Virtual Administration & Reception Service
Enhance your medical practice with virtual support
Virtual Administration & Reception
Our Virtual Administration and Reception team operate as a true extension of your onsite team, representing you and your practice. Our personal, prompt and professional staff provide the essential administration infrastructure for specialist doctors, delivering personalised services to support and enhance medical practices. We help to empower you to focus on your patients, not the hassle of running a practice.
Remove the administration burden
Reduce the cost of hiring
Improve patient experience
Get the experience
Personalised off-site team
Maximise efficiency
| Responsibilities include: | And they must have extensive knowledge and understanding of: |
· Phone answering · Taking and relaying messages · Scheduling appointments and surgeries · Sending appointment reminders and follow-up calls or emails · Performing database and file system management
· Typing correspondence and reports · Processing patient billing and medical insurance claims | · Medical terminology · Health insurance rules · Medical billing procedures · Medical practice workflows · Processes and procedures specific to your practice · Both doctor and patient needs |
We support all kinds of practices, from single-doctor practices to large multisite, multi-doctor practices.
- Our virtual reception services replicate administration tasks on-site using our off-site teams, through a process of careful on-boarding and training. Your Virtual Administration and Reception Team operates as a true extension of your onsite team, representing you and your practice:
- Bespoke and designed patient care and call answering
- Our goal is to complete the administration tasks triggered by a phone call
- Managing appointment bookings and rescheduling directly into your practice software
- Personal messages relayed via internal messaging, email, text or phone call
- After hours message recording service and follow up
- Support for patient and referred enquiries regarding your practice operations and services as well as general information
- For smaller practices our Virtual Administration Reception Service (VARS) includes managing inbound phone calls and all other administration duties
- For GP and larger specialist practices our Call Overflow Virtual Reception (COVR) service supports your front desk team
The Call Overflow Virtual Reception (COVR) service is limited to inbound calls, however our team can also provide other administration services, such as:
- End-to-end Theatre List and Admissions Management
- Management of correspondence, both electronic and paper (VARS)
- Sending appointment confirmation reminders via SMS and letters to new patients (VARS)
- Following up outstanding documentation such as referrals and results (VARS)
- Sending correspondence and reports (VARS)
- Processing patient billing and medical insurance claims (Billings+)
- Appointment diary management (VARS)
- Medical transcription (VoiceBox Intelligent Transcription)
Absolutely. Our Call Overflow Virtual Reception service (COVR) is an efficient option that improves front-desk efficiency, relieves staffing pressures and ensure a consistently positive experience for patients
Our staff are trained medical secretaries who are managed in small teams of 3 to 5 people, with a focus on patient care and oversight of healthcare workflows. All have a detailed knowledge of the practices they work with, and access to experience in Practice Management, Medical and Surgical Billings, the Healthcare Industry and private medical practice. Our Australian-based VARS and COVR teams are familiar with:
- Doctor and patient needs
- All leading medical practice software
- Medical practice workflows
- RACGP accreditation standards for call handling and triaging
- Australian Privacy Principles
- Medical terminology
- Medical and surgical billing procedures
- Processes and procedures specific to your practice
Disclaimers
Persons implementing any recommendations contained on this webpage must exercise their own independent skill or judgment or seek appropriate professional advice relevant to their own particular practice. Compliance with any recommendations will not in any way guarantee discharge of the duty of care owed to patients and others coming into contact with the health professional or practice. Avant and Avant Practice Solutions are not responsible to you or anyone else for any loss suffered in connection with the use of this information. Information is only current at the date initially published. © Avant Mutual Group Limited 2024.
