In the face of escalating operational costs, workforce shortages, and growing demand for home-based care, a mid-sized home health agency in Los Angeles partnered with Apeiron Talents to address a critical challenge: administrative inefficiency and unsustainable overhead.
Through a carefully designed remote staffing strategy, the agency transitioned several essential back-office functions—intake, billing, scheduling—to a remote team recruited and managed by Apeiron Talents. The impact was transformational: a 60% reduction in administrative costs, a dramatic improvement in workflow efficiency, and a scalable model for long-term growth.
Client Profile
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Type: Licensed Home Health Agency
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Location: Greater Los Angeles Area
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Services: Skilled nursing, physical therapy, occupational therapy, speech therapy, and medical social work
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Employees: ~50 field staff, 10 office staff (pre-engagement)
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Payer Mix: Medicare, Medi-Cal, private insurance, HMOs
The Situation: Rapid Growth, Rising Costs, and Admin Overload
Like many home health providers in California, the agency was experiencing increasing demand due to an aging population, hospital discharge trends, and expanded Medicare coverage. However, their back-office infrastructure was not keeping pace with growth.
Operational Pressures:
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Daily intake volume had doubled in under a year.
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Claims processing delays caused inconsistent cash flow.
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High turnover in administrative roles led to workflow disruptions.
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Office rent and local hiring costs continued to rise.
Their internal team was overwhelmed, clinical managers were assisting with non-clinical tasks, and leadership knew the current model wasn’t sustainable.
The Challenge
The agency identified three critical pain points:
1. Inefficient Intake Processing
Referrals were frequently delayed due to manual processes and limited staff availability. Missed intake windows led to poor experiences for patients and discharge planners alike.
2. Billing Bottlenecks
Delayed and incomplete claims submissions caused reimbursement lags and increased denials. The agency was losing revenue simply due to lack of capacity in its billing department.
3. High Local Overhead
Hiring full-time administrative staff in Los Angeles came with high salary demands, benefits, and office space requirements. Despite the cost, finding and retaining qualified candidates was difficult.
The Apeiron Talents Solution
Apeiron Talents conducted a full operational analysis to understand workflow inefficiencies and recommend a scalable remote staffing model.
Step 1: Needs Assessment
We reviewed:
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Referral processing workflows
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Scheduling systems and bottlenecks
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Billing platform capabilities
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Communication tools used by field and office staff
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Hiring timelines and attrition data
Step 2: Custom Remote Team Design
Based on the findings, we helped the agency build a phased remote team that included:
Remote Intake Coordinator
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Managed all inbound referrals from hospitals, SNFs, and physicians
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Verified eligibility, gathered documentation, and completed intake packets
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Liaised with families and providers to ensure rapid onboarding
Remote Scheduler
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Handled daily and weekly visit schedules for ~20 clinicians
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Coordinated coverage for last-minute changes and optimized drive times
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Used the agency’s EMR and routing software for accuracy and efficiency
Remote Billing Support Specialist
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Assisted in claims preparation, data validation, and EOB reconciliation
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Followed up on unpaid claims and resubmissions
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Ensured timely documentation for audits and compliance
Step 3: Onboarding and Workflow Integration
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Each staff member was introduced as a full part of the team, with access to necessary platforms (WellSky, Kinnser, or similar).
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Daily stand-ups and weekly review calls were established.
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Standard Operating Procedures (SOPs) were documented and shared.
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Apeiron Talents provided HIPAA compliance training and performance oversight.
Results After 6 Months
| Metric | Before Remote Staffing | After Remote Staffing |
|---|---|---|
| Admin Payroll & Overhead | 100% baseline | Reduced by 60% |
| Intake Completion Time | 2–4 business days | Under 24 hours |
| Claims Submission Turnaround | 5–7 days | 48–72 hours |
| Referral-to-Admission Conversion | ~68% | Above 90% |
| Field Staff Complaints on Scheduling | Frequent | Rare to none |
| Admin Staff Turnover | High (3 exits in 12 months) | 0% attrition in first 6 months |
Strategic Impacts
1. Financial Efficiency
The agency reduced administrative payroll and office space needs. These savings were redirected to clinical staff recruitment and marketing initiatives to attract new referral sources.
2. Faster Patient Admissions
Speedier intake meant patients were onboarded more quickly, discharge planners were more satisfied, and the agency became a preferred partner for local hospitals and skilled nursing facilities.
3. More Consistent Revenue Cycle
Timely billing and follow-up improved cash flow, reduced write-offs, and provided the financial clarity needed for strategic decision-making.
4. Improved Team Morale
Clinical managers could return their focus to quality of care and compliance. Remote staff communicated seamlessly and were seen as integral members of the team.
5. Scalable Operations
The remote staffing model allowed the agency to expand into three additional service areas without the need for physical office expansion or in-house hiring delays.
Client Feedback
“We were under pressure from every direction—compliance, costs, growth—and we knew something had to change. Apeiron Talents didn’t just give us people. They gave us a system that works. Our team is less stressed, our referrals are up, and we’re in a better position to grow.”
Conclusion: Remote Staffing as a Strategic Lever in Aging Services
This case underscores how remote back-office staffing isn’t just a temporary fix—it’s a long-term strategic move. By shifting critical admin functions to a high-performing remote team, the agency became more agile, financially sustainable, and clinically focused.
Let’s Start the Conversation
If you’re ready to improve operations, reduce burnout, and future-proof your organization, Apeiron Talents is ready to support your next step.
Ready to embrace the future of work? Join Apeiron Talents in redefining how businesses operate in the digital age. Our mission is to help businesses thrive by connecting them with top global talent and fostering a culture of innovation and inclusivity. Contact Apeiron Talents at 818-584-6008 or email us at support@apeirontalents.com
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