Visiting Angels of Greater Seattle Doubled Billable Hours & Streamlined Operations With AxisCare
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Key Takeaways:
- Weekly billable hours doubled from ~1,400 to ~2,800
- Payroll processing reduced from two days per week (full-time role) to ~1.5 hours/week
- Invoicing streamlined to ~1.5 hours/week
- Operational continuity through staffing changes due to standardized workflows and data-driven scheduling
- Strategic guidance from AxisCare’s Team has opened new lines of business
Introduction
The Challenge: An Outdated Billing System Required a Scalable Solution
When Tina took over the agency, she inherited disjointed processes, manual tasks, and legacy mindsets. She knew she needed a software solution that could:
- Replace outdated, paper-based workflows
- Reduce administrative overhead in billing and payroll
- Improve visibility and accountability in client and caregiver management
- Scale without increasing stress or complexity
- Stay reliable in a fast-paced environment where outages could cost time, money, and trust
These challenges created real friction for Visiting Angels of Greater Seattle. Paper-based workflows meant staff spent hours chasing signatures, correcting errors, and reconciling mismatched timecards instead of focusing on clients. Limited visibility into schedules and caregiver activity made it difficult to identify gaps in coverage, ensure accurate documentation, and hold teams accountable.
As the agency grew, a single outage or staffing change could disrupt billing, payroll, and the continuity of care that families depended on.
The Solution - A Comprehensive, Dependable Platform
AxisCare replaced multiple disconnected tools with a single, integrated system. Tina’s team manages their entire home care operation in AxisCare – giving them real-time access to key information, faster turnaround for billing and payroll, and a seamless experience for both staff and caregivers.
Key improvements included:
- End-to-end lead and client management
From initial contact to conversion, the agency tracks and manages the full client journey in AxisCare – using conversion reports, marketing calendars, and care plan integrations to drive smarter decisions and tighter coordination.
- Seamless operations with real-time scheduling
With features like real-time view, open visits, and visit verification, Tina’s team can monitor scheduling gaps, make fast adjustments, and ensure uninterrupted care delivery even during staff changes. “We lost our scheduler, and we did not miss a beat… It wasn’t like, ‘Oh no, the schedule just went out the window.’ It didn’t. The way we’re using AxisCare facilitated our ability to complete scheduling by others in the office easily.” – Tina Valdez, Executive Director
- Mobile-first caregiver experience
All core functions, like clocking in/out to submitting shift notes are handled through the caregiver’s smartphone. The digital-first experience AxisCare offers has helped the agency onboard new staff quickly and maintain a fully paperless operation.
- Streamlined back office and billing
Tina’s team has been able to drastically reduce time spent on payroll and invoicing, freeing up leadership to focus on growth.
- Reliability as a standard
Coming from industries where software outages were the norm, Tina was impressed by AxisCare’s consistent reliability. With zero downtime and fast, responsive support, the team can trust the platform to keep up with their day-to-day demands. “The one thing that was really surprising to me when I started working with AxisCare was that there was like literally no downtime. I come from a world where that’s kind of unheard of.” – Tina Valdez, Executive Director
The Results: Reduced Processing and Doubled Billable Hours
- Weekly billable hours doubled from ~1,400 to ~2,800
- Payroll processing reduced from two days per week (full-time role) to ~1.5 hours/week
- Invoicing streamlined to ~1.5 hours/week
- Operational continuity through staffing changes due to standardized workflows and data-driven scheduling
- Strategic guidance from AxisCare’s Team has opened new lines of business
- Zero downtime: Tina emphasized AxisCare’s exceptional reliability and uptime
- Stronger onboarding and retention with a mobile-first caregiver experience that is intuitive and comprehensive
“AxisCare is a no–headache vendor, and I’m very grateful for our partnership.“
– Tina Valdez, Executive Director
Why AxisCare is the Leading Solution for Streamlined Billing
“If you’re shopping for software, don’t wait – move to AxisCare now. From marketing to payroll, it supports the entire home care model. It’s smart, integrated, and it works.”
– Tina Valdez, Executive Director
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