Can a Virtual Assistant Team Work Inside AxisCare?
Yes. Dedicated HIPAA-trained assistants work inside your own AxisCare site, covering client inquiries and intake, caregiver scheduling and shift fill, EVV compliance, Medicaid and VA billing, and AR. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Is AxisCare?
AxisCare is scheduling and management software built for non-medical personal care agencies, from single-site private-pay operators to multi-location Medicaid and VA providers. Developed by AxisCare Home Care Software in Waco, Texas, and focused on scheduling since its founding in 2013, the platform combines drag-and-drop caregiver scheduling, a GPS mobile app for caregivers, EVV compliance with connections to aggregators such as HHAeXchange, Sandata, AuthentiCare, CareBridge, and Netsmart, plus private-pay invoicing, Medicaid and VA billing, payment processing, custom forms, and reporting. Its newer AxisCare Intelligence tools add AI-assisted views on top of agency data.
None of that fills a Tuesday 7 a.m. shift by itself. The software surfaces the open visit, the caregiver call-out, and the EVV exception; a person still has to answer the phone, offer the shift, confirm the fill, and fix the visit record before billing runs. Agencies rarely lose money because AxisCare failed. They lose it because nobody had time to work what AxisCare was showing them.
Where AxisCare Agencies Lose Time and Money
The schedule shows the hole, but filling it means calls, texts, and confirmations, fast. Agencies without a dedicated scheduler lose visits, and clients, to slow fills.
See the fixFamilies shopping for care call in the evening. The agency that answers wins the client; the voicemail box loses it before morning.
See the fixA visit that failed to verify, or verified with mismatched data, comes back as a denial. Each one is fixable, but only if someone works the exceptions daily.
See the fixMedicaid managed care pays slowly and unevenly. Without payer-level follow-up, the slowest MCOs quietly finance themselves with your cash.
See the fixWho Is This For?
Non-medical home care agencies that run on AxisCare: private-pay personal care companies, Medicaid and waiver agencies juggling EVV and MCO billing, VA community care providers, franchise locations, and growing operators whose office team is doing scheduling, intake, and billing all at once. If your administrator is still filling shifts at 9 p.m., this page is for you.
The Work Your Team Does in AxisCare, We Staff
Client Inquiries and Intake
Our assistants answer inquiry calls in your agency’s name, capture the prospect in AxisCare, schedule assessments, and follow up until the client starts or declines instead of letting the inquiry age out unanswered. New clients are entered with service details, payer, rates, and preferences complete, which keeps scheduling and billing clean downstream.
Caregiver Scheduling and Shift Fill
Dedicated schedulers keep the AxisCare calendar full: building recurring schedules, matching caregivers to clients on skills and preferences, working call-outs to a same-hour fill, and confirming shifts by call and text so caregivers actually show. This workflow is deep enough that we wrote a full page on it; see AxisCare Home Care Scheduling Services for the complete scheduling scope.
EVV Compliance and Exceptions
AxisCare verifies visits through its GPS mobile app and passes EVV data to state aggregators such as HHAeXchange, Sandata, AuthentiCare, CareBridge, and Netsmart. Our specialists watch that pipeline daily: fixing missed and mismatched clock events, resolving visits that failed to transmit, and clearing rejections at the aggregator before they turn into no-EVV denials on your Medicaid claims.
Medicaid and VA Billing
We run your Medicaid, MCO, and VA community care billing out of AxisCare on your calendar: verifying visits are authorization-backed before submission, submitting claims, tracking status, and working rejections and denials through resubmission. Payer-level follow-up gets documented, so you can see exactly which MCOs pay slowest and what we are doing about each one.
Private-Pay Invoicing and AR
For private-pay clients we generate and send invoices from AxisCare, apply payments through your payment processing setup, reconcile deposits, and follow up on past-due balances with the tone your brand requires: firm on the money, kind to the family. The aging gets touched weekly, not discovered at year end.
Caregiver Records and Credentials
We keep caregiver profiles in AxisCare current: availability, skills, rates, required documents, and credential expiration dates, with proactive chase-down of expiring items so caregivers do not silently become non-billable on an expired credential. Clean caregiver data is also what makes fast, correct scheduling possible.
After-Hours and On-Call Coverage
Because our specialists work a 9 hour day that brackets yours, the phone and the schedule get attention before your office opens and after it closes. Evening inquiry calls get answered while the family is still deciding, and early morning call-outs are being worked before your administrator’s first coffee.
Reports and Custom Forms
We run your AxisCare reports on a fixed weekly calendar, unfilled shifts, EVV exceptions, unbilled visits, aging by payer, hospitalization tracking, and maintain the custom forms your state or franchise requires, so survey prep is an export rather than an emergency.
Put a Dedicated AxisCare Team on This Work
From the inquiry call to the paid claim, you have seen what we cover. Meet us, pick the seats you need, and watch a trained assistant work your own AxisCare site before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on AxisCare
New team members train on your agency’s own SOPs and AxisCare configuration, drill the workflows in supervised practice before touching production, and go live under a senior lead who reviews their output daily through the first weeks. A trained backup shadows each seat from day one, so a sick day on our side does not become a scheduling gap on yours. Every specialist works under an individual HIPAA agreement with named, auditable AxisCare credentials, never shared logins, and reports production to you every evening in your format.
Why Outsource AxisCare Work, and Why Staffingly
Scheduling vendors fill shifts; billing vendors chase claims. We staff intake, scheduling, EVV, billing, and AR together, so problems stop bouncing between vendors.
A flat weekly fee per dedicated specialist, not a percentage of collections and not an hourly meter that punishes a busy week.
9 hour days, Monday to Friday, bracketing your day, when inquiry calls and call-outs actually happen.
Live in 14 days. 2-Week Free Trial. Trained backup at no charge. 800+ providers served and a 4.9 Google rating you can verify on our listing.
Agency Types We Support on AxisCare
Private-pay personal care agencies (inquiry response and schedule density are the business), Medicaid and waiver providers (EVV compliance and MCO billing follow-up), VA community care agencies (VA billing has its own rhythm and paperwork), franchise locations that want a consistent, affordable back office, and multi-site operators consolidating scheduling and billing into one remote pod.
Process and Onboarding
20 to 30 minutes on Teams. We map your AxisCare setup, payer mix, and pain points before we meet.
Named AxisCare user accounts per specialist, least-privilege roles, your approval on every account.
Your SOPs, your rates and payers, your forms; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated AxisCare FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight call-outs, inquiry voicemails, and EVV exceptions, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on your payers + platform
- Software seat + equipment + PTO coverage
Calculate Savings
AxisCare Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in AxisCare?
Inquiry handling and client intake, caregiver scheduling and shift fill, call-out coverage, EVV exception cleanup, Medicaid and VA claim submission and follow-up, private-pay invoicing, payment posting, caregiver record and credential upkeep, custom forms, and scheduled reporting.
Can you outsource AxisCare scheduling specifically?
Yes, and we publish a dedicated page for it: AxisCare home care scheduling services. Many agencies start with a scheduler seat and add billing later.
Do you handle EVV aggregator issues?
Yes. We work AxisCare’s EVV pipeline daily, including visits that fail at aggregators such as HHAeXchange, Sandata, AuthentiCare, CareBridge, or Netsmart, and clear mismatches before they deny claims.
Can you bill VA community care through AxisCare?
Yes. Our billers work VA and Medicaid claims out of your AxisCare site on your billing calendar, including status tracking and rework on rejections and denials.
How do your staff access our AxisCare site?
Through named individual user accounts you approve, with least-privilege roles and full audit logging. No shared logins, no offline exports of PHI.
How fast can a dedicated AxisCare team start?
Typically live in 14 days: access setup, training on your SOPs and payer mix, then supervised production. The engagement starts with a 2-Week Free Trial.
Is outsourced AxisCare work secure and HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
Do we keep control of our AxisCare site?
Yes. It stays your system, your data, your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
Home Care Operations Resources for AxisCare Agencies
Field guides from our Home Care & LTC library on the problems this page covers.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the home care and LTC workflows described on this page.
Connect on LinkedInSee what a dedicated AxisCare team changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your agency.
Claim Your 2-Week Free TrialAxisCare and AxisCare Intelligence are trademarks of AxisCare Home Care Software (Waco, Texas). HHAeXchange, Sandata, AuthentiCare, CareBridge, and Netsmart are trademarks of their respective owners. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by AxisCare. Staffingly works inside client-owned AxisCare sites under client-granted access.