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How It Works

Build Your Virtual Team With Healthcare Virtual Assistants ®

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How Hello Rache Healthcare Virtual Assistants Work

Hire a dedicated Healthcare Virtual Assistant in just a few simple steps. Hello Rache handles recruiting, training, and matching so your practice can focus on patient care.

  • Tell Us Your Staffing Needs
    Schedule a call and tell us what tasks you want to delegate: scheduling, insurance verification, patient communication, medical documentation, and more.
  • We Match You With a Healthcare Virtual Assistant
    We match your practice with a HIPAA-trained Healthcare Virtual Assistant based on your specialty, workflow, and system requirements.
  • Your Assistant Integrates With Your Practice
    Your assistant works inside your systems and supports your team with daily administrative and operational workflows.
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4 Ways a Healthcare Virtual Assistant® Supports Your Medical Practice

Live Medical Scribing & Charting

Your Healthcare Virtual Assistant can join patient visits virtually and document encounters in real time, helping providers complete charts faster and reduce after-hours documentation.

Patient Calls, Referrals & Insurance Verification

Your Healthcare Virtual Assistant can handle phone calls, referral coordination, prior authorizations, insurance verification, appointment confirmations, and other daily office tasks.

Medical Transcription

Upload dictation securely and your Healthcare Virtual Assistant will transcribe and enter documentation directly into your patient charts or EMR system.

Custom Administrative Support

Every practice is different. Your Healthcare Virtual Assistant can be trained to support the specific workflows, systems, and operational needs of your clinic.

Common Tasks Healthcare Virtual Assistants Handle

Appointment Scheduling and Calendar Management

  • Book new patient appointments

  • Reschedule or cancel visits

  • Manage provider calendars

  • Send appointment confirmations and reminders

Answering Patient Calls and Messages

  • Handle incoming phone calls

  • Respond to patient emails and portal messages

  • Provide clinic information (hours, services, location)

  • Route urgent concerns to clinical staff.

Managing Electronic Medical Records (EMR/EHR)

  • Update patient demographics and medical histories

  • Upload lab results and documentation

  • Maintain accurate patient charts

Insurance Verification

  • Verify patient insurance coverage before appointments

  • Check co-pays, deductibles, and eligibility

  • Confirm network participation

Medical Billing Support

  • Prepare and submit insurance claims

  • Track claim status and reimbursements

  • Assist with claim denials and appeals

Patient Follow-Ups

  • Call or message patients after appointments

  • Check on treatment adherence

  • Schedule follow-up visits or tests

Prescription Refill Coordination

  • Receive refill requests from patients

  • Send requests to the physician for approval

  • Coordinate with pharmacies

Medical Transcription / Documentation

  • Take notes during consultations (virtual scribing)

  • Convert audio notes into structured medical records

  • Update charts after appointments

Referral Coordination

  • Arrange specialist referrals

  • Send medical records to other providers

  • Schedule tests, imaging, or lab work

Patient Intake and Registration

  • Collect new patient information

  • Verify personal details and insurance

  • Upload intake forms into the system

Lab and Test Result Coordination

  • Notify patients when results are available

  • Schedule follow-up appointments if required

  • Route abnormal results to providers for review

Telehealth Appointment Support

  • Send telemedicine links and instructions

  • Ensure patients complete pre-visit forms

  • Assist patients with technical issues before the visit

Data Entry and Reporting

  • Enter patient data into practice management systems

  • Generate operational reports (appointments, billing, patient flow)

    Clean data helps practices analyze performance and improve workflows.

Inbox and Email Management

  • Organize physician inboxes

  • Filter patient communications

  • Flag urgent messages

Medical Research or Administrative Support

  • Research clinical guidelines or drug information

  • Prepare documents or reports for physicians

  • Assist with presentations or administrative paperwork

A Workflow Example With A Healthcare Virtual Assistant ®

A healthcare virtual assistant® (HVA) can be accessed via tablet or laptop. Here’s an example of how you can take your HVA along to live chart in the patient exam room:

Start video session with HVA on your preferred device

Enter room; Introduce HVA to patient and explain the reason for their presence

Conduct visit with patient as usual (your HVA will listen in and live chart as you go)

Place device in strategic location so HVA can view the patient encounter

After the visit, you may review information with your HVA and add additional details to the chart as needed

At the end of your session, you may clarify any questions your HVA may have

Review the notes and sign off

You just saved Hours of your day!

FLAT-RATE PRICING

$9.50

PER HOUR
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No commitment • Cancel anytime

Simple, Transparent Pricing

No setup fees, no long-term contracts. Pay only for the hours you use.
Registered Healthcare Professionals
HIPAA Certified & Trained
Same Assistant Every Day
Any EMR/EHR System
Weekly Billing (No Contracts)
No Setup Fees
Cancel Anytime
Pick & Choose Who To Work With
Scale Up or Down as Needed
Access To Time Tracking & Monitoring

Discover what Hello Rache can do for you and your practice

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