Stop Leaking Revenue.
Capture Every Referral.
Every lost referral is a lost patient. Offload eFax triage, outbound patient scheduling, and insurance authorizations to expert Referral Coordination VAs. Managed by a dedicated PM at zero platform fees.
↑40%
Referral Conversion
100%
HIPAA Compliant
70%
Cost Reduction
Quality Assurance
EHR Data Audited by Master PM
Complete Referral Lifecycle Management
Your clinical staff should be treating patients, not chasing down PCPs for medical records. Let our managed VAs handle the intake pipeline.
Inbound Triage & eFax
Monitoring Updox, RingCentral, or digital fax lines. Triaging incoming referrals, ensuring all required clinical notes are attached before processing.
Patient Scheduling Outreach
Executing relentless outbound calls to referred patients. Booking the appointment, explaining clinic policies, and sending digital intake forms prior to the visit.
EHR Data Entry
Building the patient chart. Accurately entering demographics, insurance details, and attaching the referring provider's clinical notes directly into Athenahealth, Epic, or eCW.
Insurance Verification (VOB)
Verifying active coverage via Availity or payer portals. Initiating basic Prior Authorizations for specialist consults to ensure you get paid for the visit.
Outbound Referral Tracking
For PCPs: Generating referral letters, sending them to the specialist, and following up to ensure your patient was seen and consult notes were returned.
Strict Clinical Boundaries
Our VAs handle the administrative burden, not clinical triage. Your Project Manager ensures strict adherence to your practice protocols.
Discuss Your WorkflowsThe Clinic Tech Stack
Proficient in Top EHR & Fax Tools
Our VAs hit the ground running. You just grant them secure, role-based access to the software your practice already uses.
The Smart Choice for Medical Practices
Why clinic managers choose Sagedoer's managed model over hiring random freelancers off standard platforms.
Freelancer Platforms
HIPAA & Security Risks
Unvetted freelancers accessing Protected Health Information (PHI) from unsecure networks.
Clinical Context
Lack of medical context; they may misinterpret referral codes or attach notes to the wrong chart.
Management Burden
Your practice manager must constantly train them on the EHR and audit their data entry.
Reliability
Freelancers take unexpected time off, leaving urgent referrals sitting in the fax queue.
Managed Intake VA
HIPAA & Security Risks
Internally vetted. Strict clean-desk policies and VPN protocols. Zero PHI extraction allowed.
Clinical Context
Trained specifically in medical terminology, patient interaction, and EHR navigation.
Management Burden
Dedicated PM handles all delegation, EHR training, and chart auditing for free.
Reliability
Seamless internal replacements. Your referral pipeline never falls behind schedule.
Seamless Clinic Onboarding
Get an expert administrative coordinator integrated into your practice in days.
Submit Requirements
Share your EHR platform, eFax system, VoIP provider, and daily referral volume.
Finalise the Strategy
Our Project Manager reviews your setup, signs Business Associate Agreements (BAAs), and assigns the VA.
Expert Execution
Your VA starts calling patients and updating charts. The PM audits recorded calls initially to ensure tone and accuracy.
Pay Only for Output
We log and charge exclusively for the VA's actual working time. The PM's oversight is completely free.
Transparent, High-ROI Pricing
Convert more referrals into booked appointments without massive in-clinic payroll overhead.
Part-Time
20 Hours Per Week
Est. $560 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free call script auditing
- Zero setup or onboarding fees
- No monthly membership charges
Full-Time
40 Hours Per Week
Est. $960 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free call script auditing
- Zero setup or onboarding fees
- No monthly membership charges
Frequently Asked Questions
Yes. We highly recommend providing the VA with an extension or sub-account on your existing VoIP system (like RingCentral, Nextiva, or Dialpad). This ensures that when the VA calls a patient to schedule an appointment, the caller ID displays your clinic's familiar name and number, maintaining trust and increasing answer rates.
Yes. Sagedoer acts as a business associate to your practice. We will sign standard BAAs to ensure full compliance with HIPAA regulations regarding the handling of Protected Health Information (PHI) during the referral processing and data entry phases.
Both. While their primary job is to contact and schedule the referred patient, they also interact with the referring clinic. If a fax comes over missing demographics or clinical notes, the VA will call the referring doctor's front desk to track down the missing information so the patient can be seen.
The PM acts as your quality assurance layer. Instead of you micromanaging the VA, you give your scheduling protocols to the PM. The PM trains the VA on your specific tone, audits their EHR notes for clarity, and periodically reviews call logs to ensure they sound empathetic and professional. This oversight is provided at zero extra cost.
Convert your referral pipeline.
Contact us to discuss your clinic's inbound volume and bottlenecks. We can integrate a highly-trained VA into your EHR rapidly.
Request an Ops Audit
Fill out the form below and a PM will reach out shortly.