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Everything on this list leaves the front desk.
Your VA owns the administrative load end to end — your clinicians see patients, not paperwork.
Scheduling & reminders
Booking, rescheduling, waitlist backfill and reminder calls that visibly cut your no-show rate.
Patient intake & records
New-patient forms, ID and insurance capture, records requests chased until they land.
Insurance & prior auth
Eligibility checks before the visit, benefit breakdowns in the chart, and prior auths followed to approval.
Charting support
Scribing from dictation, template clean-up and encounter notes closed the same day.
Billing & claims follow-up
Claim status checks, denial worklists, patient balance calls and a clean weekly AR summary.
Patient follow-up & recalls
Post-visit check-ins, recall lists worked to the end, and review requests sent at the right moment.
Your clinicians are doing admin they never trained for.
Most of our healthcare placements go to practices where the front desk is one person deep and every unanswered call is a lost patient.
Solo practices who need phone and intake cover without a second front-desk salary.
Multi-location clinics centralising scheduling and verification into one remote pod.
Dental and aesthetic practices working recall lists and treatment plans that keep slipping.
Telehealth teams scaling intake and eligibility checks across state lines.
Four steps, about a week.
Discovery call
30 minutes on your goals, stack and the work you want off your desk.
Shortlist in 72 hours
Two or three vetted specialists, with real work samples and a recorded intro.
You interview
Meet your favourites. Pick the one you'd genuinely want on the team.
Onboard with us
We handle contracts, payroll and the first-two-weeks ramp. You just start delegating.
Pick the commitment, not a package.
Best for phone and scheduling cover during your busiest half of the day.
Get a quoteA dedicated coordinator in your timezone, in your EHR, on your morning huddle.
Book a discovery callA pod with a lead — scheduling, verification and billing across every location.
Talk to usA refundable service deposit secures your start. No lock-in beyond a 30-day notice on a renewable 12-month agreement. Replacement at our cost if the fit isn't right in the first month.
- Scheduling & appointment remindersDaily
- Insurance & eligibility checksDaily
- Patient intake & records updatesOngoing
- Inbound & recall callsDaily
- Plain-English performance reportMonthly
The front desk work, off your clinical team.
HIPAA-trained and careful with patient data. Your healthcare VA runs the phones, scheduling and paperwork so your clinicians can stay clinical.
Front desk & scheduling
Booking, reminders, rescheduling and working the recall list.
Insurance & billing support
Eligibility and benefits checks, pre-auth prep and claim follow-up.
Records & documentation
Intake forms, EHR updates, chart prep and referral coordination.
Compliance & reporting
HIPAA-aware, secure workflows and one clear monthly report.
The things people ask before hiring.
How vetted is "pre-vetted"?
HIPAA certification, a skills test on scheduling and eligibility scenarios, reference checks from prior clinics, and an English fluency screen. Roughly 4% of applicants make it to a shortlist.
How is patient data protected?
Every VA is HIPAA-trained and under a signed BAA and NDA, working from a locked-down device on your systems only — no local storage of patient data.
Who manages them day to day?
You do — they're your team member. We stay on for performance check-ins, cover, and anything HR-shaped.
What if it isn't working out?
Tell us in the first month and we replace them at our cost. After that it's 30 days' notice, no penalty.