essential for both compliance and reimbursement. Health departments must maintain detailed records of client interactions, case management activities, and public health interventions, including:

• Case Documentation – Recording client interactions, assessments, and referrals for Medicaid and other funding programs.
• Activity Logs & Work Plan Tracking – Tracking public health outreach, inspections, and program deliverables.
• Milestone Tracking – Monitoring grant-specific performance milestones to meet funding requirements.

How Persimmony Helps: Persimmony centralizes service documentation, ensuring that every activity is recorded, organized, and easily accessible for audits and reporting.

3. Performance Measurement & Reporting

To secure continued funding, public health programs must report measurable results. Key performance metrics include:

• Performance Metrics – Quantifying services delivered (e.g., number of vaccinations administered, home visits completed).
• Impact Metrics – Assessing program impact (e.g., disease reduction rates, improved health outcomes).
• Grant Compliance Reporting – Submitting structured reports to HRSA, CDC, and other funders on program performance.

How Persimmony Helps: The platform aggregates real-time data, simplifying reporting for grants, Medicaid, and public health performance assessments.

4. Compliance & Financial Oversight

Health departments must follow strict financial and regulatory guidelines to maintain funding. This includes:

• Federal Financial Reporting – Documenting expenditures and funding use for accountability.
• Medicaid Billing Compliance – Ensuring that all reimbursable services meet Medicaid’s documentation requirements.
• Quality & Compliance Auditing – Tracking program adherence to federal and state regulations.

How Persimmony Helps: The software ensures financial accuracy, audit preparedness, and regulatory compliance through built-in safeguards, structured documentation and comprehensive version histories.

The Power of Unified Tracking with Persimmony

Persimmony brings all these tracking methodologies into a single, integrated system. By eliminating the need for multiple tracking tools and spreadsheets, Persimmony helps health departments:

• Increase Funding & Reimbursement Accuracy – With time tracking, cost allocation, and Medicaid-compliant documentation, agencies can confidently claim reimbursements and grant funding without risk of errors or lost revenue.
• Enhance Efficiency & Reduce Administrative Burden – Staff spend less time managing documentation and more time providing essential public health services.
• Improve Data-Driven Decision Making – Real-time performance metrics allow agencies to assess their impact and adjust strategies for better health outcomes.
• Ensure Compliance & Audit Readiness – With all required documentation centralized, agencies are always prepared for audits and funding reviews.

By leveraging Persimmony, local health departments gain a powerful, all-in-one solution to streamline funding management, enhance service delivery, and improve public health outcomes. In a world where funding sustainability is essential, Persimmony provides the structure and efficiency needed to secure and maximize public health funding.