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A Case Study by The Hour
Virtual Assistant Support for a Healthcare Clinic - Patient Intake & Billing
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Company Overview
Smarter Admin for Modern Healthcare Providers
THE HOUR offers HIPAA-compliant virtual assistant services tailored for healthcare clinics that want to reduce admin load without compromising patient experience. Our VAs assist with scheduling, insurance verification, EMR updates, billing prep, and follow-up freeing up time for care, not paperwork.
We work with private practices, specialty clinics, and outpatient facilities across North America.
Need help streamlining your clinic operations?
The Client
Helping a Growing Clinic Provide Faster, Friendlier Patient Support
A family healthcare clinic in New Jersey was expanding its services but struggling to keep up with front desk responsibilities, billing coordination, and EMR data management. Staff burnout was affecting patient satisfaction and billing timelines.
The Challenge
The clinic faced recurring admin and billing issues:
Slow Patient Intake
Delays in confirming appointments and gathering insurance details.
Overwhelmed Front Desk
In-house team juggled walk-ins, phone calls, scheduling, and billing.
Billing Gaps
Frequent errors and delays in claim submission prep.
The Solution
THE HOUR assigned a HIPAA-trained VA with healthcare admin experience:
Patient Intake Coordination
Confirmed upcoming appointments, collected documents, and updated insurance info.
Appointment Scheduling
Handled phone/email booking and reduced no-shows via timely reminders.
Billing Prep Support
Organized CPT/ICD codes, entered service notes, and prepped claims for billing.
EMR Updates
Logged patient data, uploaded scans, and synced post-visit updates within 24 hours.
Insurance Verification
Checked eligibility and copay details before patient visits.
Follow-Up Management
Tracked post-visit calls, test results, and balance reminders.
The Verdict
Here’s what changed after working with us more time saved, less cost, and a stronger team.
