Scheduling and calendar management
Manage bookings, reschedules, reminders and waiting lists using your approved scheduling rules. Escalate urgent or clinical concerns to the practice rather than making clinical decisions.
Virtual Assistants
Give daily administration a dedicated owner.
A dedicated remote assistant supports the nonclinical work that surrounds patient care: schedules, intake, insurance coordination, prior authorization tracking and follow ups, inside your existing systems and agreed coverage hours.
Small unfinished tasks become a daily bottleneck.
A voicemail, an unfinished intake form and an authorization request can each look small. Together they interrupt the day and leave clinical staff carrying administrative work between appointments. The solution starts with a defined task queue and a reliable handover.
WHAT IS INCLUDED
A defined scope.
Connected responsibilities.
Agree on the work before it begins.
Add services when your practice needs them.
Eligibility and benefits coordination
Check coverage, copays, deductibles and visit limits before appointments when included in scope. Record the source and date of verification; verification is not a guarantee of payment.
Prior authorization tracking
Prepare administrative requests, track status and document approved dates and units. Clinical necessity statements and treatment decisions stay with the licensed provider.
Intake and records coordination
Follow up on missing forms, enter demographics and route documents through approved systems. Keep incomplete items visible before the visit rather than creating a separate undocumented task list.
Patient communication
Handle calls, messages and approved balance explanations within agreed working hours. Use your scripts and escalation rules for complaints, clinical questions and sensitive requests.
Recall and follow up lists
Work approved outreach lists, record contact attempts and route responses to the practice. Contact preferences, consent and your communication policy determine the permitted outreach.
WHAT YOUR PRACTICE RECEIVES
Work you can see
and questions you can act on.
- A dedicated assistant with an agreed task and coverage plan
- Written handover and escalation instructions
- A task tracker showing pending work and practice dependencies
- Regular check ins as hours, volume or responsibilities change
HOW THE WORK MOVES
From task list to a dependable working day.
Define the working day
Agree on the hours, days, systems and queues to cover. Decide what can be completed independently and what must return to the practice.
Train to your workflow
Use your scheduling rules, scripts and access controls. Practice the handoffs for insurance questions, missing records, clinical concerns and unexpected workload.
Review the work together
Check task completion and exceptions with the named account manager. Adjust scope and coverage in writing as the practice’s operational needs change.
PRICING AND EXPECTATIONS
Know what drives your quote.
A flat monthly rate, based on working hours, practice days and task responsibilities. Changes to coverage or duties are reviewed with you before the scope changes.
BEFORE WE BEGIN
Details to clarify together.
No documents or practice information are required before a mutual contract is signed. Onboarding follows the agreement and, before PHI access, a BAA.
No. The role is nonclinical. Clinical questions, medical decisions and urgent patient needs are escalated under your practice’s protocol.
Yes. Tasks, systems, scripts and escalation rules are agreed during onboarding. Specialized tasks require a scope and training review before they are added.
Your practice’s working hours, days and task requirements determine the coverage plan. Availability is agreed before the assignment begins.
CONNECT THE DETAILS
Start with your practice, not a generic proposal.
A Free Practice Review connects billing, credentialing, enrollment and payment setup. We agree on scope first, with a signed agreement and BAA before practice data moves.