The healthcare industry is reaching a breaking point.
Providers are coping with unprecedented levels of burnout, driven, in part, by an administrative workload that grows heavier by the day. For many doctors and office managers, the day is spent battling paperwork rather than focusing on patient care.
Healthcare outsourcing companies offer a solution. They act as an extension of your team, handling tasks like:
- Medical billing and coding
- Appointment scheduling
- Patient communication
- Claims filing
- And more
The gained freedom allows healthcare providers to focus on practicing medicine.
But how do you choose the right healthcare outsourcing service in a rapidly expanding market?
To help you navigate this decision, we’ve compiled a list of the six best healthcare outsourcing companies available today. We’ll look at what sets each company apart and how they can specifically address your practice’s administrative challenges.
Highlights
- Hello Rache leads the pack for clinics that value long-term, dedicated healthcare professionals over transactional call center agents
- Outsourcing significantly reduces overhead while improving patient satisfaction surveys and engagement
- HIPAA compliance and cybersecurity are non-negotiable when choosing a healthcare outsourcing company
- Scalability is key; the best partners allow you to adjust support based on patient demands
The Case for Outsourcing in Healthcare
Nature recently published a study that showed a high incidence of moderate to high burnout scores among healthcare professionals. A significant part of that burnout is due to overwork and staffing shortages in the sector.
The situation is stark.
The US healthcare system is short by over 19,000 physicians, as Dr. Bobby Mukkamala, the President of the AMA, explains. This means healthcare professionals are already stretched thin. They have zero bandwidth to handle the mounting pile of non-clinical paperwork without compromising their mental health or patient safety.
To address this critical imbalance, forward-thinking organizations are adopting outsourcing strategies to:
- Hand off complex revenue cycle management and routine data entry to external specialists
- Create a more sustainable daily workflow for the remaining clinical staff
- Focus on patient outcomes rather than on back-office bureaucracy
Criteria for Selecting the Best Healthcare Outsourcing Companies
Choosing a vendor is a high-stakes decision for any healthcare practice. This section covers what to look for and what to avoid when choosing a healthcare business process outsourcing (BPO) partner.
Key Factors To Consider
To help you navigate the complex outsourcing landscape, we identified the critical benchmarks for success.
Compliance and Data Security
In healthcare, nothing is more important than protecting patient information. A single data breach in this industry costs an average of $7.42 million (source: IBM).
Your outsourcing partner must employ robust cybersecurity measures to protect your electronic health records (EHR) from increasingly sophisticated cyber threats.
It must also treat HIPAA compliance as the absolute foundation of your partnership, as 32% of breaches result in regulatory fines or million-dollar settlements for non-compliance.
Balanced Cost and Quality of Service
The next calculation is the balance between cost and quality. You must evaluate the company’s potential impact on your revenue cycle.
While lowering operational costs is a primary goal, the cheapest hourly rate often proves most expensive in the long run if it leads to:
- Poor customer experience
- HIPAA violations
- Claim rejections
Transparent Pricing
Transparency is equally vital. Choose an outsourcing solution that offers clear pricing models without hidden setup fees or long-term lock-ins.
Furthermore, look for customized solutions. Your practice has unique needs, and a cookie-cutter approach rarely works for complex medical service optimization.
A Focus on Innovation
Finally, prioritize innovation.
The best partners integrate seamlessly with your EHR and utilize modern communication tools. Whether it’s AI automation or simple cloud services, their tech stack should support your digital services, not complicate them.
Importance of Industry Reputation and Experience
You need a partner with specific healthcare experience. Generalist BPO companies often lack the nuance required for medical coding or sensitive patient communication.
Look for metrics that matter:
- Can they show expertise in revenue cycle management and virtual assistant support?
- Does the company have a proven track record in medical call center operations?
- Do they understand clinical outsourcing?
Social proof is also a great vetting tool.
If a company can’t show you how they handled things like accounts receivable or patient pharmacy data management for a peer, proceed with caution.
Look for verifiable client testimonials and case studies.
Red Flags To Avoid When Outsourcing Healthcare Services
Here are a few red flags to avoid when vetting a potential healthcare BPO partner:
- Generic BPO provider: A firm that handles customer service for retail one minute and healthcare BPO the next will likely miss critical details in medical transcription or prior authorizations.
- No dedicated cybersecurity team: Weak protocols regarding cybersecurity measures or patient data management expose you to cyber threats and massive liability.
- Vague pricing structures: If a vendor can’t give you a straight answer on costs or hides behind complex tiers, you’ll likely face surprise invoices later.
- No regulatory compliance guarantees: If they lack specific HIPAA certification and adherence to cybersecurity best practices, walk away.
The 6 Best Healthcare Outsourcing Companies
We evaluated the top players in the market so you don’t have to. Here is our breakdown of the best healthcare outsourcing companies available today.
Hello Rache
Hello Rache was founded with a singular mission:
To connect doctors and medical clinics around the United States with highly qualified Healthcare Virtual Assistants®.
Unlike typical agencies that hire generalist admins, Hello Rache works exclusively with HIPAA-certified professionals with backgrounds in healthcare. These professionals are capable of far more than basic data entry. They can perform:
- Professional patient scheduling and communication
- Real-time documentation and EMR management
- Complete back-office administrative services
Key Services
- Veterinary healthcare virtual assistants (VHVA)
- Optometry healthcare virtual assistant (OHVA)
- Dental healthcare virtual assistant (DHVA)
- Healthcare Virtual Assistants® (HVA)
- Virtual medical scribe
- Virtual receptionist
- Admin support
Pros and Cons
Hello Rache’s primary advantage is the quality of the talent. You’re working with someone who understands medical research results and clinical documentation. This leads to:
- Smoother healthcare workflows
- Better patient services
Another major advantage is the business model:
- You work with the same HVA daily, fostering a long-term relationship
- Work with HIPAA-certified professionals (training is included)
- You can pick and choose who you work with
- No hidden charges
- No setup fees
- No contract
A potential disadvantage for some is that Hello Rache focuses on dedicated staff rather than project-based work, meaning it’s best suited for practices ready to integrate a new team member.
<H4> Pricing Model
Hello Rache’s pricing is famous for its simplicity:
| Plan Type | Cost |
|---|---|
| Flat Rate | $9.50 per hour |
Best Fit
Hello Rache is the ideal fit for clinics and healthcare practices — from solo practitioners to mid-sized groups — seeking dedicated, long-term team members.
My Mountain Mover
My Mountain Mover positions itself as a premium virtual talent provider. It emphasizes a rigorous vetting process to ensure that only top-tier applicants are presented to clients.
Key Services
They offer a range of virtual talent, including:
- Marketing and social media for private practices
- Virtual medical assistants
- Insurance claims support
- Patient scheduling
Pros and Cons
The main advantage is its “white-glove” placement service.
My Mountain Mover puts significant effort into matching VAs with the culture of the practice, aiming for a superior customer experience. Other benefits include:
- Dedicated onboarding and account management
- HIPAA-Compliant medical VAs
Key disadvantages include:
- Premium service with a higher price tag
- Lack of transparent pricing
- A long onboarding process
Pricing Model
| Plan Type | Cost |
|---|---|
| Custom | Contact for Quote |
Best Fit
This company is a great fit for organizations that need high-touch customer service and specialized support staff, where budget is less of a constraint than a specific cultural fit.
Xilium
Xilium focuses on flexibility and scalability. It markets itself as a solution for practices that need to navigate the ups and downs of patient demands and healthcare experience management.
Key Services
Xilium provides a comprehensive set of services and specialized virtual assistants. It offers VAs for specialties like:
- Pain Management
- Internal Medicine
- Gastroenterology
- Family Medicine
- Psychiatry
- Cardiology
- Neurology
- OB-GYN
- Surgery
It also offers specialized services and patient-facing or backend solutions, such as remote patient monitoring and medical legal services.
Pros and Cons
The standout features for Xilium are flexibility and versatility. They also have US-based management support.
However, some users report that the variability in staff experience can be wider than with boutique firms. Additionally, the company works with long-term tie-ins for larger institutions.
Pricing Model
Xilium offers varied pricing structures, including part-time and full-time options.
| Plan Type | Cost |
|---|---|
| Standard | ~$10–$15 per hour |
Best Fit
Xilium is best for organizations that value experienced staff but need the ability to scale up or down to manage fluctuating patient demands or healthcare workflows.
Virtual Nurse Rx
Virtual Nurse Rx occupies a unique niche by focusing almost exclusively on nursing support. They aim to bridge the gap between administrative support and telemedicine support.
Key Services
Their key services include:
- Billing and accounts receivable management
- Live chat and appointment setting
- Medical office SOP creation
- Insurance verification
- Telehealth support
- Medical scribing
Pros and Cons
The clear advantage is the clinical depth. If you need someone to help with risk adjustment or interpreting test requisition form processing, they’re strong contenders. The downside is that their services are often more expensive due to the licensure level of the staff, and they may be “over-qualified” for simple scheduling appointments.
Pricing Model
Virtual Nurse Rx offers custom pricing, available in either an hourly or monthly model. It also works with three billing cycles:
- Weekly
- Biweekly
- Monthly
| Plan Type | Cost |
|---|---|
| Hourly | Starting at $23–$29 per hour |
| Monthly | Starting at $960–$1,600 per month |
Best Fit
Practices that are heavily reliant on telemedicine, population health initiatives, or those that need deep clinical documentation support.
MEDVA
MEDVA is a robust solution for practices looking for specialized roles. They pride themselves on structured onboarding and providing staff for very specific niches within the healthcare industry.
Key Services
MEDVA covers the spectrum from medical assistant services and front-desk admin tasks to complex back-office processes like billing outsourcing. Specialties include:
- Dermatologist virtual assistant
- Orthopedic virtual assistant
- Veterinary virtual assistant
- Orthodontic practices
Pros and Cons
MEDVA offers a structured vetting, training, and onboarding process with a large talent pool. However, similar to other large agencies, the connection can sometimes feel less personal than a solution like Hello Rache.
Furthermore, multiple ex-employees have complained about poor company culture, unpaid training, and unrealistic performance expectations. This type of work environment often leads to low performance for the client.
Pricing Model
MEDVA doesn’t disclose its pricing structure or typical rates.
| Plan Type | Cost |
|---|---|
| Standard | Custom Quote |
Best Fit
Specialty centers looking to expand their administrative capacity without the overhead of hiring in-house staff.
Accenture
Accenture is a global consulting and professional services giant. They’re not a typical VA agency. They’re an enterprise outsourcing solution for massive operations.
Key Services
Accenture provides end-to-end healthcare BPO. This includes:
- Cash flow improvement analytics
- Medical billing and accounts
- Network management
- Claims processing
- Data management
- Provider support
They also offer IT outsourcing, robotic process automation (RPA), and artificial intelligence integration.
Pros and Cons
Accenture’s key advantages are its sheer power and scale, and its focus on technology and innovation. They can implement cloud computing strategies and automation technologies that transform entire health systems.
The key cons include:
- Clients develop a strong dependency on Accenture’s systems and services
- Complex solutions suited only for very large organizations
- Very high costs with inconsistent customer support
Pricing Model
Enterprise-level contracts are typically in the millions or high thousands. For comparison, a single Medical Billing Specialist costs $56–$76 per hour, which is roughly seven times more than Hello Rache.
| Plan Type | Cost |
|---|---|
| Enterprise | Custom Contracts |
Best Fit
Enterprise-level companies and large health systems planning their digital transformation.
Is Your Practice Ready for a Healthcare Outsourcing Partner?
The right outsourcing partner has the power to transform a practice. By stabilizing the revenue cycle and eliminating coding errors, you secure your practice’s financial health. More importantly, you free up your staff to focus on patient services.
How Does Healthcare Outsourcing Improve Patient Care?
While there are many healthcare outsourcing companies to choose from, for independent practices that value clinical expertise, simplicity, and trust, Hello Rache is the premier choice.
Healthcare Outsourcing Companies: FAQs
Outsourced medical admins and virtual assistants improve patient care by removing the administrative burden from your in-house team. When you offload tasks like claims processing, scheduling appointments, and healthcare data entry to a virtual partner, your local staff can focus entirely on the patient in front of them.
Is It Safe to Outsource Medical Billing and Patient Data?
Yes, it’s safe, provided your partner utilizes strict cybersecurity measures and HIPAA-compliant outsourcing protocols. It’s critical to ensure that any external team accessing your electronic medical records or patient portals is fully trained in data privacy.
What Tasks Can a Virtual Medical Assistant Handle?
A qualified virtual assistant from a company like Hello Rache can handle a vast array of tasks. This includes:
- Outbound calls for follow-ups
- Prior authorizations
- Referral processing
- Prescription refills
- And more
