01
Inbound intake calls.
New-patient calls answered with your intake script. Demographics, reason for visit, preferred clinician, and insurance captured in one call.
Patient intake coordination
Patient intake that turns inquiries into first visits.
Intake coordinators to manage new patient paperwork, consent forms, clinician matching, and insurance verification before the first visit. Ensuring your patients walk in prepared and your clinical team can start every appointment on time.
Recognized by Clutch
Top 2026 Awards for Virtual Assistants, Medical Billing, and US BPO
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
Why HelpSquad for patient intake
Intake is where new patients fall off. We catch them.
Four reasons intake coordination is the highest-leverage function to outsource first.
01
Inquiries answered in minutes.
Prospects calling or emailing don't go to voicemail. A human answers, collects the intake data, and books the first visit while their intent is warm.
02
Paperwork filled before the visit.
Electronic intake forms sent, completed, and back into your EHR before the patient arrives. No clipboard-in-the-lobby friction.
03
Matched to the right clinician.
Specialty groups need clinician matching by condition, insurance, or language. Intake coordinators run your matching rules consistently.
04
Insurance verified before day one.
Eligibility, benefits, copay, and deductible confirmed before the patient arrives. No billing surprises on visit day.
How we show up
Six lanes of patient intake.
Start with one area of support and add more as you see the results.
02
Electronic intake form management.
Intake packet sent via SMS / email link. Completion tracked, patient reminded if forms are incomplete 24h before visit.
03
Insurance verification.
Eligibility, benefits, network status, deductibles, and copays confirmed in your verification tool and documented in the EHR.
04
Clinician matching.
Condition, specialty interest, insurance network, language preferences - matched to the right clinician per your group's rules.
05
Consent & release forms.
HIPAA consent, ROI forms, practice policies acknowledged and filed. Audit-ready trail.
06
Referral intake.
External physician referrals captured end-to-end - clinical documentation collected, insurance confirmed, first visit scheduled.
Healthcare
Not only are our patients happier as we provide around-the-clock professional support, but as a business owner I am also happy due to how inexpensive the service is. The quality is also outstanding.
Practice Owner
Three-VA medical practice
Tools we work with
Trained on your intake stack.
We meet you in the tools you already use. Training built into onboarding.
EpicAthenaeClinicalWorksNextGenTebraDrChronoSimplePracticeTherapyNotesValantWellSkyJotformNexHealthPhreesiaDocuSign+ custom toolsEpicAthenaeClinicalWorksNextGenTebraDrChronoSimplePracticeTherapyNotesValantWellSkyJotformNexHealthPhreesiaDocuSign+ custom tools
Healthcare operations in production
A six-figure A/R recovery in 60 days.
A New Jersey dental practice running three dedicated VAs across appointment calls, billing follow-up, and EHR data entry - aged A/R cleared in 60 days, around-the-clock patient coverage without adding in-house staff.
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees, no bait-and-switch. Engagements typically start at 20 hours per week, and every rate includes our HIPAA-compliant technology and the backing of a US-based company.
$8-$13/hour for staffing.
Managed teams custom-priced.
Managed teams custom-priced.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office (Digital)
$ 8-10
per hour | digital-only · email + chat
- Billing, claims, AR, data entry
- Admin, research, scribe
- Experienced on your EHR
- HIPAA BAA + virtual desktop
- Dedicated account manager
Most popular
Patient-Facing (Voice)
$ 10-13
per hour · phone + video
- Front desk, scheduling, intake
- Experienced on your EHR
- Screened for clear US-patient communication
- HIPAA BAA + virtual desktop
- Dedicated account manager
Managed Team
Custom
3+ VAs · team lead + QA + trainer
- Fully managed (3+ VAs)
- Specialty: clinical or RN-equivalent
- Workforce management, QA, training & coaching
- Monthly analytics reporting
- Dedicated account manager
Ready to get started?
First impressions that convert. Without another front-desk hire.
Intake coordination is the highest-leverage use of a managed VA team. Talk with us and we'll scope intake capacity for your new-patient volume and specialty.
Frequently asked
Answers before you ask.
Which intake tools do you work in?
Whatever your practice uses. Native EHR intake (Epic, Athena, etc.), dedicated intake platforms (Phreesia, NexHealth), form tools (Jotform, DocuSign), or paper scans. We configure the workflow at onboarding.
Can you handle specialty intake (behavioral health, ABA, etc.)?
Yes. Specialty intake often needs extra fields (developmental history, trauma screens, sliding-scale conversations) handled with appropriate empathy and documentation. We train coordinators per specialty.
How does insurance verification work?
Coordinator runs eligibility through your verification tool (Availity, Waystar, carrier portals), documents in EHR, flags issues 24h before visit. Most practices see faster first-visit check-ins within two weeks.
Can you do clinician matching?
Yes. We document your matching rules at onboarding - condition, specialty, insurance, language, clinician preferences - and coordinators match consistently.
How much does intake coordination cost?
$10-13/hour for patient-facing intake work. See full pricing →
How quickly can intake go live?
About two weeks. Intake is often the first role a practice outsources - the workflow is well-bounded, the ROI shows up quickly in filled first-visit slots.
Do you handle 42 CFR Part 2 (substance-use) intake?
Yes. Behavioral health intakes get stricter privacy workflows documented during onboarding - consent tracking, restricted disclosure handling, audit trail.
Healthcare
What Does a Patient Intake Specialist Do? Key Responsibilities & Benefits
The patient intake specialist keeps front desk chaos from spilling into the rest of the healthcare day, from wrong insurance numbers to missing consent forms.
Customer Success Stories
Busy Dental Practice Secures 30+ New Patients A Month With Around The Clock Support
Front desk staff cannot answer every after-hours insurance question, so this dental office handed off chat to 24/7 agents and gained 30+ patients monthly.
Healthcare
Essential Things to do Before Hiring a Medical Virtual Assistant
Define tasks, set a budget that covers EHR access and secure messaging, then screen healthcare VAs for HIPAA-safe workflows, billing skills, and reliability.
Ready to scale patient intake?
Let's build the squad your practice needs.
A 30-minute call. We'll scope the work, pre-qualify candidates, and give you a realistic go-live timeline.
877-775-3667 · info@helpsquad.com · Doylestown, PA