Article

5 Admin Tasks to Outsource

April 10, 2025
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Physician offices with a couple of doctors on staff, personal care facilities and other smaller non-acute care providers may lack the staffing, time or experience to handle all of the office’s administrative tasks. While these jobs are essential, they typically don’t justify hiring an in-house specialist.

Outsourcing administrative functions to trusted third-party suppliers can streamline operations and reduce overhead costs. This allows healthcare providers to focus on core business and clinical functions while benefiting from specialized administrative expertise and technology, ultimately enhancing efficiency and service quality.

CONSIDER OUTSOURCING THESE 5 ADMINISTRATIVE FUNCTIONS

Here are five administrative functions that facilities should consider outsourcing:

1. Handling Modern Human Resources Function

Managing HR functions, including employee benefits, recruitment and onboarding new hires, can be time-consuming. Outsourcing these jobs ensures they are handled in a timely manner and follow regulations.

For example, a third-party organization that specializes in HR will understand complex local and national labor laws to ensure compliance. Leveraging this expertise enables facilities to confidently navigate regulatory environments and stay ahead of changing HR requirements.

“Outsourcing HR functions can save your organization time, money and resources while simultaneously expanding your capabilities,” according to People Managing People.

Shifting the HR role to a third party can improve efficiency, scalability and flexibility to meet any fluctuations in staffing needs or changes in benefits. This includes helping recruit employees for open positions, ensuring a benefits package is comparable with similar providers, handling employee relations issues and providing strategic guidance to align workforce planning with business goals.

 

2. Meeting End-to-End Payroll Needs

Managing payroll requires staying up to date with tax laws, while handling withholdings and ensuring correct and timely compensation. Having a third party manage payroll ensures the secure handling of all payroll-related tasks, reducing the risk of costly errors and ensuring compliance with changing tax regulations. This allows businesses to maintain accurate records, meet deadlines, and ensure accurate wages and withholdings.
 
“Often, particularly for small or medium businesses, outsourcing payroll saves money,” according to Indeed. “The time and resource cost of performing payroll in-house is almost always more expensive than the monthly cost of having a dedicated payroll company handle the process.”
 
Outsourcing these essential services provides access to advanced payroll technology and expertise for accurate payroll processing. Hiring out these services also allows facilities to gain access to technological systems that streamline tax filings, direct deposits and detailed payroll reporting, enhancing overall efficiency. 

3. Connecting the Facility with it Support

A growing dependence on digital health records and telemedicine makes robust IT support crucial, and most non-acute facilities do not have these specialized skills on staff. Having a third-party supplier responsible for IT services ensures access to the latest technologies and expertise in cybersecurity, data management and system maintenance. It also helps ensure patient information is protected.
 
Professional IT support can deliver a range of benefits. For instance, the support mitigates unplanned downtime by keeping the infrastructure well maintained and running smoothly. The IT organization also handles regular software updates and patches to protect against vulnerabilities.
 
“Outsourcing IT services can significantly reduce costs associated with IT infrastructure,” according to Dataprise. “Now, providers can allocate additional resources to other areas of the business that are more important to driving patient satisfaction.”
 
IT support can cover everything from networking computers to ensuring electronic health records are secure to choosing the best smartphones and phone service. With the right IT partner, non-acute care providers can benefit from seamless technology management, ensuring systems are optimized, connected and up to date.


 

4. Improving Cash Flow with Medical Billing and Coding

Turning to a third party for medical billing and coding functions can help reduce errors and improve the efficiency of revenue cycle management. Professional billing companies understand the complexities of coding and insurance requirements to maximize revenue and minimize rejected claims.
 
Outsourcing billing and coding to specialists can improve cash flow and ensure financial stability. Specialist organizations use modern technology to efficiently track claims, manage denials and follow up on unpaid bills.
 
“Utilizing medical services is a strategic move that healthcare practices can make to submit clean, error-free medical claims to insurers,” according to Outsource Strategies International. “In the dynamic landscape of healthcare, where precision and efficiency are paramount, the decision to outsource is proving to be a game-changer for practitioners.”

5. Building Brand Recognition with Marketing and PR

Targeted marketing and a strong PR presence can boost a facility’s brand and visibility, leading to more patients and highlighting the practice’s expertise. Sending the right message—and reinforcing it over time—is key to building trust, attracting and retaining loyal patients, and establishing a reputation as a go-to provider in the community. An experienced marketing or communications firm can help guarantee proper and timely messaging—a necessity in this field.
 
Personalized marketing requires specialized skills and tools. Third-party professionals can provide the needed services, covering website management, social media, patient engagement and community outreach. Plus, experienced PR agencies have established relationships with media outlets to help ensure positive coverage for the facility.
 
“For healthcare and life sciences companies trying to increase market share in today’s fast-paced, technology-fueled landscape, outsourced marketing partnerships can be an efficient and cost-effective way to gain a competitive edge quickly,” according to Rebound, a B2B marketing consultancy. “As a dedicated companion to an in-house team, an outsourced marketing organization can help accelerate business development initiatives that can help to unlock growth potential.”

 

ACCESS TO TRUSTED THIRD-PARTY SUPPLIERS

Outsourcing traditional administrative jobs is an efficient and cost-effective way to handle essential tasks without investing in additional staff. One challenge, however, is finding the best fit for outsourcing. And one way to eliminate that challenge is to work with a group purchasing organization (GPO) like Provista that has established supplier relationships, making it easy to benefit from purchased services. 

For example, Provista has contracts for administrative services with vetted organizations, in addition to contracts for almost every other aspect of the business. This includes contracts with leading suppliers such as Synapse for revenue cycle management, United Audit Systems, Inc., for services such as coding, Vital Records Control (VRC Companies) for document storage and retention, and PreCheck for background and pre-employment services.

These contracts enable clients to access trusted vendors who have competitively priced contracts. It’s why organizations looking to outsource tasks should start by talking to their GPO. 

“Provista has contracts for administrative services with vetted organizations, in addition to contracts for almost every other aspect of the business.”

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