Medical VA Services Built Around Your Workflow

Four service lanes — receptionist coverage, scheduling, insurance verification, and a full medical VA — each staffed by trained medical virtual assistants working inside your existing EHR.

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Medical VA services overview — receptionist, scheduling, insurance verification, and medical VA

Pick Your Support Model

Each service is a focused lane with its own SOPs and hand-off points. Combine lanes as your practice grows — onboarding layers services cleanly on top of each other.

Medical Virtual Assistant

Trained remote administrative support across your clinic’s EHR and front desk workflow.

  • EHR-native scheduling and chart prep
  • Patient intake and document collection
  • Referral coordination and prior auth tracking
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Insurance Verification

Accurate, real-time eligibility and benefits verification that reduces claim denials.

  • Real-time eligibility verification
  • Benefits investigation and breakdown
  • Prior authorization submission and tracking
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Appointment Scheduling

Dedicated VAs who handle booking, rescheduling, and optimized calendar management.

  • Inbound and outbound appointment booking
  • Rescheduling and cancellation management
  • Rule-based calendar optimization to reduce gaps
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Medical Receptionist

Professional remote receptionist coverage for phones, intake, and front desk overflow.

  • Professional inbound phone answering
  • New patient intake and form collection
  • Document collection and EHR entry
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Prior Authorization

Admin support for payer approval workflows — submission, status tracking, and follow-up.

  • Payer portal submissions
  • Status tracking across payers
  • Documentation packet preparation
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Patient Follow-Up

Reminder cadence, missed-visit recovery, and post-visit communication that keeps patients connected.

  • Appointment reminders by phone, text, portal
  • Missed-appointment recovery within 24-48 hours
  • Post-visit next-step coordination
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Billing Admin

Claims status, patient AR follow-up, and statement preparation — admin lift on top of your billing team.

  • Daily aged-claim review
  • Patient AR call list
  • Denial triage and re-submission
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Documentation Support

Form organization, template maintenance, and document filing across your clinic systems.

  • Intake form standardization
  • Template library maintenance
  • Cross-system document filing
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Decision Guide

Not Sure Which Service Fits?

Start from the pain point. Most clinics pick one lane first, prove it out in 60 days, then layer in the next.

If this sounds like you:

Phones are overwhelming our front desk.

Remote receptionist coverage absorbs inbound calls, intake, and message triage.

Start withMedical Receptionist

If this sounds like you:

Our schedule has too many gaps and no-shows.

Dedicated booking, reminder cadence, and calendar optimization lift attendance.

Start withAppointment Scheduling

If this sounds like you:

We’re losing revenue to claim denials.

Eligibility, prior auth, and payer-data cleanup at the front end.

Start withInsurance Verification

If this sounds like you:

We need broader admin coverage across the practice.

Trained VA handles scheduling, intake, referrals, refills, and follow-up in one role.

Start withMedical Virtual Assistant
Medical VA at keyboard working inside an EHR interface

Works Inside Your EHR

Every medical VA is trained across the major electronic health record and practice management systems. We provision role-based access to your instance — no data migration, no parallel systems, no duplicate work. Your stack stays your stack.

Epic
athenahealth
eClinicalWorks
NextGen
DrChrono
Kareo
Practice Fusion
AdvancedMD

How the Engagement Works

Three clear phases. No surprise fees, no month-long procurement cycles.

01

Scoping Call

20-minute consultation. We review current workflows, volume, EHR, and the pain points you want off the in-office team’s plate.

02

Match & Onboard

We match a VA to your specialty and volume, provision EHR access, and document SOPs. Shadow training covers your preferences.

03

Phased Launch

Go-live within 7–14 days. We start narrow, measure, and expand scope once the first lane is proving itself.

See Our Onboarding Process

FAQs About Our Services

Can we combine multiple services into one engagement?+
Yes — most practices do. A common combination is a Medical VA handling broad admin plus a Scheduling or Insurance Verification specialist. We scope the split based on your volume and hand-off points during the consultation.
How do we decide between a Medical VA and a Medical Receptionist?+
A Medical Receptionist focuses on phones, intake, and front-desk overflow. A Medical VA covers that plus scheduling, insurance intake, referrals, refills, and follow-up. If your pain is mostly the phone queue, start with a receptionist. If it’s distributed admin load, start with a medical VA.
Can we start with one service and expand later?+
Absolutely. Most clinics start narrow — one lane, one VA — and add coverage after the first 60 days. We design onboarding around a phased rollout so each service lane proves itself before the next one goes live.
How quickly can we onboard?+
Most practices go live within 7–14 days of signed engagement. That covers EHR access provisioning, SOP alignment, shadow training, and a phased rollout.

Speak to a Remote Medical Staffing Expert

Share your workflow, call volume, and current bottlenecks. We’ll outline a practical support plan across one or more lanes — no commitment required.

Book a ConsultationSee Workflows

Typical go-live: 7–14 days