How it works
How it works: six phases, one controlled process.
Six phases, one controlled process. The same spine runs every engagement, from a single correction to a multi-state change of ownership.
Every Water Castle engagement runs the same spine, whether the matter is a one-form correction or a portfolio transaction. Six phases, mandatory control points, nothing skipped. Here is the lifecycle as a client experiences it.
Scope
The work is defined in writing before it begins: filings, evidence, responsibilities, schedule and terms — and the disclosed maturity level of our capability for your state, provider type and service. You approve the scope. Then, and only then, the clock starts.
Secure intake
Once the engagement is set up, Nicole provides intake instructions directly, including any secure workspace access included in your scope. Intake runs on a guided questionnaire and a document checklist — never over public forms or email. This public website has no login or upload function.
Evidence and validation
Documents are read into a structured Provider Master Record, each fact tied to its source. Facts are validated across documents and public records; every contradiction is logged and resolved with you, never silently. A gap report tells you precisely what is missing, who owes it and by when.
Prepared application and authorized signature
Applications are generated from the verified record, then pass dual-control QA — an independent second reviewer, mandatory for ownership, banking and adverse-action content. You confirm the facts in writing, and your authorized official signs. We never sign for you.
Submission and tracking
Filing proceeds through your own agency access — your government logins stay yours. You receive a proof-of-submission packet, status reporting through determination on the cadence in your scope, and prompt triage of any development request.
Closeout and monitoring
When the determination issues, we verify effective dates against agency records, deliver a complete closeout binder within two business days, and load every future date into monitoring — or hand you a calendar your team can run without us.
The accountability promise
“Water Castle manages the application, evidence, follow-up and deadline workflow; the applicant supplies and attests to accurate facts; government agencies, survey bodies and payers make all eligibility, certification, contracting and approval decisions.”