Virtual Assistants for Medical Practices
Your front desk cannot answer the phone and the patient in front of them at the same time.
We staff the calls, the coverage checks and the paperwork queue with people trained on how a practice actually runs, and we automate the first ring and the routine booking so nobody is paid to take them. Our team picks up everything that needs a judgment call.
Sound familiar?
The friction we hear most.
The phone wins, the waiting room loses
Every ring pulls someone away from a patient who is standing right there. Neither conversation gets the attention it deserves, and both people notice.
Voicemail is where appointments go to die
Callers who reach a recording at 8:40am do not leave a message. They call the practice down the road, and you never learn the booking existed.
Coverage gets checked after the visit, not before
Eligibility surprises surface as denied claims weeks later, when the patient has gone home and the balance has become an awkward phone call.
Your best clinical staff are doing clerical work
People you hired for patient care spend afternoons chasing authorizations and retyping intake forms, and they are the first to burn out because of it.
Who joins your team
Roles we staff.
Patient Access Coordinator
Answers, schedules, reschedules and triages by urgency using your protocols, so the right patient gets the right slot instead of the next open one.
Eligibility & Authorization Specialist
Confirms benefits and secures prior authorizations before the appointment, and flags the ones that will not clear in time so you can move them.
Clinical Support Assistant
Handles referral coordination, records requests, results follow-up and the message queue that fills faster than any provider can empty it.
Patient Billing Advocate
Takes the balance conversations, explains what a statement actually means and arranges payment plans your staff never have time to set up.
Day to day
What they handle, every day.
- Answer and triage inbound patient calls by clinical urgency
- Book, confirm, reschedule and backfill canceled appointment slots
- Verify insurance eligibility and benefits ahead of each visit
- Obtain and track prior authorizations before the date of service
- Work the recall list for patients overdue for follow-up care
- Process incoming and outgoing referrals end to end
- Handle medical records requests and release-of-information paperwork
- Clear the patient message queue and route clinical questions
- Confirm appointments and chase down likely no-shows
- Post payments, explain balances and set up payment arrangements
- Log the day and hand off open items to your morning staff
The handoff
Where automation stops. Where the team starts.
Automation is genuinely faster at the first, predictable touch — that part is not in question, and we build that side too: managed AI agents and custom automation sitting on the systems you already run. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand. Both halves come from us, on one account.
A patient calls at 6am to cancel
Where AI stops
An automated line can confirm the cancellation and release the slot before the caller has finished the sentence. It cannot tell that this is the third reschedule in a row from a patient who is quietly about to stop calling back at all.
What our team does
Works the waitlist to fill the freed slot and calls the patient who has canceled twice before, to find out what is actually in the way.
A caller mentions chest pain while trying to book a routine visit
Where AI stops
A booking system can hear "I need an appointment" and offer the next open slot without hesitation. It cannot hear that what follows the request is a symptom that should not wait until Thursday.
What our team does
Stops the booking flow, applies the practice's triage protocol inside the same call, and gets the patient to the right level of care today.
Someone asks about a bill they do not understand
Where AI stops
An automated system can pull the balance and the statement date and read them back accurately without delay. It cannot judge whether the frustration on the line is really about the number, or decide what plan the patient will actually keep to.
What our team does
Explains what the charge is for, hears the frustration out, and negotiates a payment plan built around what the patient can realistically pay.
A benefits check comes back ambiguous
Where AI stops
A system can flag a coverage mismatch the moment it appears instead of letting it pass unnoticed. It cannot get a payer on the phone and turn an ambiguous answer into one that survives a claim review.
What our team does
Calls the payer, sits through the hold, and gets a reference number in writing before the visit happens.
Built for this work
AI we build for Medical practices.
Not an off-the-shelf chatbot. These are systems we build around how this work actually runs, on the software you already use — each one with a trained person behind it for the moment it needs judgment.
Insurance verification agent
Calls or queries the payer ahead of the visit and writes coverage, deductible status and prior-authorization requirements into the chart before the patient arrives.
Balance resolution agent
Contacts patients about outstanding balances, takes payment or sets up a plan, and routes anything that turns into a dispute to a trained person immediately.
Prior-authorization agent
Files authorizations, tracks each one's status with the payer, and chases the ones that stall before the appointment date arrives.
Outcomes
What changes.
Calls to voicemail
Phone coverage
To full handover
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 Medical practices — the staffing saving on its own, before the routine share of the work gets automated and stops being paid for at all.
What this could save you on Medical practices
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$61,308/yr
GH cost, all-in
$20,800/yr
Annual saving
$40,508
66.1% 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. Every number above is either something you entered or something listed here: nothing is hidden, and nothing is rounded in our favor. It is disclosed in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% (FICA 7.65%, plus federal and state unemployment) |
| Benefits load | 25% — insurance, retirement and supplemental pay only, since tax and leave are costed separately |
| Paid leave | 20 days (roughly 12 vacation days plus 8 public holidays) |
| Workstation and software | $1,500 |
| Cost per hire | $1,300 (SHRM 2026 median for nonexecutive roles) |
| US voluntary turnover | 18% a year (published US range is 13%-18% — we use the top of it) |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
| Self-managed seat | $450 a month salary at cost, plus $70 a week for the desk, plus a $695 recruitment fee over 2 years |
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
- Business associate agreement signed before any system access
- Named-individual access with per-record audit trails
- Secure, monitored workstations with no removable media
Related services
Common questions
Before you ask.
Will patients be able to tell the team is remote?
They will know they reached your practice, because that is how the team answers and those are the protocols they follow. Callers regularly assume they are speaking to someone in the building, which is the point — the team learns your practice specifically rather than working from a generic script.
How do you handle protected health information?
HIPAA-aligned from the first day: named individuals with named access, secure workstations, audit trails on every record touched, and staff trained on protected information before they take a single call. We sign a business associate agreement before any access is granted.
We already use automated scheduling that answers and books routine calls. What does your team actually add?
Automated scheduling is genuinely good at what it does — answering fast, booking the routine visit, sending the reminder. What it cannot do is recognize the call that is not routine: the patient describing a symptom instead of requesting a slot, the caller who has been bounced three times and is done being patient, the balance dispute that needs a human decision. Our team is trained on the tools already running your front line and picks up exactly where they stop, so nothing that needs judgment gets treated like a scheduling request. Where a practice has no automated scheduling, we build that layer too, with the handover to a person designed in rather than bolted on.
Can the team work inside our existing systems?
Yes. We work in whatever scheduling, records and billing systems you already run, using credentials you issue and permissions you control. We do not ask you to migrate anything, and we do not install software on your side.
What size practice does this make sense for?
Solo practices through to multi-site groups. A single provider usually starts with one person covering phones and eligibility; larger groups run a small dedicated team split across access, authorizations and billing. The model scales by adding people to a team that already knows you, not by starting over.
How quickly can coverage start?
Two weeks is typical. The first week maps your protocols, systems and escalation rules and trains the team on them. The second runs live coverage supervised alongside your staff before full handover, so nothing is learned on a real patient without a safety net.
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