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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.

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Faster Intake Process

75%

More Claims Submitted on Time

50%

EMR Update Compliance

90%

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