Home Care Agency Success #2
In the home care industry, two often-overlooked administrative hurdles are:
PRE-VERIFYING VISITS to ensure compliance with insurance and regulatory standards
REVIEWING CARE NOTES to support accurate billing and avoid claim denials
A well-established home care agency found themselves spending 12 to 20 hours every week on these tasks alone. While essential for maintaining compliance and securing reimbursements, the process was tedious and pulled the team away from other mission-critical priorities.
With internal resources stretched thin, leadership needed a smarter way to manage these time-sensitive tasks—without compromising accuracy or care.
Approach
After a discovery call with the agency’s leadership team, TeamUp identified two main pain points:
1. The manual review of care notes and pre-verification of visits was consuming nearly half of a full-time employee’s week.
2. These administrative demands were delaying other high-impact initiatives like caregiver support, compliance audits, and client relationship management.
The agency didn’t need to hire another in-house admin—they needed a strategic extension of their team.
Solution
TeamUp assigned a remote Scheduling Assistant who, in addition to managing the agency’s day-to-day scheduling tasks, was trained to:
Pre-verify visits to ensure all documentation met payer and state compliance
Review and cross-check care notes to reduce claim rejections and denials
Use their downtime efficiently, handling administrative work when scheduling demand was low
By embedding these tasks into the assistant’s daily workflow, the agency optimized their operational hours without needing additional full-time staff.
Results
20% increase in reimbursement collections due to accurate, timely documentation
Significant time savings—over 15 hours a week reclaimed by the internal team
Improved compliance and fewer errors in billing documentation
Greater office productivity as internal staff focused on growth and client care