Four steps from discovery call to go-live. Vetted candidates, compliance onboarding scoped to your industry, documented workflows, and a US-based account manager. Healthcare practices, e-commerce, SaaS, real estate, legal: same model, different work.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
Every HelpSquad role is dedicated to your team and managed by our US operators. Same model whether the work is healthcare, e-commerce, SaaS, legal, or anything else. The difference starts on day one.
A 30-minute discovery call. We listen for what is overloading your team (front desk calls, billing backlog, customer support overflow, lead intake, recall campaigns) and map the scope of the role you want to offload. No generic intake form.
Every candidate clears our five-dimension assessment for voice clarity, English, role comprehension, and workflow aptitude, all before they reach your interview round. Less than 3% of applicants make it through, so the people you meet are the top of the pool, not the first person available.
We sign the right agreement for your industry: BAA for HIPAA, PCI DSS controls for payments, SOC 2 procedures for data, NDA for everyone. Secure virtual desktop, scoped access to your tools, documented SOPs, escalation rules, and QA scorecard so the handoff is not a guessing game.
Your team starts inside your workflow on the schedule you chose. A US-based account manager runs weekly QA, monthly performance reviews, and a real escalation path if anything is off. Replace at zero cost if the fit is wrong.
Front office, back office, and the glue between them. Most healthcare engagements start with one lane (insurance verification, prior auth, or front-desk overflow) and expand as the Virtual Medical Assistant earns more scope.
Inbound calls, new-patient scheduling, rescheduling, waitlist management, and same-day add-ons. All inside your EHR, with your own protocols.
Real-time or asynchronous documentation during visits. Specialty-specific templates, cleaner notes, faster chart closure.
Dictation-to-chart transcription, physician-order tracking to signature, and chart cleanup so your EHR stays audit-ready.
24/7 phone, SMS, and chat coverage. Empathetic patient-facing conversations, multilingual where you need it.
Eligibility confirmed 24-48 hours ahead of every visit. Deductibles, copays, and network status captured before the patient walks in.
Payor-specific prior-auth workflows, clinical documentation chased, status tracked across portals. Fewer bumped procedures.
Specialty-specific CPT, HCPCS, ICD-10, CDT, and UB-04 coding. Clean charge entry from your EHR, modifier accuracy built in.
Claims scrubbed for eligibility, modifier, and payer rules before submission. Higher first-pass clean-claim rate, faster cash.
Root-cause analysis on every denial, payor-specific appeal templates, and sustained aged-AR work. 87% first-appeal success.
Inbound physician referrals, inter-facility transfers, and specialty consult requests tracked from first contact through scheduled visit.
Recall campaigns, lapsed-patient reactivation, annual-wellness outreach, and payer-contract campaigns. SMS, email, and voice, all TCPA-compliant.
Platform onboarding, patient tech support, waiting-room management, and session-link distribution. Clinicians focus on the visit, not the connection.
Statement management, patient-responsibility calls, payment plans, and financial-assistance screening. Handled with empathy and documented outcomes.
Post-consult follow-ups, financial-discussion scripting, and financing coordination (CareCredit, Sunbit, OrthoFi). Higher case acceptance, faster production.
Google Business Profile management, review requests and responses, social media posting, and local SEO support, tied back to patient acquisition.
Data entry, EHR updates, SOP maintenance, credentialing support, and provider onboarding admin. Anything else your in-house team keeps deferring.
Overnight call handling, emergency triage per your protocol, weekend overflow, and on-call message routing. Nothing drops to voicemail.
Something specific your practice needs that is not in a generic playbook? Document it with us on onboarding. We build the SOP, train the VA, and own the work.
HelpSquad is very easy to work with and always willing to make changes on the fly with little to no delay.
How a single patient encounter runs when a HelpSquad VA is embedded in the workflow. Swap in your EHR, specialty, and SOPs. The shape of the workflow holds.
VA confirms the appointment, verifies insurance 24-48 hours ahead, collects intake paperwork, and flags anything the clinician needs to see first.
VA checks the patient in (in-person instructions or telehealth link), handles any last-minute insurance or paperwork questions.
Clinician sees a clean, ready chart with verified insurance and completed intake. VA may be on the line as a live scribe or standing by to document asynchronously.
Live scribing during the encounter (or async documentation immediately after) using specialty-specific templates. Clinician reviews and signs; nothing ships to billing until it is signed.
VA routes orders to the lab, sends referrals to specialists, and books the follow-up before the patient leaves the visit. Patient communication ships within the hour.
Clean, signed chart flows to the billing team (in-house or HelpSquad, depending on scope). Recall is scheduled based on your protocol. The patient is not a loose end.
The vetting, compliance scoping, account management, and weekly QA carry across customer service, e-commerce, SaaS, real estate, legal, and financial services. A few of the lanes our cross-industry teams run:
Multichannel support across chat, voice, email, and SMS. Agents trained on your tools, tone, and escalation rules.
Learn more →Managed live chat on your website, powered by LiveHelpNow. Real humans, scaling with traffic spikes.
Learn more →Inbound, outbound, overflow, and after-hours. From a single agent to a full 24/7 team.
Learn more →Professional receptionists answering your phones, booking appointments, following your escalation rules.
Learn more →24/7 inbound lead answering, qualification, and routing across every vertical.
Returns, refunds, exchanges, abandoned-cart recovery, and order tracking. All handled inside your OMS.
Password resets, billing questions, product how-tos, onboarding help, and after-hours triage.
New-client intake with conflict check, case-management data entry, and consult scheduling. Confidentiality trained.
Showings booked across agents, tenant services, maintenance triage, and short-term rental guest support.
KYC verification, collections with empathy, fraud-report intake, and dispute documentation. PCI and SOC 2 aware.
Customer reactivation, renewal reminders, and TCPA-compliant outreach via SMS, email, and voice.
Build, maintain, and version help centers, SOPs, and canned responses. AI-agent training content included.
Learn more →Don't see your workflow? Tell us what you need →
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.
Define tasks, set a budget that covers EHR access and secure messaging, then screen healthcare VAs for HIPAA-safe workflows, billing skills, and reliability.
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A 30-minute call. We'll listen to the work, scope the role, and give you a realistic go-live timeline.