01
Pre-visit onboarding.
New telehealth patients walked through platform setup, test call, consent forms, and appointment protocols before the first visit.
Telehealth coordination
Telehealth coordination so clinicians focus on the visit, not the tech.
HIPAA-compliant telehealth coordinators running patient onboarding, waiting-room management, session-link distribution, and in-session tech support. Your clinicians join a clean visit. The coordinator runs everything around it.
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 telehealth coordination
Telehealth should not eat clinician time. We run the operational layer.
Four reasons behavioral health, primary care, and specialty practices add a telehealth coordinator.
01
Patients onboarded before the visit.
Platform walkthrough, test call, consent forms, all done before the clinician joins. No first-five-minutes tech-support sessions.
02
Waiting-room management.
Coordinator watches the virtual waiting room, admits patients per your protocol, handles no-shows and late arrivals.
03
Session-link distribution.
Secure session links sent via SMS, email, or patient portal. Backup channels if the primary fails. Patients never lose their link.
04
In-session tech support.
If a patient loses audio or video mid-visit, the coordinator jumps in, troubleshoots, and gets them back - while the clinician stays focused on the clinical work.
How we show up
Six lanes of telehealth coordination.
Start with one area of support and add more as you see the results.
02
Session-link distribution.
Secure session links sent via SMS, email, or patient portal. Platform-specific link management respected.
03
Waiting-room management.
Virtual waiting room staffed during clinic hours. Patients admitted per your protocol. Late arrivals triaged.
04
In-session tech support.
Patient audio / video / connection issues handled by the coordinator while clinician stays in the session.
05
Platform switching.
If the primary platform fails, coordinator moves the visit to a backup (phone, backup video platform) without losing the encounter.
06
Post-visit follow-up.
Follow-up appointments scheduled, session recordings / notes routed per your workflow, missed visits rescheduled.
Healthcare
Their agents have been very responsive to our customer inquiries. We continuously update our responses for the agents based on the questions our customers are asking, and those updates are implemented immediately by the chat agents.
Dennis Brooks
CHE
Tools we work with
Platform-agnostic.
We meet you in the tools you already use. Training built into onboarding.
Doxy.meZoom for HealthcareSimplePractice TelehealthTherapyNotes TelehealthAthena TelehealtheClinicalWorks TelehealthEpic MyChart VideoTheraNestupdoxAmwellTeladocDoximity Dialer+ custom toolsDoxy.meZoom for HealthcareSimplePractice TelehealthTherapyNotes TelehealthAthena TelehealtheClinicalWorks TelehealthEpic MyChart VideoTheraNestupdoxAmwellTeladocDoximity Dialer+ 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?
Clinicians focus on care. We run the telehealth operation.
Telehealth is here to stay, and the operational overhead is real. Talk with us and we'll scope a coordinator team for your telehealth volume and platform.
Frequently asked
Answers before you ask.
Which telehealth platforms do you work with?
Doxy.me, Zoom for Healthcare, SimplePractice, TherapyNotes, Athena Telehealth, eClinicalWorks Telehealth, Epic MyChart Video, updox, Amwell, Teladoc, Doximity, TheraNest. Platform-specific workflows documented at onboarding.
How does waiting-room management work?
Coordinator watches the virtual waiting room during clinic hours. Patients admitted per your protocol (first-come, by appointment, with pre-visit checklist complete).
Can you handle behavioral health telehealth specifically?
Yes. Behavioral health has different conventions - crisis escalation, session-timing sensitivity, sliding-scale conversations. Coordinator training per specialty.
What about HIPAA?
BAA at the company level. Every platform we work on is HIPAA-compliant by configuration. No session recordings stored on coordinator workstations; encrypted channels throughout.
How much does telehealth coordination cost?
$10-13/hour for patient-facing telehealth coordination. See full pricing →
How quickly can this go live?
About two weeks for most engagements. Platform-specific workflows documented during onboarding. First-week focus on pre-visit onboarding, expanding to waiting-room and in-session support as the team gets fluent. Simple staffing roles can stand up in days; managed teams or specialty clinical roles can take up to a month. Your timeline shapes ours.
Can you handle multi-platform practices?
Yes. Some practices use different platforms per clinician or per specialty. Coordinator team trained on all the platforms your practice uses.
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Ready to scale telehealth coordination?
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