Operations Support for Home Care Scheduling
The Atlas scheduling team manages your shifts, fills coverage gaps, and keeps your schedule running — so you can focus on growing your agency.
Read moreHome Care Virtual Assistants
Trained home care virtual assistants, embedded in your agency
Atlas Care runs your back office: scheduling, intake, your recruiting pipeline, EVV, and billing, all staffed by HIPAA-trained Atlas Care Assistants. A full back office, without the full back-office payroll.
A generic virtual assistant learns home care on your time, and on your compliance risk. An Atlas home care virtual assistant already knows EVV exceptions, Medicaid billing, caregiver onboarding, and the platforms you run on. They plug into your tools and start taking work off your plate, not adding it.
Texas home care agencies carry a specific compliance load: Sandata and HHAeXchange EVV portals, HHSC HCSSA survey documentation, and STAR+PLUS credentialing cycles for each MCO. Atlas Care Assistants are trained on these workflows — not generic admin tasks — so there is no ramp spent on Texas-specific context.
You can start with a single role or build a full back office. Every Atlas Care Assistant sits under a dedicated lead who QAs their work, follows documented SOPs we build with you, and is backed by our 30-day fit guarantee.
The roles you can hire
Scheduler
Owns the master schedule so no shift goes uncovered.
- Builds and maintains the caregiver schedule across all clients
- Fills call-outs and last-minute gaps before they become missed visits
- Coordinates caregiver availability, time-off, and overtime
- Confirms upcoming visits and flags coverage risks early
Intake Coordinator
Answers every inbound inquiry so no referral slips through.
- Responds to phone, web, and referral inquiries the same business day
- Runs the intake process from first call to start of care
- Collects documentation, verifies eligibility, and opens the chart
- Keeps your referral sources updated on status
Recruiter / HR Admin
Runs your recruiting pipeline so qualified candidates reach you ready to hire.
- Posts openings, sources and screens caregiver candidates for you
- Schedules interviews and runs background and reference checks
- Onboards new hires and collects every required document
- Tracks credentials, licenses, and expirations before they lapse
EVV & Billing Specialist
Protects revenue by cleaning up EVV and submitting claims.
- Confirms electronic visit verification (EVV) and resolves exceptions
- Reconciles visits against authorizations before billing
- Submits claims and works denials and rejections
- Tracks aging and follows up so you actually get paid
Executive Assistant
Takes the owner-level admin off your plate.
- Manages your inbox, calendar, and follow-ups
- Coordinates vendors, payroll prep, and reporting
- Prepares documents and keeps projects moving
- Handles the recurring tasks that quietly eat your week
Trained on the platforms you already run
No ramp spent teaching the basics. Your Atlas team is productive in your stack from week one.
HHAeXchangeSandataWellSky / ClearCareAlayaCareMedicaid / MCO portalsAxisCare
The home care back office, handled by function
Start with the one function eating your week, or hand off the whole back office. Each is run by a trained Atlas Care Assistant who already knows the home care workflow — not a generalist you have to teach.
Home care scheduling support
Your scheduler owns the master calendar — building shifts, filling call-outs before they become missed visits, and confirming coverage so no client goes unstaffed. See how scheduling support works.
Caregiver recruiting virtual assistants
A dedicated recruiting VA runs your caregiver pipeline end to end: sourcing, screening, interview scheduling, background checks, and onboarding, so qualified hires reach you ready to work. See caregiver recruiting & onboarding support.
Home care intake & client onboarding
Every inbound referral gets a same-day response, eligibility check, and a clean open chart — so referral sources keep sending and no inquiry slips through. Read how agencies fix intake & scheduling gaps.
EVV compliance & exception management
Your VA resolves Sandata and HHAeXchange EVV exceptions daily — clock-in/out discrepancies, GPS flags, missed-visit documentation — and reconciles visits against authorizations before billing runs. See EVV compliance support.
Credentialing support
Track caregiver credentials, license and CPR expirations, and MCO credentialing cycles so your files stay survey-ready and your providers stay in-network. See credentialing support.
Home care billing & claims support
Claim submission, denial follow-up, ERA reconciliation, and AR aging — your billing VA protects the Medicaid revenue most agencies quietly leave on the table. See billing & claims support.
Less than in-house, without the payroll
Staffing this in-house in Texas runs about $6,200/month: a full-time admin, part-time EVV help, and a contract recruiter, before payroll taxes and the hours you would spend managing them. Atlas is a flat monthly fee per role, month-to-month, with no long-term contract. See the full home care virtual assistant cost breakdown.
Frequently asked questions
What can a home care virtual assistant actually do?
Scheduling, intake and inbound inquiries, running your recruiting pipeline and caregiver onboarding, credentialing, EVV exception clean-up, billing and claims, payroll prep, and executive assistance. Anything that lives in a browser and follows a clear process can run through your Atlas team. We do not provide clinical care or any work that requires a licensed clinician.
Are your home care VAs HIPAA compliant?
Yes. Every Atlas Care Assistant is HIPAA-trained, works under a signed Business Associate Agreement (BAA), and uses encrypted communication with role-based access to your systems, the same controls you would expect from in-house staff.
What home care software do your VAs know?
Our team is trained on the major home care platforms including HHAeXchange, Sandata, WellSky/ClearCare, AlayaCare, AxisCare, and state Medicaid/MCO billing portals, so they are productive in your tools without you teaching from scratch.
How much does a home care virtual assistant cost?
A flat monthly fee per role, less than it costs to staff the same work in-house. A full-time admin, part-time EVV help, and a contract recruiter run about $6,200/month in Texas with payroll taxes, before the hours you would spend managing them. Most agencies start with one to three roles and add as they grow. See our full cost breakdown for the details.
How quickly can a home care virtual assistant start?
Atlas Care Assistants are embedded in your agency within 14 days: a 30-minute discovery call to scope the work, role matching and system access in days 1–5, and full handover by Day 14. By the end of week two, your scheduling, intake, and EVV are running through your Atlas team — not through you.
Can a virtual assistant handle Texas EVV compliance?
Yes. Atlas Care Assistants are trained specifically on Texas Electronic Visit Verification requirements: confirming and correcting visits in Sandata (for STAR+PLUS and Personal Attendant Services) and HHAeXchange (for STAR Kids and select MCOs), reconciling exceptions before billing runs, and maintaining the audit trail HHSC requires for survey compliance. EVV exception management is one of the most common reasons Texas agencies first contact us.
What is the difference between a home care virtual assistant and a general virtual assistant?
A general virtual assistant handles basic admin but has no home care industry knowledge — you become the training department, teaching them EVV portals, HHAeXchange, Medicaid billing rules, HCSSA compliance, and caregiver management from scratch. An Atlas home care virtual assistant already knows these workflows, operates under a signed BAA for HIPAA compliance, and is supervised by a dedicated lead who QAs every output. The difference is whether you spend the first 90 days training a VA or running your agency.
What does a home care scheduler virtual assistant do?
A home care scheduler virtual assistant owns your master schedule end to end: building weekly caregiver shifts across all clients, filling call-outs and last-minute gaps before they turn into missed visits, coordinating caregiver availability and time-off, confirming upcoming visits, and flagging coverage risks early. For Texas Medicaid agencies, they also make sure scheduled visits line up with authorized units so you do not deliver care you cannot bill.
Can I hire a virtual assistant just for caregiver recruiting?
Yes. Many agencies start with a single caregiver-recruiting virtual assistant who runs the entire pipeline: posting openings, sourcing and screening applicants, scheduling interviews, running background and reference checks, and onboarding new hires with every required document collected. You can add scheduling, intake, EVV, or billing roles later as you grow — or build a full back office from day one.
Serving home care agencies across Texas
Atlas Care Assistants know Texas Medicaid, HCSSA compliance, and the STAR+PLUS MCOs in every major service area. Explore support built for your market:
Comparing providers? See how Atlas Care stacks up against ClearDesk, Hello Rache, and Staffingly.
Related guides
Home Care Billing Operations Support
The Atlas billing team manages claims, tracks denials, and chases down reimbursements — so your cash flow doesn't depend on your follow-up.
Read moreHome Care Credentialing Support
Atlas handles Medicaid, Medicare, and MCO credentialing for Texas home care agencies — CAQH, PECOS, STAR+PLUS MCO enrollment, and annual renewal tracking. No more paperwork delays.
Read moreCaregiver Onboarding Operations Support
The Atlas onboarding team collects documents, coordinates orientations, and moves new hires through your process — so nothing falls through the cracks.
Read moreHow Much Does a Home Care Virtual Assistant Cost?
Home care VA costs from $480–$2,880/month vs. $4,500+ in-house. See pricing tiers, hidden costs, and what Texas agencies actually pay for trained operations support.
Read moreOperations Partner vs. In-House Admin for Home Care Agencies
Three options for adding admin capacity — in-house hire, generic VA, or operations partner. Here's the real cost analysis and when each one makes sense.
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