Give each admin help with the exact work on their desk.

Answer the call and complete the request.

The voice assistant answers concurrent calls without a brittle phone tree. It can make, change, cancel, and reschedule appointments; send approved records; and answer approved administrative questions about tests, procedures, and surgery logistics. If a human administrator is needed, it creates an immediate callback with the patient's identity, request, and work already completed so the patient does not start over.

Call every new referral back immediately and book the visit.

The referral assistant reads incoming faxes and portal referrals, creates the patient work item, checks whether required information is present and the insurance is accepted, asks the referring office for missing items, calls or texts the patient immediately, retries when there is no answer, offers approved times, books the appointment in the EMR, and reports the status back to the referring office. Human staff retain clinical acceptance and prioritization.

Fill the opening before it becomes lost revenue.

The scheduling assistant sends reminders, processes appointment changes during the call, records cancellations in the EMR, identifies approved waitlist patients, contacts them in order, and books the accepted replacement. It can retry unanswered outreach and flag likely no-shows or backup-patient options for a human administrator.

Do the payer work before it blocks the appointment.

The insurance assistant checks whether the practice accepts the patient's plan, verifies administrative eligibility, requests missing demographic or coverage information, prepares the authorization packet from approved records, tracks payer status, and alerts a human administrator when a clinical statement, attestation, or judgment is required.

Keep the patient and practice aligned on every next step.

The procedure assistant schedules approved tests, office procedures, and surgeries; tracks required clearances; sends approved preparation instructions and reminders; records patient responses; and keeps the administrator and physician informed when something changes.

Prepare the billing work for a human reviewer.

The billing assistant reads approved procedure documentation, prepares suggested CPT and insurance-form work, routes it to billing staff for acceptance or correction, and tracks the handoff. Coding decisions, clinical documentation, and final submission remain with authorized people.

Send the approved document and confirm it arrived.

The records assistant identifies the requested progress note or record, verifies the approved recipient and authorization requirements, sends it through the permitted channel, confirms delivery, and assigns incomplete or ambiguous requests to a human administrator.

Choose the first assistant →