How an Adult Day Care EHR Company Hired a Fully Vetted Medical Biller in 4 Days
How a health-tech company that builds EHR and billing software for adult day centers and community-based care providers filled a customer-facing medical billing role in four days, from first inbound message to signed hire, with a bilingual biller based in Latin America.
Snapshot
The company
The customer is an all-in-one electronic health record (EHR) platform built specifically for adult day centers and community-based care providers. Its software digitizes the daily work of care: care planning and progress notes, medication tracking, attendance and visit verification, scheduling, activities and family engagement, and reporting, all in one system. It serves a broad range of providers, including adult day care centers, PACE programs, assisted living and residential communities, memory care, and home care agencies, and it is used by tens of thousands of care staff and family members. The platform holds SOC 2 Type II, ISO 27001, and HIPAA compliance.
One detail matters more than any other for this engagement: billing, invoicing, and payment processing are built directly into the product. That makes the company more than a software vendor. It effectively sits inside the revenue cycle of the care providers on its platform, and when those providers hit a billing question, a claim issue, or a problem with the connected clearinghouse, the company’s team is who they turn to.
That is the seat this hire was built to fill.
What they needed
The company came to Ataraxis with a specific and slightly unusual ask. This was not a back-office biller who would quietly work a queue. They needed someone who could:
- Do the billing work across their own EHR and the connected clearinghouse, handling the everyday claims, submissions, and follow-ups their customers rely on.
- Interface with customers directly, fielding billing requests over Slack and jumping onto client calls when an adult day center ran into a billing or clearinghouse issue.
- Give feedback on the product itself, using real billing experience across many systems to help sharpen the platform’s billing tools.
Two requirements sat above the rest. First, multi-year medical billing experience, ideally in senior care, with a real bonus if the person had ever billed for adult day centers. Second, fluency across multiple EHR systems, because someone who has only ever worked in one tool cannot give credible feedback on another. The role would run full-time on U.S. Eastern hours, and because the company already runs a globally distributed team, it was comfortable hiring internationally as long as the skills were there.
They were also clear about what they did not want. In their words, they did not want a biller who was “just reading ChatGPT.” They wanted someone who could take a real client billing problem, break it down, ask the right questions, and show genuine command of the process.
The search: four vetted candidates in a day
The company reached out on Tuesday. We sent four fully vetted candidates the next day.
That turnaround is not luck. Our recruiting team screens more than 200 candidates a week at roughly a 5% acceptance rate, which means we maintain a deep pool of pre-vetted talent ready to match rather than starting every search from zero. Our process filters for exactly the things this customer cared about. Our anti-job-hopper screening removes candidates who jump roles every few months, so the shortlist skews toward people with real tenure. Our communication bar is strict, so the people who reach a client interview speak clearly and confidently on a live call. And our AI-proof assessment is built to make candidates demonstrate hands-on billing knowledge rather than recite a generated answer.
Each of the four candidates arrived with the rate up front, a short summary of why we believed they fit this specific role, and a summary from one of their professional references. From there the customer ran its own fast, scenario-based interview, a short call where they hand a candidate a real billing situation and watch how they reason through it. They found their hire and made the offer by Friday. Four days, start to finish.
The hire: Sam, Medical Biller
The candidate the company chose, Sam, is a bilingual English and Spanish medical billing professional based in Latin America with more than 11 years of experience. His background lined up closely with what the role actually demanded.
- Fluency across many EHR systems. Sam has hands-on billing experience in a long list of EHR and EMR platforms, from practice-management systems to behavioral health tools. That breadth was central to what the customer needed. A biller who has worked in many systems can learn a new one quickly and can give the kind of product feedback the company wanted, because he knows what good billing software feels like from the inside.
- Senior-care-adjacent billing. Sam spent time supervising billing operations for hospice and home health clients, handling claim transmission, processing, and reimbursement appeals. That is the closest neighbor to adult day center billing.
- Full revenue-cycle depth. Across his roles he has owned insurance and eligibility verification, prior authorization, claims submission, denial resolution and appeals, accounts receivable follow-up, and payment posting. He has run these workflows for specialties spanning orthopedics, dermatology, gastroenterology, cardiology, and more.
- Client-facing by background. Sam has supervised large billing and insurance teams, managed relationships across dozens of clinics through regular operational reviews, and started his career handling escalations for a multinational operation. Jumping onto a client call to resolve a billing issue is squarely in his comfort zone, which is exactly what this customer-facing role required.
- Tenure and ownership. With more than 11 years in the field, multi-year stretches at prior employers, and a track record of building and training teams, Sam is the kind of long-term operator our screening is designed to find, not someone using the role as a pit stop.
- Time-zone and language fit. Based in Latin America (Nicaragua), Sam covers U.S. Eastern hours comfortably, and his bilingual English and Spanish is an asset for a company whose customers and participants often are too.
What Sam covers
The placement gave the company a single, accountable owner for the billing surface its customers touch:
- Day-to-day medical billing across the company’s own EHR and its connected clearinghouse, including claims, submissions, and follow-ups.
- Customer-facing billing support, fielding requests over Slack and joining client calls to resolve billing and clearinghouse issues in real time.
- Revenue-cycle tasks the customers depend on, from eligibility and insurance verification to denial follow-up.
- Product feedback, bringing a multi-system billing perspective to help refine the platform’s billing tools.
All of it runs full-time on U.S. Eastern hours, billed monthly through Stripe at $12.50 per hour, all-in, with no lock-in contract and no separate recruiting fee.
Why this worked
The notable part of this engagement is not just the speed, though four days from inbound to hire is fast by any standard. It is that the speed did not cost the customer anything on quality. The company got a shortlist of four qualified, pre-vetted billers the day after reaching out, ran its own interview process, and chose from real options rather than being handed a single take-it-or-leave-it candidate.
That is only possible with a deep, continuously screened talent pool and a vetting process tuned to the traits that actually predict performance in a billing role: tenure over job-hopping, clear live communication, and demonstrated hands-on knowledge rather than a rehearsed or generated answer. For a health-tech company whose own customers judge it by how well billing works, matching those traits was the whole game.
About Ataraxis
Ataraxis Management is an offshore staffing agency that places vetted virtual assistants and remote specialists with U.S. companies and healthcare practices. Founded in 2024 by George Atuahene and Ashleigh Atuahene, the company recruits and screens candidates for virtual assistant, medical administrative, bookkeeping and other remote roles. Talent is sourced from the Philippines, Latin America, South Africa, East Africa, and Eastern Europe. Ataraxis Management is based in Montgomery, Texas.
Need a medical biller who can do the work and talk to your customers while doing it? That is exactly the kind of match we make. Get in touch with our team today!