HIPAA-COMPLIANT MEDICAL VIRTUAL ASSISTANT SERVICES
Medical Virtual Assistant Services for US Healthcare Practices
Scale your practice with experienced medical virtual assistants who provide reliable support across administrative, billing, patient coordination, and clinical documentation workflows.
Medical Virtual Assistant Services Built Around Your Practice
From front-office support to billing, patient coordination, and clinical documentation, our team can help take time-consuming administrative work off your staff's plate. Services can be tailored to your practice's needs and existing workflows.
Front Office & Patient Support
Create a smoother patient experience with reliable support for scheduling, intake, insurance verification, referrals, patient communication, and other front-office workflows. Our team helps keep your practice organized while reducing the administrative workload on your staff.
Patient Scheduling & Calendar Management
KEY DELIVERABLES:
- Appointment booking, rescheduling, and cancellation management
- Provider calendar coordination and schedule optimization
- Appointment reminders and follow-up communication
- No-show and cancellation follow-up
New Patient Intake & Registration
KEY DELIVERABLES:
- Collection and verification of patient demographic information
- New patient registration and intake documentation
- Insurance and contact information verification
- Preparation of complete patient records before visits
Inbound & Outbound Patient Support
KEY DELIVERABLES:
- Professional handling of incoming patient calls and inquiries
- Appointment scheduling and patient follow-up
- Outbound reminders, confirmations, and communication
- Routing clinical questions to the appropriate practice staff
Insurance Verification
KEY DELIVERABLES:
- Pre-appointment eligibility and benefits verification
- Verification of coverage, copays, deductibles, and plan details
- Documentation of insurance information in the appropriate system
- Identification of coverage issues before scheduled visits
Referral Management
KEY DELIVERABLES:
- Referral intake, verification, and tracking
- Coordination with referring offices and specialists
- Follow-up on pending or incomplete referrals
- Documentation and status updates within practice systems
Medication Refill Coordination
KEY DELIVERABLES:
- Processing of incoming refill requests
- Review of refill information according to practice procedures
- Coordination with pharmacies and patients
- No-show and cancellation follow-up
Billing & Revenue Cycle Support
Our team provides reliable support across billing and revenue cycle workflows, helping your practice reduce administrative backlogs, improve claim follow-up, and keep payments moving efficiently.
Medical Billing & Payment Posting
KEY DELIVERABLES:
- Daily posting of ERA/EOB and insurance payments
- Entry of contractual adjustments and deductibles
- Identification and follow-up of payment discrepancies
- Generation and mailing of clear patient statements
Claims & Collections Submission
KEY DELIVERABLES:
- Daily electronic claim submission
- Clearinghouse rejection review and correction
- Primary and secondary claim submission support
- Tracking outstanding claims and follow-up requirements
Appeals & Denials Management
KEY DELIVERABLES:
- Review of denied and rejected claims
- Identification of denial causes and recurring issues
- Preparation of supporting documentation for appeals
- Follow-up on appeals and claim resubmissions
Prior Authorization Management
KEY DELIVERABLES:
- End-to-end prior authorization request preparation
- Documentation and specialty drug authorization support
- Direct coordination with ordering providers
- Real-time status tracking and follow-up on approvals or delays
Payment Posting & Reconciliation
KEY DELIVERABLES:
- Daily posting of ERA/EOB and insurance payments
- Reconciliation of payments, contractual adjustments, and variances
- Identification and resolution of posting discrepancies
- Accurate transfer of remaining balances to patient responsibility
Billing Inquiries & Patient Support
KEY DELIVERABLES:
- Professional handling of inbound patient billing questions
- Preliminary insurance coverage and benefit inquiries
- Assistance with patient statements and account questions
- Direct assistance with claim status and account balance inquiries
Clinical Administration Support
Support your practice with reliable assistance across clinical and administrative workflows. Our team helps manage credentialing, medical coding, clinical documentation, and lab and diagnostic orders—keeping information organized, accurate, and ready for provider review.
Administrative Credentialing
KEY DELIVERABLES:
- Initial payer enrollment and commercial insurance paneling applications
- Quarterly CAQH re-attestation and profile updates
- Systematic tracking of license, DEA, NPI, and malpractice insurance documentation
- Follow-up on enrollment and credentialing requirements
Medical Coding (ICD-10, CPT, HCPCS)
KEY DELIVERABLES:
- Complete chart auditing and accurate code assignment
- ICD-10, CPT, and HCPCS coding support
- Modifier and documentation review
- Identification of potential coding errors that may affect reimbursement
Virtual Medical Scribing (Live & Recorded)
KEY DELIVERABLES:
- Real-time or recorded visit transcription support
- SOAP note preparation and clinical documentation
- Pre-charting and history review
- Timely completion of documentation for provider review
Lab & Diagnostic Order Management
KEY DELIVERABLES:
- Accurate drafting and submission of lab requisitions and diagnostic orders
- Tracking outstanding orders and pending results
- Follow-up on missing or delayed results
- Uploading and attaching incoming reports to patient charts for provider review
More Than Support. A Reliable Extension of Your Team.
01 — We Learn Your Workflow
We take time to understand your practice, systems, and day-to-day processes so our support fits the way your team already works.
02 — We Adapt to Your Practice
Our team works within your existing workflows and systems, helping reduce administrative work without disrupting how your practice operates.
03 — We Support Your Team
We handle time-consuming administrative tasks so your clinical staff can spend more time focused on patients and the work that matters most.
Ready to Streamline Your Practice?
Partner with Aideway’s HIPAA-compliant virtual assistants to reduce admin burdens, eliminate billing backlogs, and focus on patient care.
