01
Inbound referral capture.
Dedicated referral phone line + fax + electronic referral inbox (Direct / CCDA / EHR integration). Every referral captured in under 15 minutes.
Referral management
Referral management so warm handoffs stay warm.
Managed referral team capturing inbound physician referrals, chasing clinical documentation, scheduling specialty consults, and closing the loop with referring physicians. For surgical practices, specialty groups, hospital systems, and DSOs.
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 referral management
Warm referrals go cold in the handoff. We protect them.
Four reasons surgical, specialty, and hospital groups outsource referral management.
01
Inbound referrals, captured fast.
Referral lines answered in under 2 rings. Referring-physician context captured, patient contact info verified, scheduling started immediately.
02
Clinical documentation, chased.
Missing notes, imaging, prior labs - chased from referring offices proactively so the specialty visit starts with complete information.
03
Consult scheduled end-to-end.
Insurance verified, prior auth flagged, first consult booked - while the referring physician's office is still on the line or in the same day.
04
Loop closed with the referring physician.
Consult notes, treatment plan, and follow-up schedule sent back to the referring physician. Relationship stays warm, future referrals keep coming.
How we show up
Six lanes of referral management.
Start with one area of support and add more as you see the results.
02
Clinical documentation chasing.
Notes, imaging, labs, prior surgical reports - pulled from referring offices. Often where warm referrals go cold. We don't let them.
03
Insurance verification.
Eligibility, benefits, prior-auth flags, in-network status - verified within 24 hours of referral capture. Roadblocks surfaced before the consult.
04
Consult scheduling.
First-consult slot offered while the referring physician's office is still engaged. Soonest-available logic tuned to clinical urgency.
05
Loop closure to referring physician.
Consult notes, diagnosis, treatment plan, and follow-up timing sent back to the referring physician via the method they prefer (Direct message, fax, EHR, portal).
06
Referring-physician relationship reporting.
Monthly reporting on referral volume by referring physician, conversion rate, and patterns so your outreach team can prioritize relationship investment.
Home Care
The support staff was professional, eager, and genuinely took the time to understand our specific needs. It's rare to find a team that's this dedicated, responsive, and capable.
Chief Operating Officer
Large in-home care provider
Tools we work with
Trained on your referral stack.
We meet you in the tools you already use. Training built into onboarding.
Epic ReferralsCernerAthena ReferralseClinicalWorksNextGenReferralMDDirect MessagingCCDATebraDrChronoSalesforce Health CloudHealthShare Referrals+ custom toolsEpic ReferralsCernerAthena ReferralseClinicalWorksNextGenReferralMDDirect MessagingCCDATebraDrChronoSalesforce Health CloudHealthShare Referrals+ 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?
Referrals are your best funnel. We protect every one.
Referral management is the highest-leverage function for surgical and specialty practices. Talk with us and we'll scope a referral team for your specialty and volume.
Frequently asked
Answers before you ask.
Which specialties need this most?
Surgical practices, orthopedic, cardiology, ENT, GI, ophthalmology, oncology, behavioral health, pain management, and multi-specialty groups. Any practice built on inbound referrals.
How fast do you capture referrals?
Under 15 minutes from phone or fax receipt. Electronic (Direct / CCDA / EHR-integrated) referrals captured in real time.
How do you close the loop?
Consult notes, diagnosis, treatment plan, and follow-up sent back via the referring physician's preferred channel (Direct, fax, EHR, portal). Tracked so nothing slips.
Do you work with hospital referrals?
Yes. Inter-facility transfers, specialty consult requests, and discharge referrals all in scope. Hospital-grade compliance and documentation.
How much does referral management cost?
$10-13/hour for patient-facing referral coordinator work. See full pricing →
Can you integrate with our EHR for electronic referrals?
Yes. Epic Referrals, Athena, Cerner, eClinicalWorks, NextGen, and Direct messaging inboxes all integrated. Electronic referrals preferred over fax for speed and accuracy.
What ROI should we expect?
Typical lift: 15-30% referral-to-consult conversion improvement in 90 days. Referring physicians notice the tighter loop and send more.
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.
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Ready to scale referral management?
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