HealthWare Systems

What HealthWare Systems does

HealthWare Systems is a private healthcare technology company headquartered in Elgin, Illinois that builds, integrates, and operates AI-powered workflow automation software for revenue cycle, patient access, and clinical-administration processes. Founded in 1998 and serving healthcare organizations for over 28 years, the company maintains a 100% healthcare focus and is structured around a composable platform spanning the Facilitator orchestration layer, the ActiveXCHANGE information gateway (HL7, FHIR, X12 EDI, APIs, and RPA), and modules including ActiveWARE, ActiveENCOUNTER, ActiveREG, AccessExpert, ActiveASSIST, MessageManager, ActivePRINT, and Gamification. AI capabilities are applied across the stack: AI-powered OCR and machine learning for intelligent document processing, autonomous AI agents for eligibility verification, prior authorization, MBI lookup, and clinical clearance, NLP for document classification under the CURE framework, and anomaly detection for real-time patient-encounter accuracy, with generative AI used for personalized outreach.

The company generates revenue through a mix of custom AI development projects ($50K for focused automations up to $250K+ for comprehensive AI platforms), pre-built AI solutions sold on a subscription/recurring basis, flexible engagement models (Jump-Start Sprints, Elastic Bench, Co-Build Pods, Managed Run) that combine professional services with technology staffing, and ongoing managed services. Distribution combines direct enterprise field sales, a Creatio strategic partnership channel (announced December 18, 2025), event-driven demand generation (including ViVE 2026), and a 40+ case study content portfolio. Target customers include multi-facility health systems, long-term care and rehabilitation facilities, primary care associations with multi-EHR data aggregation needs, B2B healthcare technology partners, revenue cycle management organizations, and to a lesser extent payers and managed care organizations. Compliance with HIPAA, HITRUST CSF, and SOC 2 is embedded into every engagement, and the company has documented enterprise-scale outcomes including registration accuracy improvements from 62% to 99.9%, $25 million in P&L improvement for a multi-hospital health system, and 50% reduction in bad debt. Leadership comprises President & CEO Steve Gruner and Chief Revenue Officer Mike Kelley; the company is privately held with no disclosed institutional funding or M&A activity in the available record.

Name

HealthWare Systems

Legal name

HealthWare Systems

Website

https://healthwaresystems.com

Company type

Private

Founded year

1997

Operating status

Operating

Headcount range

11–50 employees

Short description

HealthWare Systems builds AI-powered workflow automation software for healthcare revenue cycle, patient access, and clinical-administration processes, serving health systems, long-term care, and B2B healthcare partners with composable platforms like Facilitator and ActiveXCHANGE.

Ownership category

akta.pro rank

Product category

Healthcare Workflow Automation Software

NAICS

Software Publishers (513210), Computer Systems Design and Related Services (54151), Custom Computer Programming Services (541511)

SIC

Services-Prepackaged Software (7372), Services-Computer Integrated Systems Design (7373), Services-Computer Programming, Data Processing, Etc. (7370)

akta.pro primary industry

Enterprise Integration Engines & Interface Management (HL7 v2/X12/API) (HLACABAC)

akta.pro secondary industries

Medical Billing & Coding Automation (HLACACAA), EHR Extensions, APIs, App Marketplaces & SMART-on-FHIR Apps (HLACAAAN), Adherence, Reminders & Engagement Automation (Medication/Follow-up) (HLACAEAJ), End-to-End Enterprise AI Platforms (MLOps & Model Lifecycle Management) (HDAEANAA)

Keywords

• Healthcare workflow automation
• Revenue cycle management software
• Intelligent document processing
• Agentic AI healthcare automation
• Healthcare interoperability integration

Headquarters

HQ city

Elgin

HQ country

United States

HQ region

North America

Offices1 record

Markets served

GTM type

B2B

Offering type

Software

Cost components

Personnel, Technology or R&D, Operations, Marketing or Sales, Infrastructure

Revenue model

1. Custom AI Solutions and Implementation: HealthWare Systems delivers custom AI development projects tailored to specific healthcare workflows. Projects typically range from $50K for focused automation solutions to $250K+ for comprehensive AI platforms. They follow a 4-step methodology: Assess, Assemble, Automate, Advance.
2. Pre-Built AI Solutions Library: Organizations can select from a library of pre-built automation and productivity tools designed for common business workflows, which are then customized to their specific needs, branding, and systems.
3. Onboarding Services and Technology Resources: Flexible technology staffing and implementation services with engagement models including Jump-Start Sprints (2-4 weeks), Elastic Bench (month-to-month), Co-Build Pods (project-based), and Managed Run (ongoing). Addresses IT backlogs, integration needs, and skill gaps.
4. Ongoing Support and Managed Services: Post-deployment support including monitoring, maintenance, optimization, and enhancements. Flexible support packages ranging from basic maintenance to full managed services with 24/7 monitoring.

Pricing tiers

Go-to-market motion3 records

Distribution channels3 records

Marketing channels4 records

Core offering

HealthWare Systems creates, develops, and integrates AI-powered software solutions that automate healthcare workflows across the revenue cycle, patient access, clinical documentation, and interoperability. It sells both pre-built automation solutions (such as Document Automation, Facilitator, ActiveXCHANGE, ActiveWARE, MessageManager) and fully custom AI development projects, supported by implementation/onboarding services and ongoing managed services for healthcare providers, health systems, long-term care facilities, and RCM organizations.

Product overview

HealthWare Systems offers a comprehensive healthcare AI automation platform called Facilitator, complemented by integration gateway ActiveXCHANGE and multiple specialized modules. The portfolio includes Document Automation (intelligent OCR/document processing), Agentic AI and RPA (autonomous agents for workflow automation), AI Automation Solutions (pre-built tools for eligibility, prior auth, clinical documentation), Custom AI Solutions (tailored AI development), ActiveWARE (insurance/eligibility operations), ActiveENCOUNTER (universal registration), ActiveREG (registration automation), AccessExpert (intake validation), ActiveASSIST (financial screening), MessageManager (patient communication/engagement), and Gamification. The ecosystem is unified through ActiveXCHANGE, which provides HL7/FHIR/EDI integration across Epic, Cerner, Allscripts and other EHRs. The platform follows a composable architecture approach enabling organizations to deploy solutions incrementally.

Differentiator

Problem solved

Functional benefit

Brands

• Facilitator™: Comprehensive end-to-end orchestration platform for healthcare workflow automation—from document capture through intelligent logic to complete execution.
• ActiveXCHANGE
• ActiveWARE
• Facilitator™ Automation Platform
• ActiveXCHANGE Information Gateway
• ActivePRINT
• MessageManager
• ActiveASSIST™
• ActiveENCOUNTER
• ActiveREG

Products and services

• Document Automation Intelligent Document Processing solution that extracts, classifies, and processes healthcare documents with AI-powered OCR and machine learning. Reduces manual data entry by up to 80%. For healthcare organizations seeking to automate document-intensive workflows.
• Agentic AI and RPA Autonomous Process Automation that deploys intelligent agents making decisions, adapting to changes, and handling complex healthcare workflows end-to-end without human intervention. For healthcare organizations seeking to automate complex multi-step processes.
• Workflow Automation End-to-end process optimization that streamlines complex healthcare workflows with intelligent routing, automated approvals, and seamless system integrations across HL7, FHIR, and X12 EDI.
• AI Automation Solutions Pre-built automation and productivity tools for common healthcare business workflows, including purpose-built AI solutions for eligibility verification, prior authorization, claims monitoring, and clinical documentation.
• Custom AI Solutions Custom AI development service delivering tailored AI solutions built specifically for unique healthcare workflows and requirements, following a 4-step methodology (Assess, Assemble, Automate, Advance). Engagements typically range from $50K for focused automation to $250K+ for comprehensive AI platforms.
• Onboarding Services and IT Resources Comprehensive onboarding, training, and flexible technology staffing service with engagement models including Jump-Start Sprints (2-4 weeks), Elastic Bench (month-to-month), Co-Build Pods (project-based), and Managed Run (ongoing).
• ActiveXCHANGE Intelligent automation gateway providing configurable integration framework supporting HL7, FHIR, X12 EDI, APIs, and RPA. Intercepts, interprets, and operationalizes all inbound information regardless of format.
• ActiveXCHANGE Information Gateway Module of ActiveXCHANGE providing unified intake layer, intelligent data extraction, workflow orchestration, and enterprise data foundation by transforming all inbound structured and unstructured content into normalized machine-readable data.
• Facilitator Automation Platform End-to-end orchestration platform for healthcare workflow automation from document capture through intelligent logic to complete execution. Includes trigger-based flows, queues, human-in-the-loop steps, and built-in IDP/OCR, NLP, and policy agents for exception routing.
• ActiveWARE Healthcare automation platform for patient access, eligibility, revenue cycle, and document management workflows with complete audit trails. Replaces spreadsheets and siloed tools with unified workflow management.
• AccessExpert Cloud-based application providing configurable validation engine for patient demographics, insurance verification, coverage discovery, prior authorization check, medical necessity validation, and presumptive eligibility scoring.
• MessageManager Automated omni-channel patient communication platform delivering messages via fax, printed/mailed letters, automated voice calls via Text-to-Speech, email, and SMS outreach campaigns.
• ActiveENCOUNTER Universal registration layer that synchronizes patient demographics, coverage, and visit history across multiple platforms without forcing EMR replacement.
• ActiveREG Standardized intake workflow ensuring complete, accurate documentation at the point of registration with automated forms, e-signatures, and auto-recall of prior documents.
• ActiveASSIST Financial screening solution that flags potential financial-assistance candidates pre-admission based on policy criteria and visit context.

Quantifiable outcome

• Reduces manual data entry by up to 80% through AI-powered OCR and machine learning
• +7 more outcomes

Named customers7 records

Segments5 records

Ideal customer profiles5 records

Technology focussed Yes

API detail

Has API

Yes

API docs

API detail

Core technology

AI maturity

App detail

Integration8 records

AI capability12 records

Feature8 records

Partnerships

One partnership is on record.

• CreatiocoreStrategic or Co-development Partner · 18 December 2025HealthWare Systems announced partnership with Creatio, a global vendor of an agentic CRM and workflow platform with no-code and AI at its core. As an official Creatio Partner, HealthWare Systems designs, implements, and optimizes CRM, AI agents, workflow automation, and enterprise integrations tailored to each healthcare organization's needs. The partnership enables healthcare organizations to accelerate transformation with agentic CRM, AI-powered workflows, and no-code automation. Steve Gruner, President & CEO at HealthWare Systems, noted that Creatio's no-code platform aligns with their philosophy of technology that adapts to people.

Scale indicators11 records

Recent moves5 records

Expansion highlights5 records

Broad incumbents

• Optum (UnitedHealth Group): Optum offers extensive healthcare technology, analytics, and revenue cycle services through its Optum Insight portfolio, operating as a broad incumbent in the same payer-provider workflow automation market that HealthWare serves.
• R1 RCM: R1 RCM provides technology-enabled revenue cycle management services and software to hospitals and health systems, serving the same RCM buyer as HealthWare's customer segment with deeper services-led offering.
• Health Catalyst: Health Catalyst is an established healthcare data and analytics platform with workflow and population health capabilities for health systems, overlapping with HealthWare's enterprise data foundation and revenue cycle optimization themes.
• Hyland (OnBase/Avalon): Hyland's OnBase content services and process automation platform is widely deployed in healthcare for document management, patient access, and revenue cycle, positioning it as a broader incumbent with overlapping capabilities to ActiveXCHANGE and Document Automation.

Direct peers

• AKASA: AKASA builds AI-driven automation for healthcare revenue cycle operations, including eligibility, prior authorization, and claims workflows, directly overlapping with HealthWare's AI Automation Solutions and ActiveWARE offerings for provider RCM and access.
• Innovaccer: Innovaccer's Data Activation Platform unifies EHR data via FHIR/HL7 and offers AI-powered workflows for payers and providers, comparable to HealthWare's ActiveXCHANGE integration engine and AI agents across care management and RCM.
• Notable: Notable provides AI-powered automation for healthcare workflows including patient intake, registration, and revenue cycle, competing with HealthWare's Agentic AI, ActiveREG, and ActiveENCOUNTER modules across hospital systems.
• Waystar: Waystar is a major revenue cycle management SaaS platform covering eligibility, prior auth, claims, and denials management, directly overlapping with HealthWare's revenue cycle and AccessExpert workflows in healthcare provider organizations.
• Olive AI: Olive deploys AI agents for healthcare revenue cycle, eligibility, prior authorization, and clinical workflows at health systems, closely matching HealthWare's autonomous-agent messaging and integration-with-EHR positioning.

Emerging players

• Formstack: Formstack provides HIPAA-compliant form automation, eSignature, and document workflow tools to healthcare organizations, overlapping with HealthWare's ActiveREG, ActivePRINT, and BYOD signature offerings in patient intake workflows.

Market position

Strengths5 records

Weaknesses5 records

Competitive moat6 records

Key risks6 records

Key highlights7 records

Customer concentration

• Xx.com/healthwaresys

Compliance3 records

Revenue estimate

Valuation estimate

Number of profiles

Profiles2 records

Funding overview

Funding rounds

Investors

Funding detail is available on the Subscription and Enterprise plan.Contact sales →

M&A

Investments

M&A and investment is available on the Subscription and Enterprise plan.Contact sales →

Frequently asked questions about HealthWare Systems