Virtual Medical Receptionists

Best-in-Class Virtual Medical Receptionists

At VA.CARE we provide top-tier virtual medical receptionists to enhance patient experience and optimize operations for healthcare practices. As an extension of your team, our remote receptionists seamlessly manage front-office communications with compassion and skill.
Our Virtual Medical Receptionists

Why Prioritize Our Virtual Medical Receptionists?

At VA.CARE, we adhere to rigorous selection and extensive training protocols, leveraging only the top-tier 2% of remote reception candidates. This ensures our virtual medical receptionists offer specialized expertise to serve as a seamless extension of your practice.

Unparalleled Patient-First Care

Our receptionists receive ongoing empathy and communication training to provide professional, dependable assistance to patients around the clock. Our compassionate team members also utilize active listening and problem-solving skills to address sensitive patient cases. Customized call-handling protocols provide personalized support for unique practice needs and styles.
Workflows and Responsiveness

Optimized Workflows and Responsiveness

We streamline workflows by efficiently conducting patient intake, updating records in real-time, proactively scheduling appointments based on availability, processing refills with urgency, resolving billing questions, and more. With tailored automation and protocols informed by your exact preferences, we act as an agile extension of your staff to ease administrative burdens. This alleviates day-to-day management overhead for doctors and clinical teams, empowering them to better focus on delivering care.
virtual medical scribe services
Platform Integration

Seamless Platform Integration

Our technical experts facilitate straightforward integration with your existing tools and systems, enabling consistent patient interactions. Leveraging API connections and single sign-on access, we implement robust data synchronizations across platforms for continuity of care, reduced repetition, and enhanced collaboration between office locations.
Data Protection

Bolstered Data Protection and Compliance

With regular HIPAA education, evolving training as regulations shift, and extensive auditing control procedures, we proactively safeguard protected health information. Our airtight protocols enable secure patient communication and information access provisioning across care teams to drive coordinated treatment.
Support and Value

Scalable Support and Value

Our specialized virtual team empowers you to scale up efficiently or down in alignment with changing business demands, peak periods, or growth – without expanding physical overhead and management costs. Our remote workforce also provides immense value, granting instant access to our extensive pool of healthcare talent with patient service expertise for a fraction of the expense of hiring additional full-time staff.

Tailored Solutions for Each Specialty

We take a consultative approach to understanding pain points for specific practice specialties, designing customized packages to address the unique needs of clinics across primary care, urgent care, oncology, women’s health, pediatrics, surgery, mental health, and more. Our versatility enables us to curate targeted solutions spanning reception, intake, care coordination, prescription assistance, revenue cycle management, and beyond.
Services From Our Virtual Care

Comprehensive Services From Our Virtual Care Team

Our extensively trained and qualified remote staff serves as an extension of your practice, providing complete front-office management and enhancing your capabilities.
  • Multichannel Patient Interactions
  • Proactive Appointment Management
  • Care Coordination and Referral Management
  • Swift Prescription Handling
  • End-to-End Revenue Cycle Operations
  • Expansive Clinical & Administrative Support
  • Specialty-Specific Expertise
Professionally handling high volumes of inbound/outbound calls with short wait times, compassionate intake conversations and data capture, responses across email, live chats, patient portals, and text-based platforms.
Intelligent scheduling optimization based on availability, wait times, doctor preferences, procedure durations, and patient history to maximize access.
Seamlessly directing patients to proper resources across the care continuum, integrating with EMR and health information exchanges to enable transparency on open referrals and treatment plans.
Expediting and tracking medication refill requests, pharmacy call-ins, prior authorizations, affordable generic options, mail-order setups, and at-home delivery options.
Fielding patient questions, clarifying bills, coding services, submitting clean claims, tracking payments, stratifying outstanding accounts receivable by payer, automating personalized collection messaging, and posting applied credits.
Conducting remote patient monitoring, updating health records, performing insurance verifications, facilitating medical records transfers between practices, structuring data capture for analytics, generating utilization reports, and monitoring inventory
For specialty clinics, offering tailored reception solutions spanning pre-procedure/pre-operative checks, post-discharge care coordination, durable medical equipment assistance, wound and infection monitoring, therapy session bookings, infusion medication scheduling, and more

We act as an omnichannel command center to set your patients and providers up for success throughout their lifecycles. Leveraging purpose-built automation and specialization, we resolve issues faster while delivering personalized, human-centered support.
All Star Talent

Discerning Attributes Of Our All-Star Talent

We hand-pick receptive, dedicated team members who demonstrate the ability to excel in complex healthcare environments.
healthcare virtual assistant
Healthcare Experience

Immersive Healthcare Experience

In-depth familiarity interacting across medical practices, professionals, care settings, and patient demographics, with many on staff possessing clinical credentials spanning nursing, health administration, and more.

Superb Multichannel Communication

Compassionate, friendly demeanor with polished email etiquette, telephone manners, bedside rapport, precision documentation abilities, and impactful in-person presentation aptitude.
A virtual assistant is discussing with two clients through laptop
Time Management

Expert Time Management

Flawlessly juggle high call volumes while reducing hold times, capture thorough intake notes across multiple systems with perfect accuracy, rapidly research responses, and consistently meet urgent requests.
Technical Learning

Technical Curiosity and Agility

Avidly learn new platforms quickly by focusing on transferable universal principles, adeptly navigate multiple complex systems concurrently through strong organizational skills, and provide recommendations on optimization.
virtual assistant medical
Problem Solving

Analytical and Strategic Problem-Solving

Address unexpected scenarios that arise with sensitivity and nuance, apply logic to identify root causes, and recommend systemic solutions rather than superficial quick fixes to prevent recurrences.
Privacy and Security

Unwavering Privacy and Security Standards

Complete rigorous baseline HIPAA certification with regular refreshers on evolving regulations, receive ongoing security awareness education, submit to periodic knowledge checks, and undergo extensive vetting before client data system access provisioning.

We also ensure our team reflects the vibrant diversity of patients and communities served through extensive inclusion initiatives – enriching perspectives and enhancing relatability and trust. Our selective, multi-dimensional sourcing approach allows us to assemble a true dream team positioned to excel.
Setup Process

Seamless Setup Process

Integrating our virtual medical receptionists into your workflow is simple. You’re right, my apologies.
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Seamless Step-By-Step Implementation Blueprint

1. Conduct In-Depth Practice Evaluation

Integrating our virtual medical receptionists into your workflows is straightforward with our turnkey onboarding process. We initially conducted an in-depth practice evaluation to understand call volumes, peak periods, specialty services offered, patient demographics, and existing software platforms.

2. Map Optimal Workflows and Touchpoints

Next, we collaboratively map recommended workflows and touchpoints across the patient journey. This entails outlining intake protocols to gather necessary information efficiently, constructing dynamic scheduling rules factoring in doctor availability and average visit duration, specifying essential reporting needs for operational analytics, defining system access permissions to balance transparency and security, and identifying any opportunities to simplify outdated legacy processes.

3. Engineer and Test Resource Provisioning

The resource provisioning phase involves engineering the technological infrastructure to enable our remote staff. We configure contact center phone routing to seamlessly extend your office numbers to our team’s system, perform extensive testing across software access and functionality, thoughtfully pair specialty-skilled personnel to the needs of your practice, and validate the accuracy of receptionist dashboards and activity notifications.

4. Get Stakeholder Buy-In to Drive Adoption

With the reception operations solution customized to your environment, obtaining stakeholder buy-in is imperative to drive adoption. We offer interactive virtual training workshops for your staff to provide overview knowledge on enhanced protocols and workflows. Additionally, we supply easily digestible talking points and email templates to simplify employee communications on the upcoming reception service transition.

5. Ongoing Performance Reviews and Innovation

Ongoing innovation and optimization is where we truly excel as a long-term partner, not just an outsourced vendor. We maintain quarterly business reviews to link our technology roadmap investments directly to your growth initiatives, discuss creative ways to streamline operations further, showcase our latest differentiating service offerings, and strengthen executive relationships.

6. Ensure Effective Knowledge Transfer for Turnover

While reBest-in-Class Virtual Medical Receptionistsception team changes are infrequent, given very high satisfaction levels within our people-first culture, ensuring practical knowledge transfer protocols are in place is key. Comprehensive documentation libraries detail specialty-specific needs and intricacies so temporary coverage is seamless if the primary point of contact is ill or unavailable.
tTeam Connection

Connect with Our Exceptional Virtual Team

To experience the difference our specialized expertise makes, contact us today! Our virtual medical receptionists ease your administrative load so you can return to patient care.

Frequently Asked Questions

Here are 5 sample FAQs for a virtual medical receptionist service page:
We use secure VoIP technology to seamlessly route your office phone calls to our remote reception team. Everything is managed behind the scenes, so to your patients, it is no different than your existing system. Our team is an integrated extension of your office staff.
Our team has supported healthcare clients across diverse specialties, including family medicine, pediatrics, surgery, mental health services, rehabilitation centers, dental clinics, chiropractic offices, and many more. We train our staff thoroughly on each specialty’s unique terminology, processes, insurance nuances, and patient communication needs.
Securing patient data is our top priority. Our receptionists complete mandatory HIPAA training, and we have strict technical controls per HITRUST standards. We sign Business Associate Agreements and only access patient data that is required to fulfill our reception duties. Ongoing audits ensure continuous compliance.
Our key features include omnichannel patient engagement (phone, email, portal, self-schedule), triaging based on acuity levels, virtual front desk logistics, referral coordination, revenue cycle management assistance (billing/claims), synchronized medical records access, proactive care reminders, patient satisfaction surveying, and operational analytics.
Even though issues with our secure cloud infrastructure are sporadic, our support team is available 24/7 by phone and email to troubleshoot reception console problems. We provide status dashboards as well for full transparency on potential service interruptions in real-time, too.
virtual health assistant

About Us was founded to provide reliable, efficient, and cost-effective support for healthcare professionals, whether they be for optometrists, veterinarians, dentists, or others. Our assistants are highly trained professionals with experience in the healthcare industry and vetted with the success of your practice in mind. With us, the process of hiring new staff for your practice has never been more simple and more straightforward. Our goal is to provide the best assistance possible and at the best price without sacrificing quality, and our clients can attest to our success. Once you hire a assistant, you will be glad to work with us for years to come

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245 Park Ave.
39th Floor
New York, NY 10167
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