Medical virtual receptionist
Medical virtual receptionists who answer every call.
A dedicated, HIPAA certified receptionist who works inside your phone system and EHR. They answer patients, book appointments, verify insurance and keep your schedule full, for a fraction of the cost of an in house hire.
No contracts · Free consultation · Match in 7 days
- HIPAA certified
- SOC 2
- BAA signed
[X]%
of patient calls answered live
7 days
to match your receptionist
[X]%
lower cost than an in house hire
[X]+
practices supported across the US
Systems
Trained on the systems your practice already runs
The basics
What is a medical virtual receptionist?
A medical virtual receptionist is a remote, HIPAA certified team member who runs your front desk communication. They answer patient calls, schedule and confirm appointments, verify insurance and route refill and referral requests, working inside your own phone system and EHR.
Unlike an answering service that only takes messages, your receptionist is dedicated to your practice. They learn your providers, your scripts and your patients, then finish the task on the call.
- One dedicated person, not a rotating call center
- Works your hours, in your systems, under your practice name
- Managed and backed by our team, so you never handle HR
What they handle
One receptionist, your whole front desk.
Every task a front desk team juggles, handled by one trained person who knows your practice.
Patient call answering
Live answers in your practice name, with calls routed, returned and logged the way you want.
Appointment scheduling
New bookings, reschedules and cancellations made straight in your calendar, with no double booking.
Reminders and confirmations
Calls and texts that confirm tomorrow’s patients and fill open slots from your waitlist.
Insurance verification
Eligibility and benefits checked before the visit, so check in is quick and claims go out clean.
New patient intake
Demographics, forms and portal setup completed before the patient walks through the door.
Prescription refill requests
Requests captured accurately and sent to the right provider for review, never decided by the receptionist.
Referrals and records
Incoming and outgoing referrals tracked, records requested, filed and attached to the right chart.
Recall and follow up
Overdue patients and missed appointments contacted and rebooked, so care stays on track.
Message triage and escalation
Urgent calls flagged to your clinical team using your protocol. No medical advice, ever.
Also available: bilingual English and Spanish receptionists · overflow and after hours coverage · billing and balance calls
The real cost
Every missed call is a patient booking elsewhere.
When the phone rings while your team is checking patients in, someone waits. Most callers who reach voicemail do not leave a message. They call the next practice on the list.
Voicemail overflow
Messages pile up overnight and your team starts every morning behind.
Long hold times
Patients on hold hang up, and the ones who stay arrive frustrated.
Front desk burnout
Turnover costs you hiring time, training hours and patient goodwill.
[X] missed calls a week × [X]% new patients × $[X] per new patient = $[X] in lost revenue every month.
Why practices switch
Fewer missed calls, lower overhead, calmer days.
YOUR FRONT DESK
Before
- Calls go to voicemail
- Patients wait on hold
- Staff stay late on paperwork
- Open slots go unfilled
After
- Every call answered live
- Booked on the first call
- Team focused on patients
- Waitlist fills cancellations
Fewer missed calls
A real person picks up, so new patients book with you, not a competitor.
Fuller schedules
Reminders cut no shows and cancellations are refilled the same day.
Lower front desk costs
No payroll taxes, benefits, equipment or desk space for the role.
Faster check in
Insurance and intake are done before the visit, so the waiting room moves.
Happier in house team
Your staff stop juggling phones and focus on the patients in front of them.
Better patient reviews
Warm, quick answers turn first calls into five star first impressions.
Compare your options
Why a dedicated receptionist beats the alternatives.
Answering services take messages. AI bots follow scripts. Your receptionist gets the work done.
What you get
Virtual Assistant Healthcare
Answering service
AI phone bot
In house hire
A real person on every call
✓
✓
✕
✓
Dedicated to your practice only
✓
✕
Scripted
✓
Books directly in your EHR
✓
Rarely
Limited
✓
Verifies insurance and completes intake
✓
✕
✕
✓
HIPAA certified, BAA signed
✓
Varies
Varies
You train them
No payroll taxes, benefits or desk space
✓
✓
✓
✕
Typical monthly cost
From $[X]
Per minute fees
Low, but limited
Salary plus benefits
A day at your front desk
A full day of front desk work, handled.
7:45
Prep the day
Reviews the schedule and confirms coverage for every patient.
8:00
Phones open
Answers every call live and clears overnight messages.
10:00
Fill the schedule
Books new patients and refills cancellations from the waitlist.
12:30
Requests
Routes refill, referral and records requests to your team.
3:00
Recall calls
Reaches overdue patients and rebooks missed visits.
5:00
Daily handoff
Sends your manager a summary of calls, bookings and open items.
How it works
Your receptionist, live in four steps.
01
Free consultation
We learn your call volume, systems, specialty and the hours you need covered.
02
Match in 7 days
Interview receptionists experienced in your specialty and choose the right fit.
03
Onboard to your workflow
We train them on your scripts, EHR and protocols before the first patient call.
04
Go live with support
A dedicated account manager reviews performance and adjusts as you grow.
Specialties
Receptionists trained for your specialty.
Every specialty has its own terms, scheduling rules and patient questions. We match you with someone who already knows yours.
Security and compliance
Patient data protected at every step.
Every assistant completes HIPAA certification and hands on training before touching your workflow.
Business Associate Agreement
Signed with your practice before any patient data is shared.
Secure, monitored workstations
Encrypted connections and locked down devices for every receptionist.
Access you control
Logins only to the systems you approve, removed the day you ask.
Ongoing compliance training
Regular refreshers keep privacy habits sharp long after onboarding.
Pricing
Flat, transparent pricing with no contracts.
Pay for the coverage you need. Change hours as your practice grows.
Part time
For smaller practices or peak hours only.
$[X] /month
- [X] hours a week
- Calls, scheduling and reminders
- Dedicated account manager
MOST POPULAR
Full time
A dedicated receptionist for your whole day.
$[X] /month
- 40 hours a week, your schedule
- Every front desk task on this page
- Insurance verification and intake
- Dedicated account manager
Overflow and after hours
Backup for your in house team when lines get busy.
$[X] /month
- Overflow during busy hours
- Evening and weekend coverage
- Messages logged in your EHR
For comparison, an in house receptionist costs about $[X] a year once salary, taxes and benefits are added.
Stop sending patients to voicemail.
Book a free consultation and meet your matched receptionist within 7 days.
or call [PHONE]
Client stories
What practice owners say.
★★★★★ Rated 5 out of 5
[Client quote with one specific result, such as fewer missed calls, hours saved each week or faster check in.]
AB
[Client name]
[Role, Practice, City]
★★★★★ Rated 5 out of 5
[Client quote about patient experience, such as warmer calls, better reviews or fewer complaints about hold times.]
CD
[Client name]
[Role, Practice, City]
★★★★★ Rated 5 out of 5
[Client quote about cost or staffing, such as savings against an in house hire or relief for an overloaded team.]
EF
[Client name]
[Role, Practice, City]
Questions
Medical virtual receptionist FAQs.
Still have questions?
Talk to our team about your call volume, systems and specialty.
What does a medical virtual receptionist do?
A medical virtual receptionist is a remote, HIPAA certified team member who handles your front desk communication. They answer patient calls, schedule and confirm appointments, verify insurance, collect intake details and route refill and referral requests, all inside your existing phone system and EHR.
How is a virtual receptionist different from an answering service?
An answering service takes messages for many businesses at once. Your virtual receptionist is dedicated to your practice, learns your providers and protocols, and completes the task on the call, such as booking the appointment or verifying coverage.
Are your medical virtual receptionists HIPAA compliant?
Yes. Every assistant completes HIPAA certification and hands on training before touching your workflow, and we sign a Business Associate Agreement with your practice before any patient data is shared.
Can they work in our EHR and phone system?
Yes. Your receptionist logs in to the systems you already use, with access you control. We train them on anything specific to your practice during onboarding, so there is nothing new for your team to learn.
How quickly can we get started?
Most practices are matched with a receptionist within 7 days of the free consultation. Onboarding on your scripts and workflows follows, and then your receptionist goes live.
What hours can a virtual receptionist cover?
Coverage is built around your schedule: full time, part time, overflow during your busiest hours, or evening and weekend support.
How much does a medical virtual receptionist cost?
Pricing depends on the hours you need. Plans start at $[X] per month with no long term contracts, typically far less than the salary, taxes and benefits of an in house hire.
What happens with urgent or clinical calls?
Receptionists never give medical advice. They follow your escalation protocol, flag urgent calls to your clinical team right away and direct emergencies to 911.
Do you offer bilingual receptionists?
Yes. English and Spanish speaking receptionists are available on request, so every patient can be helped in the language they are most comfortable with.
Related services
More support for your practice.
Get started
Get matched with your receptionist in 7 days.
Tell us about your practice. We will recommend the right coverage and introduce receptionists who fit.
- Free consultation, no obligation
- No long term contracts
- HIPAA certified, BAA signed
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[EMAIL]
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Request your free consultation
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