Virtual Assistants for Chiropractic Clinics
Most patients stop coming back after visit three, right when the plan of care needs them most.
We staff the visit-authorization tracking, the recurring schedule and the patient re-engagement calls with people trained on how a chiropractic or physical therapy clinic runs. A reminder can fire the moment a visit is due; our team is who notices when a patient has quietly stopped coming and calls.
Sound familiar?
The friction we hear most.
The authorized visit count runs out before the plan of care does
An insurer approves a fixed number of visits, and the plan of care often needs more. When the count runs out mid-treatment, the patient either pays out of pocket or the plan simply stops.
Visit three is where patients disappear
The early pain is gone, the improvement feels good enough, and the recurring schedule quietly loses a patient who never formally canceled anything.
A recurring schedule falls apart the moment one visit moves
A plan built on two or three visits a week depends on every slot holding. One reschedule and the rest of that patient's week needs rebuilding by hand.
A personal injury case means a lien, an attorney and a claim that will not resolve for a year
Personal injury billing runs on a different clock than ordinary insurance, with liens, attorney correspondence and payment that arrives long after the treatment ends.
Who joins your team
Roles we staff.
Patient Scheduling Coordinator
Rebuilds the recurring visit schedule whenever one appointment in the series moves, and fits walk-in requests around it.
Authorization & Utilization Coordinator
Tracks authorized visit counts against the plan of care and files re-authorization requests before the approval expires.
Patient Retention Coordinator
Calls patients who drop off after visit three and works through what is actually keeping them from rebooking.
Personal Injury & Lien Billing Coordinator
Manages personal injury case files, attorney liens and the delayed claim payments that come with them.
Day to day
What they handle, every day.
- Track authorized visit counts against the plan of care and flag them before they run out
- Rebuild the recurring visit schedule when one appointment in the series moves
- Call patients who drop off after visit three and get them rebooked
- Manage personal injury case files, attorney liens and delayed claim payments
- Fit walk-in adjustment requests into an already full recurring-visit schedule
- Submit re-authorization documentation before the current visit approval expires
- Coordinate care handoffs between the chiropractor and a referred physical therapist
- Process new patient intake and orthopaedic history forms before the first visit
- Field new patient calls asking whether their plan covers chiropractic or physical therapy visits
- Answer billing questions about visit copays and remaining plan-of-care sessions
The handoff
Where AI stops. Where we start.
Automation is genuinely faster at the first, predictable touch — that part is not in question. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand.
A patient does not rebook after their third visit
Where AI stops
A reminder can fire on schedule every time, whether or not the patient ever intends to come back. It cannot notice that the patient has gone quiet and needs a call, not another automated nudge.
What our team does
Calls and works through why, whether it is cost, time, or feeling better too soon, and rebooks.
A visit gets rescheduled inside a recurring plan
Where AI stops
A system can shift the rest of that week's series automatically and confirm the new times without a scheduling conflict. It cannot check that none of those new times collides with a re-authorization deadline that is about to expire.
What our team does
Checks nothing collides with a re-authorization deadline before confirming.
An authorized visit count is about to run out mid-plan
Where AI stops
A system can flag the remaining visits against the treatment plan before the gap happens, with no risk of losing count. It cannot file the extension paperwork or judge how urgently it needs to move.
What our team does
Files the extension request and tells the patient before a visit gets canceled over paperwork.
A personal injury attorney's office calls for a case update
Where AI stops
A system can pull the case file and the claim status instantly, accurate to the last update. It cannot have the lien conversation an attorney's office actually needs, or judge what billing detail to share.
What our team does
Handles the lien conversation and the billing detail an attorney's office actually needs.
Outcomes
What changes.
Recurring visits lost to scheduling gaps
Scheduling coverage
Missed-visit outreach and rebook
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Chiropractic & physical therapy clinics.
What this could save you on Chiropractic & physical therapy clinics
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$58,019/yr
GH cost, all-in
$20,800/yr
Annual saving
$37,219
64.1% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. They're disclosed here in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% |
| Benefits load | 25% |
| Paid leave | 20 days |
| Workstation and software | $1,500 |
| Cost per hire | $4,000 |
| Annual turnover | 30% |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- HIPAA-aligned handling of protected health information in treatment and billing records
- Signed business associate agreement in place before system access starts
- Named-individual access to treatment and billing records, audit-logged
- Accurate handling of personal injury case and lien documentation
Related services
Common questions
Before you ask.
Will patients know they are talking to someone outside the clinic?
No. The team answers as your clinic, works from your plan-of-care structure and your scheduling pattern, and never reads from a generic script — there is nothing for a patient to notice.
How do you handle protected health information and treatment notes?
Treatment notes and plan-of-care documentation get named-individual access, secure workstations and an audit trail on every record touched, with staff trained before they take a single call. A business associate agreement is signed before any system access begins, and the personal-injury and attorney records requests this specialty sees often are logged and released only through the process your clinic approves.
Our reminder system already texts every patient before their visit. Isn't that most of retention handled already?
A reminder is reliable and it genuinely reduces no-shows for patients who were already coming back. What it cannot do is notice the patient who stopped coming after visit three and never canceled anything, because there is no missed appointment for a reminder to fire against. Our team works that list and makes the call. Personal injury liens, disputed authorizations and any clinical question go to a person by default.
Can the team work inside the practice management and billing system we already use?
Yes. We work in whatever scheduling, documentation and billing system you already run, using credentials you issue and permissions you control. Nothing needs to migrate.
Does this work for a solo chiropractor or only a multi-provider clinic?
Both. A solo practitioner usually starts with one person covering scheduling and authorization tracking; a multi-provider clinic runs a small dedicated team split across scheduling, utilization and billing. The model scales by adding people, not by starting over.
How quickly can visit scheduling coverage start?
Two weeks is typical. The first week maps your recurring-visit patterns, authorization rules and personal injury workflow and trains the team on them. The second runs live coverage supervised alongside your staff before full handover.
Also in healthcare
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us