01
Tell us the work.
A 30-minute discovery call. We listen for what is overloading your team - front desk calls, prior auth, billing backlog, recall campaigns - and map the scope of the role you want to offload. No generic intake form.
How it works
Build your virtual medical team in about two weeks.
Four steps from discovery call to go-live. Pre-qualified candidates, HIPAA onboarding, documented workflows, and a US-based account manager. No staffing marketplace, no freelance gamble.
Four steps
How a HelpSquad engagement actually starts.
A HelpSquad Virtual Medical Assistant is embedded in your practice, not outsourced to a marketplace. The difference starts on day one.
02
We pre-qualify candidates.
Every candidate clears our 85+ assessment for voice clarity, English, medical comprehension, and workflow aptitude - before they reach your interview round. We pre-qualify as many candidates as your project requires, so you always have real choice, not the first person available.
03
HIPAA onboarding + your SOPs.
BAA signed at the company level. HIPAA training completed, secure virtual desktop provisioned, access to your EHR scoped. We document your SOPs, escalation rules, and QA scorecard so the handoff is not a guessing game.
04
Go live in about two weeks.
Your VA starts inside your workflow on the schedule you chose. A US-based account manager runs weekly QA, monthly performance reviews, and a real escalation path if anything is off. Replace at zero cost if the fit is wrong.
Support areas
Everything a Virtual Medical Assistant can support.
Front office, back office, and the glue between them. Most engagements start with one lane and expand as the VA earns more scope. Mix and match - you are not paying for anything you do not use.
01
Front desk & scheduling.
Inbound calls, new-patient scheduling, rescheduling, waitlist management, and same-day add-ons - all inside your EHR, with your own protocols.
02
Live medical scribing & charting.
Real-time or asynchronous documentation during visits. Specialty-specific templates, cleaner notes, faster chart closure, better downstream billing.
03
Medical transcription & chart management.
Dictation-to-chart transcription, physician-order tracking to signature, and chart cleanup so your EHR stays audit-ready.
04
Patient calls & communication.
24/7 phone, SMS, and chat coverage. Empathetic patient-facing conversations, multilingual where you need it, with documented escalation rules.
05
Insurance verification.
Eligibility confirmed 24-48 hours ahead of every visit. Deductibles, copays, and network status captured before the patient walks in.
06
Prior authorizations.
Payor-specific prior-auth workflows, clinical documentation chased, status tracked across portals. Fewer bumped procedures, cleaner case starts.
07
Medical billing & coding.
Specialty-specific CPT, HCPCS, ICD-10, CDT, and UB-04 coding. Clean charge entry from your EHR into your billing system, modifier accuracy built in.
08
Claims submission & scrubbing.
Claims scrubbed for eligibility, modifier, and payer rules before submission. Higher first-pass clean-claim rate, fewer rejections, faster cash.
09
Denials, appeals & aged AR.
Root-cause analysis on every denial, payor-specific appeal templates, documentation chased from clinicians, and sustained aged-AR work. 87% first-appeal success.
10
Referral & transfer coordination.
Inbound physician referrals, inter-facility transfers, and specialty consult requests tracked from first contact through scheduled visit. Warm handoffs that stay warm.
11
Recall, reactivation & outreach.
Recall campaigns, lapsed-patient reactivation, annual-wellness outreach, and payer-contract campaigns. SMS, email, and voice - all TCPA-compliant.
12
Telehealth coordination.
Platform onboarding, patient tech support, waiting-room management, and session-link distribution. Your clinicians focus on the visit, not the connection.
13
Patient financial services.
Statement management, patient-responsibility calls, payment plans, and financial-assistance screening - handled with empathy and documented outcomes.
14
Treatment coordinator support.
Post-consult follow-ups, financial-discussion scripting, and financing coordination (CareCredit, Sunbit, OrthoFi). Higher case acceptance, faster production.
15
Marketing & reputation.
Google Business Profile management, review requests and responses, social media posting, and local SEO support - tied back to patient acquisition.
16
Back-office admin.
Data entry, EHR updates, SOP maintenance, credentialing support, provider onboarding admin, and anything else your in-house team keeps deferring.
17
After-hours coverage.
Overnight call handling, emergency triage per your protocol, weekend overflow, and on-call message routing. Nothing drops to voicemail that should not.
18
Custom workflows.
Something specific your practice needs that is not in a generic playbook? Document it with us on onboarding. We build the SOP, train the VA, and own the work.
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
Task checklist
Common tasks a Virtual Medical Assistant handles.
Thirteen categories. Mix and match. Start with whatever is blocking your team most today.
Scheduling & access
- New-patient scheduling
- Rescheduling & cancellations
- Waitlist management
- Appointment reminders (SMS / call / email)
Insurance & authorization
- Eligibility verification
- Prior authorizations
- Payor-specific workflows
- Denial identification at verification
Clinical documentation
- Live scribing during visits
- Async charting from audio
- Physician-order tracking
- Chart cleanup & completeness
Billing & claims
- CPT / HCPCS / CDT coding
- Claims submission
- EOB posting
- Denial appeals (87% first-pass success)
Patient communication
- Inbound calls & messages
- Lab-result routing
- Treatment plan follow-ups
- Multilingual support
Outreach & recall
- Recall campaigns
- Lapsed-patient reactivation
- Annual wellness outreach
- Payer-contract campaigns
Referral management
- Inbound referral intake
- Clinical document collection
- Referring-physician follow-up
- Internal cross-specialty referrals
Telehealth coordination
- Platform onboarding
- Patient tech support
- Waiting-room management
- Session-link distribution
Patient financial services
- Statement generation
- Patient-responsibility calls
- Payment plans
- Financial-assistance screening
Marketing & reputation
- Google review responses
- Local SEO support
- Social media posting
- Google Business Profile management
Back-office admin
- Data entry & EHR updates
- Documentation & SOPs
- Credentialing support
- Provider onboarding admin
After-hours coverage
- Overnight call handling
- Emergency triage
- Weekend overflow
- Message routing to on-call
Specialty workflows
- Dental treatment coordinator
- Ortho TC follow-up
- Surgical pre-op / post-op
- Mental-health intake & crisis protocols
Workflow example
A visit, end to end, with a Virtual Medical Assistant.
How a single patient encounter runs when a HelpSquad VA is embedded in the workflow. Swap in your EHR, specialty, and SOPs - the shape of the workflow holds.
- 1
Pre-visit prep.
VA confirms the appointment, verifies insurance 24-48 hours ahead, collects intake paperwork, and flags anything the clinician needs to see first.
- 2
Patient arrival / tele-check-in.
VA checks the patient in (in-person instructions or telehealth link), handles any last-minute insurance or paperwork questions.
- 3
Clinician joins the visit.
Clinician sees a clean, ready chart with verified insurance and completed intake. VA may be on the line as a live scribe or standing by to document asynchronously.
- 4
Visit documentation.
Live scribing during the encounter - or async documentation immediately after - using specialty-specific templates. Clinician reviews and signs; nothing ships to billing until it is signed.
- 5
Orders, referrals, follow-up.
VA routes orders to the lab, sends referrals to specialists, and books the follow-up before the patient leaves the visit. Patient communication ships within the hour.
- 6
Claims and recall.
Clean, signed chart flows to the billing team - in-house or HelpSquad, depending on scope. Recall is scheduled based on your protocol. The patient is not a loose end.
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
Frequently asked
Answers before you ask.
How fast can we go live?
About two weeks end-to-end: discovery → role design → 85+ pre-qualification → your interview round → HIPAA onboarding → go live. Urgent coverage gaps can turn in under a week.
Are your VAs HIPAA-compliant?
Yes. BAA signed at the company level (not with an individual offshore agent), secure virtual desktop for every EHR session, encrypted channels, no copy / paste / download of PHI, and continuous training. Real legal accountability.
Which EHRs do you support?
Epic, Cerner, Athena, eClinicalWorks, NextGen, Allscripts, ModMed, DrChrono, Tebra, SimplePractice, TherapyNotes, Dentrix, Eaglesoft, Open Dental, WellSky, AlayaCare, MatrixCare, Meditech, CPSI, and others. Custom EHR training built into onboarding.
How much does a Virtual Medical Assistant cost?
$11-12/hour for patient-facing roles (scheduling, intake, communication) and $8-10/hour for back-office work (billing, verification, claims). No setup fees, no replacement costs. See full pricing →
What if the first VA is not a good fit?
We replace at zero cost. Part of our management model. If the match is off, we rebuild the role description with you and source again.
Do I manage the VA, or do you?
You pick the level of management. Staff augmentation: you manage day-to-day, we handle HR, hiring, payroll, continuity. Fully managed: we run training, QA, and daily operations - you offload the management burden. More on our engagement models →
Can I start with one VA and scale up?
Yes. Most engagements start with one VA in the highest-friction role (often insurance verification or front-desk overflow) and expand over the first quarter as trust grows.
Where are your VAs based?
Patient-facing VAs are primarily staffed from the Philippines (neutral accent, empathetic culture, strong English). Back-office VAs work across the Philippines and India. Account leadership is US-based in Hatboro, PA.
Do you work with DSOs and hospital groups?
Yes. Centralised contact center, standardised insurance verification, and system-wide revenue cycle for dental service organizations, medical groups, and hospital systems. See specialties & practice types →
What happens on the 30-minute discovery call?
We listen. You describe what is overloading your team, what software you live in, and what success looks like. We map the role, share realistic timelines, and give you honest feedback if we are not a fit.
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
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Let's build the squad your practice needs.
A 30-minute call. We'll listen to the work, scope the role, and give you a realistic go-live timeline.
877-775-3667 · info@helpsquad.com · Hatboro, PA