A growing home health care provider in Los Angeles was facing a dilemma. Patient demand was increasing, their reputation in the community was strong, and they had recently expanded into new service areas. But internally, their administrative systems were at a breaking point.

The business was under pressure. Staff were stretched thin, billing delays were affecting revenue, and regulatory documentation was falling behind. The growth that once felt exciting had become a source of stress.

To continue expanding without sacrificing quality of care, the company needed to rethink how it managed its back office. That’s when they partnered with Apeiron Talents to build a dedicated remote team that could scale with their operations—efficiently and affordably.

The Challenges

The company’s success created new levels of complexity across multiple functions. The most pressing problems included:

Administrative Overload

Nurses, case managers, and office staff were managing a constant flow of paperwork, calls, scheduling, and documentation on top of their clinical responsibilities.

Billing and Claims Delays

With rising patient volume came a backlog in billing and claims processing, resulting in slow reimbursements and cash flow issues.

Scheduling Errors

Inadequate support for scheduling led to confusion, missed visits, and rising frustration among both patients and field staff.

High Overhead Costs

Hiring additional administrative personnel locally was cost-prohibitive, given salaries, benefits, office space, and equipment needs in Los Angeles.

Compliance Risks

Incomplete or delayed documentation was making it difficult to stay audit-ready, and the risk of penalties was increasing.

It was clear that hiring more local admin staff wasn’t a sustainable path. The company needed a different approach—one that could reduce costs, support operations, and improve efficiency without compromising patient care.

The Solution: A Remote Back Office Built for Healthcare

Apeiron Talents worked closely with the client to design and implement a custom remote back-office team that would relieve their most urgent pain points. We focused on roles that directly impacted workflow, revenue cycle management, and compliance.

Roles Provided

• Medical Billers and Claims Specialists
  Experienced professionals who understood Medicare, Medicaid, and private insurance billing protocols.

• Patient Intake and Referral Coordinators
  Responsible for onboarding new patients, gathering documentation, and communicating with referral sources.

• Schedulers
  Trained in managing complex calendars for home health field staff and resolving conflicts proactively.

• Compliance and Quality Assurance Assistants
  Focused on keeping documentation organized, up-to-date, and ready for audits.

• Administrative and Data Entry Support
  Provided help with charting, visit logs, internal reports, and routine clerical work.

Seamless System Integration

The remote team was trained on all of the company’s core systems, including:

• Kinnser (WellSky)

• Google Workspace

• HIPAA-compliant cloud file storage

• Internal scheduling and communication platforms

Rather than introducing new software or workflows, we embedded our team into the client’s existing systems for a smooth transition.