01
Post-consult follow-up (7/14/30 day).
Sequenced follow-up with documented cadence. SMS / email / voice. Every presented case worked until it starts or formally declines.
Treatment coordinator support
Treatment coordinator follow-up that turns consults into starts.
Managed treatment-coordinator team running post-consult follow-up, financial conversations, and financing coordination (CareCredit, Sunbit, OrthoFi, Proceed Finance). Higher case acceptance, faster production, zero stalled consults falling through the cracks.
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 treatment coordinator support
Most lost cases don't say no. They just stall.
Four reasons dental, ortho, and cosmetic practices outsource treatment-coordinator follow-up.
01
Every presented case, followed up.
The highest-leverage moment in a consult is the 7-day follow-up. Most practices drop it. A dedicated team never does.
02
Financial conversations, handled.
Financing options presented empathetically. Payment plans, CareCredit / Sunbit / OrthoFi applications walked through. No treatment-plan acceptance lost to sticker shock.
03
Consistent scripting.
Proven talk tracks for objection handling, value articulation, and next-steps scheduling. Not every TC is a closer; our team is drilled on the ones that work.
04
Stalled-case reactivation.
Cases that presented 30, 60, 90 days ago and never started - worked back into the funnel with the right message for the right gap.
How we show up
Six lanes of treatment coordinator support.
Start with one area of support and add more as you see the results.
02
Financial conversation scripting.
Cost walkthrough, financing options, payment plans, insurance breakdown - scripted for each specialty and objection type.
03
Financing application coordination.
CareCredit, Sunbit, OrthoFi, Proceed Finance applications walked through with the patient on the phone. Higher approval rate than self-serve.
04
Stalled-case reactivation.
30 / 60 / 90 / 180 day cohorts segmented. Re-engagement messaging tuned to the gap. Regular cadence, not quarterly pushes.
05
Start-date scheduling.
Once case is accepted, start date booked immediately while the patient is committed. No 'I'll call you back' dead zones.
06
Case-acceptance reporting.
Weekly reporting on case-acceptance rate, average days-to-start, financing approval rate, objection patterns.
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
Works with your TC stack.
We meet you in the tools you already use. Training built into onboarding.
CareCreditSunbitOrthoFiProceed FinanceAlphaeon CreditDentrixEaglesoftOpen DentalDolphin ManagementCloud 9 OrthoSolutionreachWeavePracticeMojoRevenueWell+ custom toolsCareCreditSunbitOrthoFiProceed FinanceAlphaeon CreditDentrixEaglesoftOpen DentalDolphin ManagementCloud 9 OrthoSolutionreachWeavePracticeMojoRevenueWell+ 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?
Consults are expensive. We turn more of them into starts.
TC follow-up is the highest-ROI function for case-driven practices. Talk with us and we'll scope a TC team for your consult volume.
Frequently asked
Answers before you ask.
Which specialties need this most?
Dental (especially cosmetic, implants, perio), orthodontics, cosmetic/plastic surgery, dermatology, vision (LASIK). Any practice with high-ticket case presentations.
Is the TC team HIPAA-compliant?
Yes. HIPAA compliance is the operating model, not a checkbox. The Business Associate Agreement is signed at the company level with HelpSquad, LLC, not with an offshore VA or agency. TC agents work inside secure virtual desktops with role-based access to your PMS, financing tools, and consult notes. Patient information is never copied or downloaded outside the engagement.
Which financing partners do you work with?
CareCredit, Sunbit, OrthoFi, Proceed Finance, Alphaeon Credit, and most practice-level financing programs.
Can you handle our script?
Yes. Your script at onboarding. We drill it with the team and optimize over time based on objection-handling data.
What case acceptance lift do practices typically see?
Most see 10-25% case-acceptance lift within 90 days. The biggest gains come from consistent 7-day follow-up and financing application coordination.
How much does TC support cost?
$10-13/hour for patient-facing TC work. See full pricing →
Do you work with dental / ortho PMS?
Yes. Dentrix, Eaglesoft, Open Dental, Curve Dental, Dolphin Management, Cloud 9 Ortho, OrthoTrac, topsOrtho - TC team trained on your PMS for notes and scheduling.
How quickly can TC support go live?
About two weeks for most engagements. Script documentation, financing-tool access, and PMS access provisioned during onboarding. Simple staffing roles can stand up in days; managed teams or specialty clinical roles can take up to a month. Your timeline shapes ours.
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Ready to scale treatment coordinator support?
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