Get Started

Trusted Long-Term Care Outsourcing Services

Our outsourcing solutions support long-term care teams by handling administrative, billing, and operational tasks, allowing caregivers to focus more time on resident care and service quality.

Speak With an Expert

Global Footprint

4 Strategic Locations Across LATAM & APAC

Proven Clientele

400+ Clients Trust Our Outsourcing Solutions

Multilingual Support

Fluent in 10+ Languages for Seamless Communication

Industry Agnostic

Optimized Operations Across 20+ Sectors

Our Long-Term Care Outsourcing Services

We offer long-term care outsourcing services built around compliance, accuracy, and data security, ensuring dependable support for healthcare organizations operating in regulated environments.

Administrative & Back-Office Support

Our administrative and back-office outsourcing services help long-term care providers reduce operational workload, maintain compliance, and keep facility operations running smoothly.

  • Patient Intake and Admissions Coordination: Manage documentation, verification, and coordination to ensure a smooth and timely admissions process.
  • Scheduling and Staffing Support: Assist with staff scheduling and coverage planning to maintain consistent operational staffing levels.
  • Medical Records & Document Management: Organize, index, and maintain digital and physical records for quick and secure retrieval.
  • Data Entry & Reporting: Accurately input facility data and generate reports that support audits and operational tracking.
  • Accounts Payable & Receivable Support: Assist with invoice processing, payment tracking, and reconciliation to support smooth financial operations.
  • AI Ticketing & Workflow Automation: AI automatically categorizes, prioritizes, and assigns support tickets, streamlining workflows. Your team can focus on high-impact tasks while AI ensures every query is tracked, managed, and resolved efficiently.
  • AI Integration: Seamlessly integrate AI support across your CRM, helpdesk, chat, email, and messaging platforms. Ensure smooth data flow, unified workflows, and consistent customer experience across all support channels.
  • Multilingual AI Support: Serve customers worldwide with AI capable of understanding and responding in multiple languages. Provide consistent, accurate, and personalized support without language barriers, improving global customer experience and satisfaction.

Intake and Case Management Support

We help care teams streamline intake and case management, ensuring resident admissions and non-clinical case workflows are accurate, organized, and timely.

  • Intake Coordination: Handle referral paperwork, verify documents, and prepare admission checklists for smooth onboarding.
  • Case Management Support: Assist with non-clinical case documentation, tracking case progress, and providing timely updates to care teams.
  • Case Workflow Support: Coordinate administrative tasks, monitor deadlines, and facilitate communication between departments.
  • Referral Source Communication Logs: Maintain contact logs and status updates for hospitals and referral partners for timely follow-through.

Administrative & Back-Office Support

Our administrative and back-office outsourcing services help long-term care providers reduce operational workload, maintain compliance, and keep facility operations running smoothly.

  • Insurance Verification & Eligibility Checks: Confirm coverage and benefits upfront to reduce billing errors and claim denials.

  • LTC Billing and Claims Submission: Prepare and submit claims in compliance with payer and regulatory guidelines.

  • Authorization Tracking Support: Monitor prior authorizations and expiration dates for ongoing treatments and services.

  • Account Reconciliation Assistance: Compare payer remittance data with facility billing records to identify discrepancies.

  • Claims Follow-Up & Denial Management: Track submitted claims, manage appeals, and maintain denial logs for trend analysis.

Clinical Support Services

We support care teams by handling non-clinical clinical documentation, reporting, and quality measure tasks to improve workflow and compliance.

  • MDS Coordination Assistance: Support data collection and coordination to meet submission deadlines.

  • Care Plan Documentation Support: Maintain up-to-date care plans reflecting resident needs and goals.

  • Clinical Data Abstraction: Extract and organize clinical data for reporting, audits, and internal reviews.

  • Quality Reporting Support: Assist with regulatory and performance-based reporting.

Customer & Resident Support

Our customer and resident support services ensure consistent communication and a positive experience for residents, families, and facility staff.

  • Resident and Family Call Handling: Manage inbound and outbound calls for clear and timely communication.

  • Appointment Reminders and Follow-Ups: Send reminders and follow-ups to reduce missed visits and improve care coordination.

  • After-Hours Call Center Support: Provide reliable after-hours assistance for residents and families outside normal business hours.

Specialized Facility Operations Support

We help facilities maintain compliance and operational efficiency through structured documentation, reporting, and administrative oversight.

  • Audit Preparation Support: Organize documents and track checklists for compliance audits.

  • KPI & Operational Reporting: Compile performance metrics to help management monitor operations.

  • Resident File Maintenance: Update and organize non-clinical resident records, including admissions and ID documentation.

  • Policy & Procedure Document Management: Maintain and organize internal SOPs and policy documents for easy access.

  • Incident Report Documentation Support: Assist with formatting, organizing, and tracking non-clinical incident reports.

  • Staff Credential Tracking (Non-Clinical): Maintain logs for CPR certifications, background checks, and administrative staff compliance.

Industries We Serve

We proudly serve a wide range of industries with customised IT Help Desk Outsourcing. From fast-paced corporate environments to specialised sectors, we deliver dependable support solutions that keep operations running smoothly and efficiently.

Skilled Nursing Facilities (SNFs)

We support nursing facilities with admissions, clinical documentation, billing order handling solutions, ensuring smooth shopping experiences and improving retention at every stage.

Assisted Living Communities

Our services help assisted living providers manage administrative, order handling solutions, ensuring smooth shopping experiences and improving retention at every stage.

Home Health & Hospice Providers

We provide remote support for patient intake, scheduling, claims management, order handling solutions, ensuring smooth shopping experiences and improving retention at every stage.

Trusted by Growing Businesses Worldwide

We’re proud to be the trusted partner behind so many success stories. Hear directly from the businesses that rely on our outsourcing solutions.

“What sets Callmax apart is their incredible responsiveness when things get tough. Anytime there’s an escalation or operational hiccup, their operations and client services teams are immediately on it proactive, composed, and solution-focused. We never feel like we’re left on our own. Their support is not just consistent it’s unwavering. That level of partnership is rare and deeply valued.”

Marcus L.

Director of Client Services, Confidential Company

“The Callmax team came in with a strong command of our systems Salesforce, our phone platform, and internal tools. Honestly, they knew the platforms better than some of our own staff. Their ability to plug in quickly, without disrupting our workflows or requiring lengthy training, made onboarding smooth and efficient. It felt less like outsourcing and more like adding seasoned pros to our team.”

Silvia T.

Owner

"When we first partnered with Callmax, we didn’t have formal training materials in place. Not only did their team step in and help us build a structured training library from scratch they used it to onboard their agents efficiently and consistently. The best part? We ended up adopting the same materials internally. Their initiative didn’t just support their team; it elevated our entire training process."

James Carter

Operations Manager, ClearPath Health

"From the start, Callmax made everything easy. The onboarding process was incredibly smooth clear timelines, responsive communication, and zero surprises. The contract was flexible, which gave me peace of mind as a smaller operation starting with just 10 FTEs. Honestly, I felt like I had more support and resources than I expected at that stage, which gave us the confidence and structure to scale the right way."

Daniel R.

Founder, StratusCX

"I’ll admit I was skeptical about outsourcing at first. But Callmax quickly changed that. Their structured approach, attention to detail, and professionalism stood out right away. They provided a clear BAA, emphasized data privacy from day one, and ran an impressively organized training and nesting process. It became clear these weren’t just agents they were experienced professionals who knew exactly what they were doing. That gave me real peace of mind."

Vince R.

COO, VitalBridge Care Services

Tools & Software We Support

We work with a wide range of industry-leading tools and software to ensure seamless integration, efficient workflows, and accurate data management for long-term care providers.

Electronic Health Records (EHR) Systems

Support for PointClickCare, MatrixCare, Netsmart, and other EHR platforms to manage clinical and resident data efficiently.

Billing & Revenue Cycle Tools

Expertise in LTC billing software including MediTouch, Cerner, and Epic, ensuring accurate claims submission and payment posting.

Scheduling & Workforce Management

Assistance with Kronos, Deputy, and other staffing tools to streamline scheduling, shift management, and workforce tracking.

Document Management Systems

Integration with DocuSign, SharePoint, and other platforms for secure, organized, and accessible digital records.

Quality Reporting & Analytics Tools

Support for tools like QIES, MDS reporting software, and custom dashboards to track performance metrics and compliance data.

Communication Platforms

Handling resident, family, and staff communications through systems such as Zoom, Microsoft Teams, and secure call-center platforms.

Our Process for Efficient LTC Support

We follow a structured and transparent process to ensure seamless onboarding, operational efficiency, and high-quality support for long-term care providers.

Needs Assessment & Workflow Review

We start by understanding your facility’s unique operational challenges, reviewing current workflows, and identifying areas where outsourcing can improve efficiency and compliance.

Secure System Access Setup

We establish secure access to your systems, ensuring HIPAA compliance and role-based permissions, so your data remains protected while allowing our team to work effectively.

Continuous Optimization & Reporting

We provide regular reports and recommendations to optimize processes, streamline operations, and support better decision-making for your facility.

Team Selection & Onboarding

Based on your requirements, we assign a dedicated team of experienced professionals and provide comprehensive onboarding to ensure they align with your processes and standards.

Ongoing Performance Monitoring

Our managers continuously monitor workflow performance, track key metrics, and maintain quality checks to ensure services meet your expectations.

Book a Free Consultation

Data Security & Regulatory Compliance

We prioritize the security and privacy of our clients’ data by implementing strict protocols, ongoing training, and advanced technologies to ensure compliance with industry regulations.

Strong Access Control

Role-based access with multi-factor authentication and strict approval processes, regularly reviewed to maintain appropriate privileges.

Zero-Tolerance Policy

Violations of customer privacy or security are strictly enforced. Breaches are fully investigated and result in disciplinary action or removal.

Incident Response Plan

A defined process enables rapid and effective response to security incidents, including notifying affected parties and authorities as required.

Employee Training

Ongoing security and compliance training covering HIPAA, PCI, privacy regulations, and industry best practices.

Network Security

Firewalls, intrusion detection, antivirus tools, and encryption protect data and systems, with regular updates to address vulnerabilities.

Business Associate Agreements (BAAs)

Compliance with HIPAA, GDPR, and CCPA through formal agreements, ensuring data privacy and defining partner responsibilities.

Why Businesses Choose Callmax

Businesses choose Callmax for our reliable, scalable, and secure outsourcing solutions that streamline operations, reduce administrative burden, and support high-quality care delivery.

  • Experienced Long-Term Care Teams

    We track every help desk metric to ensure measurable results. From faster ticket resolution to improved uptime, our data-driven approach delivers consistent, reliable IT operations that support your business goals.

  • First Contact Resolution

    With 70–80% of tickets resolved on first contact, routine issues no longer distract your senior engineers. Password resets, access requests, and basic troubleshooting are handled efficiently, keeping your internal teams focused on high-value work.

  • Zero-Backlog Culture

    Our “clean inbox” policy ensures no ticket is left unassigned or ignored. Every request is routed, acknowledged, and actively managed by the end of each shift, providing full visibility and consistent service quality.

  • Maximized Engineering Productivity

    By taking routine help desk tasks off your internal team’s plate, engineers reclaim roughly 30% of their workweek. This time goes into planning, infrastructure upgrades, automation, and strategic projects that accelerate growth.

  • Faster, Predictable IT Operations

    Callmax drives tangible improvements across IT operations. Uptime, employee productivity, and business continuity all benefit from our structured processes, transparent workflows, and proactive support, delivering predictable, measurable results for your organization.

Trusted by 400+ Businesses

About Us

Callmax, founded in New York in 2012, was created to empower small and mid-sized businesses to compete in industries dominated by large corporations by providing scalable, cost-effective operational support. As a Business Process Outsourcing (BPO) provider, Callmax streamlines operations through services such as customer support, data management, and industry-specific solutions, acting as an extension of clients’ teams to enhance efficiency, adaptability, and growth.

24/7

Support Coverage

94%

Client Retention Rate

Frequently Asked Questions

What are the benefits of outsourcing to Callmax?

IT Help Desk Outsourcing is the practice of hiring an external team to manage your company’s technical support needs, providing expert assistance for employees and end-users.

Can your services be customized for my facility?

Outsourcing reduces the need for internal troubleshooting, automates ticket handling, and ensures faster response times, allowing your team to focus on core business activities.

How quickly can your team start supporting my facility?

Yes. We integrate with your current platforms, software, and workflows, ensuring seamless support without disrupting your operations or requiring major system changes.

Do you assist with incident reports and policy documentation?

Yes. Our solutions are designed to scale with your business, accommodating more users, additional platforms, or increased support demands without compromising service quality.

How do you handle staff credential tracking?

We follow strict security protocols, data privacy policies, and access controls to protect your sensitive information while delivering reliable technical support.

Can your team help with audit preparation?

Yes. Our IT Help Desk Outsourcing is fully equipped to support employees in-office, remote, or in hybrid setups, ensuring consistent and reliable technical assistance wherever your team works.

Are your services scalable for multi-facility operations?

Yes. Our team consists of certified IT professionals with expertise in multiple platforms, software, and systems, ensuring high-quality technical support for your business.

How do you ensure data privacy when integrating with client systems?

Yes. Our IT Help Desk Outsourcing services are designed to support teams across multiple offices, regions, or even global locations seamlessly.

Do you provide reporting on operational KPIs and performance metrics?

Yes. Users can reach our IT help desk via email, chat, phone, or ticketing systems, ensuring convenient access to assistance anytime.

How do I get started with Callmax’s outsourcing services?

Simply contact our team to discuss your business needs. We’ll evaluate your requirements, recommend a tailored solution, and implement a smooth onboarding process.

Contact Us

Turn Every Customer Query
Into a Delightful Experience

Discover how our AI-powered, 24/7 customer support can reduce response times, streamline workflows, and elevate satisfaction for every interaction.

Book A Call
Callmax Solutions New Website Form

Callmax, founded in New York in 2012, was created to empower small and mid-sized businesses to compete in industries dominated by large corporations by providing scalable, cost-effective operational support.

Quick Links

Contact Info

Social Media links

Copyright © 2026 Callmax Solutions – All Rights Reserved.

Privacy Policy | Terms & Conditions

DMCA.com Protection Status