01
Inbound intake calls.
New-patient calls answered with your intake script. Demographics, reason for visit, preferred clinician, and insurance captured in one call.
Patient intake coordination
Patient intake that turns inquiries into first visits.
Managed intake coordinators handling new-patient paperwork, consent management, clinician matching, and insurance verification before the first appointment. Patients walk in prepared; your clinical team starts on time.
Recognized by Clutch
Top 2025 awards for Customer Support, Virtual Assistants, and E-commerce Call Centers
Why HelpSquad for patient intake
Intake is where new patients fall off. We catch them.
Four reasons intake coordination is the highest-leverage function to outsource first.
01
Inquiries answered in minutes.
Prospects calling or emailing don't go to voicemail. A human answers, collects the intake data, and books the first visit while their intent is warm.
02
Paperwork filled before the visit.
Electronic intake forms sent, completed, and back into your EHR before the patient arrives. No clipboard-in-the-lobby friction.
03
Matched to the right clinician.
Specialty groups need clinician matching by condition, insurance, or language. Intake coordinators run your matching rules consistently.
04
Insurance verified before day one.
Eligibility, benefits, copay, and deductible confirmed before the patient arrives. No billing surprises on visit day.
How we show up
Six lanes of patient intake.
Start with one lane; we expand as the engagement earns its keep.
02
Electronic intake form management.
Intake packet sent via SMS / email link. Completion tracked, patient reminded if forms are incomplete 24h before visit.
03
Insurance verification.
Eligibility, benefits, network status, deductibles, and copays confirmed in your verification tool and documented in the EHR.
04
Clinician matching.
Condition, specialty interest, insurance network, language preferences - matched to the right clinician per your group's rules.
05
Consent & release forms.
HIPAA consent, ROI forms, practice policies acknowledged and filed. Audit-ready trail.
06
Referral intake.
External physician referrals captured end-to-end - clinical documentation collected, insurance confirmed, first visit scheduled.
10-Year HelpSquad Client
HelpSquad feels like part of our practice - not an outsourced team.
Dr. Maria Rhode, DMD
Owner · Imagine Advanced Dental Arts
Lawrenceville, NJ
Client since 2016
Lawrenceville, NJ
Client since 2016
Tools we work in
Trained on your intake stack.
We meet you in the tools you already use. Custom tool training built into onboarding.
EpicAthenaeClinicalWorksNextGenTebraDrChronoSimplePracticeTherapyNotesValantWellSkyJotformNexHealthPhreesiaDocuSign+ custom tools
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees. No surprise minimums. No bait-and-switch. You only pay for hours worked.
$8-$12/hour.
That's it. That's the whole range.
That's it. That's the whole range.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office
$ 8-10
per hour · billing, claims, data entry
- Insurance verification
- Medical billing & AR
- Claims processing & appeals
- Pre-qualified candidates
- HIPAA BAA included
Most popular
Patient Facing
$ 11-12
per hour · scheduling, calls, intake
- Front desk & scheduling
- Clinical / specialty experience
- Candidate interviews included
- EHR-specific recruiting
- Virtual desktop + BAA
Managed Team
Custom
team lead + multiple VAs + QA
- Full managed service
- Workforce management & QA
- Monthly analytics reporting
- Ideal for 3+ seats or 24/7
- US-based operations lead
Ready to get started?
First impressions that convert. Without another front-desk hire.
Intake coordination is the highest-leverage use of a managed VA team. Book a consultation and we'll scope intake capacity for your new-patient volume and specialty.
In their words
What clients say about working with us.
H.E.R. Accessories
Having a real person is what we were looking for. HelpSquad has provided a good business model and support over the past 3 years.
Mason Bottle
The price is excellent for the quality of the service. Agents and coaches learn quickly and give customers an authentic experience with our brand.
VELLO
Within the first 3 months we expanded our hours of active guest communication by about 25% and delivered approximately 33% labor cost savings.
MultiSoft Corporation
They handle all of our live support 24x7x365. Awesome customer service.
Kofile Technologies
Professionals who have always proven themselves trustworthy and beneficial to our support staff.
N.J. Hair Center
It's like having someone there 24/7 to answer questions.
Simple Agency
Agents learn how to answer the top questions prospects ask, custom to YOUR business.
Spark Orthodontics
Good communication between company and customer.
Frequently asked
Answers before you ask.
Which intake tools do you work in?
Whatever your practice uses. Native EHR intake (Epic, Athena, etc.), dedicated intake platforms (Phreesia, NexHealth), form tools (Jotform, DocuSign), or paper scans. We configure the workflow at onboarding.
Can you handle specialty intake (mental health, ABA, etc.)?
Yes. Specialty intake often needs extra fields (developmental history, trauma screens, sliding-scale conversations) handled with appropriate empathy and documentation. We train coordinators per specialty.
How does insurance verification work?
Coordinator runs eligibility through your verification tool (Availity, Waystar, carrier portals), documents in EHR, flags issues 24h before visit. Most practices see faster first-visit check-ins within two weeks.
Can you do clinician matching?
Yes. We document your matching rules at onboarding - condition, specialty, insurance, language, clinician preferences - and coordinators match consistently.
How much does intake coordination cost?
$11-12/hour for patient-facing intake work. See full pricing →
How quickly can intake go live?
About two weeks. Intake is often the first role a practice outsources - the workflow is well-bounded, the ROI shows up quickly in filled first-visit slots.
Do you handle 42 CFR Part 2 (substance-use) intake?
Yes. Mental health and substance-use intakes get stricter privacy workflows documented during onboarding - consent tracking, restricted disclosure handling, audit trail.
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
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Ready to scale patient intake?
Let's build the squad your practice needs.
A 30-minute call. We'll scope the work, pre-qualify candidates, and give you a realistic go-live timeline.
877-775-3667 · info@helpsquad.com · Hatboro, PA