The shocking ROI secret top home care agencies are now using to stay profitable — without sacrificing quality of care.
In a world where margins are tightening and burnout is climbing, home care and healthcare agency owners are facing a tough question: “How do I scale without ballooning my overhead?”
The answer? A strategically placed Virtual Assistant (VA) — or a team of them.
At Ascension Business Solutions, we’ve helped dozens of agencies reduce their administrative costs by up to 61% while boosting operational efficiency and care delivery. Here’s how our specialized VA services are delivering that kind of ROI — and how your agency can too.
Running a home care agency isn’t just about quality care. It’s about coordination, compliance, scheduling, recruiting, and more — all while trying to keep your overhead low and your caregivers happy.
Many agencies still rely on in-house admin teams or overworked staff wearing too many hats. This creates:
High payroll costs
Slow intake processes
Scheduling gaps and errors
Missed calls after-hours
Delayed data entry and reporting
The result? You’re losing money and opportunities.
Agencies that work with Ascension’s VAs report:
Up to 61% reduction in admin payroll
30–40% faster client intake process
Increased caregiver retention
Improved compliance and documentation accuracy
But this isn’t about outsourcing for the sake of cost-cutting. It’s about strategic delegation to specialized professionals — trained in home care workflows, HIPAA compliance, and agency-specific tools like ClearCare, HHAeXchange, AlayaCare, WellSky, and more.
Ready to see how these VAs could plug directly into your operations?
Source, screen, and schedule caregiver interviews — without burdening your leadership team. Our Recruiter VAs help you build a consistent talent pipeline while staying compliant with local labor requirements.
Key impact: Reduced hiring bottlenecks and lower caregiver turnover.
Missed shifts or double bookings? A Scheduler VA ensures your schedule is optimized in real-time — matching caregiver availability, proximity, and client needs.
Key impact: Higher caregiver satisfaction and fewer client complaints.
No more waking up at 2 AM to answer calls. Our After-Hours VAs are trained to handle urgent caregiver or client issues, freeing you from constant availability.
Key impact: Peace of mind while ensuring 24/7 coverage and continuity of care.
Speed is everything in home care. Our Intake VAs manage the initial client contact, collect documentation, and follow up — turning inquiries into admissions faster.
Key impact: Increased conversion rates and faster client onboarding.
First impressions matter. Our receptionists answer calls with warmth, professionalism, and efficiency, ensuring every lead, referral, and client feels supported from the first ring.
Key impact: Stronger client trust and better referral relationships.
Whether switching EMR platforms or cleaning up your current database, our VAs handle secure data migration, cleanup, and system updates — with zero disruption.
Key impact: Streamlined operations and reduced compliance risks.
One agency in Texas saw a $72,000 annual savings after hiring a Scheduler VA and Intake VA through Ascension. Another multi-location agency replaced their night shift manager with an After-Hours VA — and reallocated those funds toward caregiver bonuses, reducing turnover by 28%.
These aren’t isolated wins. They’re strategic shifts in how modern home care agencies operate and grow.
Here’s what we believe:
Your in-house team should only do what only they can do. Everything else? Delegate it to a trained, reliable, cost-effective VA who specializes in healthcare.
With the right virtual assistants, you don’t just save money — you unlock time, reduce burnout, and deliver better care.
Let’s talk. Book a no-pressure Strategy Call with our team today. We’ll help you:
Identify which VAs would make the biggest impact in your agency
Design a custom solution based on your size and budget
Show you case studies from agencies just like yours
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