If you are a Chiropractor, Acupuncturist, Massage Therapist, Physical Therapist, Naturopath, Psychologist/Therapist or other holistic provider our virtual office assistance can help you provide a more professional and caring experience for your patients.
Phone Answering and Appointment Scheduling
We can answer all your phone calls and use your calendar or scheduling program to schedule, confirm, and/or reschedule new and existing patients. Importantly, your team will interact with your patients on a personal level that is keeping in tune with your own holistic caring and approach.
Based on your criteria, we’ll take basic information on new patients and schedule the appropriate amount of time. If your practice includes talking with new clients prior to the appointment, we can schedule the visit and send out any paperwork that is normally given to your new clients such as intake forms, office policies, and no-show fee policies. We can even convert many of these forms into form-fillable documents which they can complete online.
If your patient calls to reschedule an appointment, we can remind them of your no-show policy so there are no surprises. We’ll also call them as a reminder the day before their appointment in an effort to minimize no-shows.
If you are available to see patients after-hours or in the case of an emergency, we’ll arrange for those calls to be forwarded directly to the desired contact number.
Your Virtual Consultant will help you manage your To-Do Lists. This will prevent missed deadlines and missed opportunities. It will help you to relax knowing that someone is helping you get your tasks done on schedule.
Assistance with Billing
We can be the friendly voice that reminds your patients of a past-due bill, rather than you making the call. That degree of separation might just be what your holistic practice needs.
If you sell nutritional supplements, we can help maintain your inventory levels and re-order stock when needed.
Let us do your back-office tasks and help you meet the needs of your patients!
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My systems are sufficient; I rarely miss a call or an opportunity.
My customer service is fine. I get lots of repeat business and a steady stream of referrals.
I’m very organized. I have systems in place to remind me in advance of impending deadlines and I rarely miss them.
I have no billing issues. All work is paid COD and/or I have a solid system to track delinquent accounts.
I have a marketing plan that I follow to the letter. Every lead is followed up on a specific schedule which I closely adhere to.
I adhere to my calendar religiously. I block off time for strategic planning and no one is permitted to disturb me during these times.
My business size is fine. It’s exactly where I want it to be to attract the most profitable customers.
Routine paperwork is not a problem. I have systems in place to handle it, and I actually enjoy paperwork.
It’s been said that a business should SUPPORT your lifestyle, not BECOME your lifestyle. Where do you fit?
All of my processes are well documented and readily available so that anyone who needs to take action in my absence can do so. In other words, my business is close to being “franchise-ready.”
I either have no workers or scheduling issues, or I have a system in place whereby my workers know exactly where they should be and what I expect.
I’ve avoided hiring support staff for fear of not being able to afford them, yet I never seem to grow. It’s been a couple of years and I just keep spinning my wheels and getting nowhere – and I’m getting frustrated.
I’m sure I could benefit from a virtual administrative assistant who could perform their responsibilities professionally, timely, and according to my company’s standards. The idea of having someone who could ‘watch my back’ is very appealing.