Virtual Assistant for Clinics
Clinic phones are busy from the moment the doors open. Patients want appointments, prescriptions refilled and test results, and the front desk is trying to check people in at the same time.
Insurance verification and recall lists fall behind, and that shows up later as denied claims and patients who never came back. A clinic virtual assistant takes on the remote admin work so your in-office team can focus on the patients in front of them.
What your VA handles
Appointment scheduling
Your VA books, reschedules and confirms appointments in your EHR, following your visit type rules and provider preferences.
Insurance verification
Before visits, your VA checks eligibility and benefits, notes copays and prior authorization needs, and flags issues ahead of time.
Patient recalls
Patients due for annual exams, follow-ups or chronic care visits get contacted and booked, which keeps them healthier and your schedule full.
Prior authorization support
Your VA gathers documentation, submits prior authorization requests and tracks them until there's a decision.
Referral coordination
Incoming and outgoing referrals get tracked, records get sent, and patients are scheduled with specialists.
Patient intake forms
New patients get digital intake forms before their visit, and your VA makes sure they're completed and in the chart.
A dedicated VA, backed by AI
We pair your VA with AI that keeps phones covered. An AI voice agent handles routine calls like hours, directions and appointment requests, and routes anything clinical to your staff or your VA.
Automated reminders reduce no-shows, and recall campaigns run on schedule with your VA calling anyone who doesn't respond. Everything is set up with patient privacy in mind, and we sign a business associate agreement before work begins.
Your front desk feels the difference within a few weeks. Fewer phone interruptions mean faster check-ins and calmer mornings, and verified insurance means fewer surprises at checkout. Over time, steady recall outreach brings patients back for the preventive visits that keep them healthy and keep your providers' schedules full. Staff turnover drops too, because the front desk is no longer stretched thin every single day.
How it works
Getting started is simple. We begin with a short call about where your hours go, then match you with a VA whose experience fits your industry. During the first week they shadow your process, and we write it into a playbook so the work stays consistent even on days your VA is out. You review their work, give feedback, and add tasks as trust builds.
Pricing
Our virtual assistants start at $20 an hour, with a 40-hour minimum to get started. You get a dedicated assistant trained on your business, a written playbook of everything they handle, and one point of contact on our team. AI voice agents, chatbots and workflows are scoped separately based on your volume.
Frequently Asked Questions
How much does a virtual assistant for a clinic cost?
Rates start at $20 an hour with a 40-hour minimum. Fewer denied claims and fuller schedules usually make up the cost quickly.
Are your VAs HIPAA-compliant?
VAs complete privacy training, use secure access and follow your clinic's policies. We sign a business associate agreement before they touch any patient data.
Which EHR systems do your VAs use?
athenahealth, eClinicalWorks, Epic (with remote access), DrChrono, Kareo and NextGen, plus payer portals.
Can a VA handle clinical questions?
No. Clinical questions always go to your licensed staff. Your VA handles scheduling, insurance and administrative communication.
How soon can a VA start?
Typically one to two weeks, including access setup and training on your scheduling rules.
Get a virtual assistant for your clinics business
Tell us where your week goes and we'll show you which tasks a VA and a little automation can take off your plate. No long contracts.