Scheduling and onboarding
Appointments booked and confirmed, new patient onboarding worked through, and the calendar kept accurate rather than approximately right.
The seat is open. The work is not waiting.
Scheduling slips. EMR updates pile up. Nobody has time to return the calls. Every practice manager knows the pattern, and hiring rarely moves fast enough to break it.
Our assistants work your hours, in your systems, to your direction — while we carry the recruitment, the employment, the training and the cover.
- Trained, HIPAA-compliant assistant assigned to your practice
- Monday to Friday, 9:00am to 5:00pm in your time zone
- Recruitment, employment, payroll and benefits handled by us
- Role-specific training and onboarding to your systems
- Supervision, quality monitoring and performance management
- Secure workstations, monitored access and signed confidentiality terms
- Replacement cover if your assistant leaves or is unwell
One monthly rate, everything behind them included
The rate covers the assistant plus recruitment, employment, payroll, training, supervision and replacement cover. No recruitment fee, no payroll surcharge.
Pricing
A flat monthly rate per assistant, working Monday to Friday, 9:00am to 5:00pm in your time zone. Tell us the role and we will confirm the rate in writing.
What an assistant handles
Data entry and EMR updates
Records updated as things happen, so documentation is not a Friday afternoon backlog.
Patient communication
Reminders, follow-ups and the routine questions that otherwise interrupt clinical staff all day.
Phone, email and calendar
Calls answered, inboxes triaged, meetings arranged. The administrative layer that makes a practice feel organised.
Documentation support
Forms, letters and records prepared and filed where they belong.
Social media and website updates
Posts scheduled, hours and service pages kept current, so your public information is never out of date.
Other roles we place
Beyond general virtual assistance, we staff the specialist revenue cycle and technical roles that practices struggle to hire directly. Rates for these are quoted per role.
- Medical billers and AR callers
- Certified coders
- Credentialing specialists
- Payment posting clerks
- Prior authorization coordinators
- Virtual receptionists
- Front-end and back-end developers
- Designers and content writers
- SEO and paid media specialists
- Data and reporting analysts
How placement works
Typically one to two weeks from scoping the role to somebody working, and faster where we already have the right person available.
Scope the role
What the role needs to do, which systems it touches, which hours it must cover, and what good looks like after ninety days.
Shortlist
For common roles we usually have screened people ready, so the shortlist reaches you within days — with real assessments attached, not just CVs.
You interview
You choose. We do not place anyone you have not spoken to, and there is no charge for interviewing people you turn down.
Onboard
Access, training on your workflows and systems, and a named supervisor on our side from day one.
Manage and review
Weekly quality checks and a monthly review with you. If the fit is wrong, we replace rather than argue.
Staffing questions
What does the monthly rate cover?
A trained virtual assistant working Monday to Friday, 9:00am to 5:00pm in your time zone, plus everything behind them: recruitment, employment, payroll, training, supervision and cover when they are unwell. There is no separate recruitment fee and no payroll surcharge.
How is this different from hiring a temp?
A temp arrives and you manage them. Here we remain the employer — we recruit, train, supervise, cover absence and guarantee replacement — while the assistant works to your direction as part of your team. You get the output without the recruitment cycle or the exposure when someone leaves.
How do you protect patient data?
Assistants work on secured, monitored workstations with role-based access to your systems only, under signed confidentiality and business associate agreements. Access is provisioned to the minimum the role needs and revoked the day someone comes off your account.
What if the person is not working out?
Tell us. We replace them and carry the cost of recruiting and training the replacement. That is the point of the model — a bad hire is our problem to fix rather than yours to absorb.
Can we hire the person permanently?
In most cases yes, after an agreed minimum period and a conversion fee set out in the contract from the start. We would rather you kept a good person than lost them on a technicality.
Which seat needs filling?
Tell us the role, the hours and the systems, and we will come back with a rate and a shortlist timeline.