Stop Playing Phone Tag. Let Us Handle Patient Comms.
Doctors should be treating patients, not battling secure message portals. Delegate your appointment reminders, portal triage, and patient follow-ups to a HIPAA-trained Virtual Assistant—overseen by a dedicated Project Manager at no extra cost.
Secure Patient Portal
Live Clinic Communications
Patient Message: M. Davis
Refill Request: J. Smith
Telehealth Prep
Proficient in Top EHR & Secure Comms Platforms
Stop Drowning in the Patient Portal
Your clinical staff should be focusing on patient care, not resetting patient portal passwords or making 15 outbound calls to fill a cancelled slot. Delegate the operational friction to a specialized Virtual Assistant.
Secure Inbox Triage
Monitoring your EHR portal or secure texting app (Spruce, Klara). Answering basic logistical questions, assisting with portal access, and escalating clinical concerns directly to providers.
Waitlist & Cancellation Recovery
When a patient cancels last minute, the VA immediately contacts the waitlist via phone or secure text to fill the slot, protecting your daily revenue.
Telehealth Coordination
Ensuring smooth virtual visits. The VA emails or texts secure links (Doxy.me, Zoom) to patients and assists older patients with technical troubleshooting before the doctor logs on.
Refill & Lab Routing
Filtering inbound faxes and pharmacy requests. The VA attaches the request to the correct patient chart and tasks the prescribing provider for approval.
Outbound Follow-ups
Making polite, professional outbound calls to remind patients of upcoming appointments, chase down missing intake forms, or inform them that lab results are ready for review.
Document Uploads & Indexing
Taking raw scans or faxes (IDs, insurance cards, external records) and correctly categorizing and uploading them into the patient's digital chart for easy provider access.
Strict Compliance
VAs operate strictly within your secure portals via VPNs and follow clean-desk data policies.
No BPO Minimums
Medical call centers charge huge retainers. Pay a flat hourly rate strictly for admin execution.
Centralised Tracking
Transparent time reporting shows exactly how long patient follow-ups and portal triage took.
Single Point of Contact
Share your clinic's SOPs with your PM; they instruct the VA on exact communication protocols.
Protect Patient Privacy & Reduce Burnout
Providers are suffering from "inbox fatigue"—spending an extra 1-2 hours every evening just clearing out non-clinical patient messages. Unsecure SMS texting puts your entire practice at risk of HIPAA fines.
With Sagedoer, you partner with a specialized Healthcare Communications VA overseen by one dedicated project manager. We combine polite patient interactions with strict adherence to privacy rules—protecting your license and your time at absolutely no extra charge.
- Eliminate "phone tag" with proactive messaging
- Zero Wasted Time forcing nurses to do basic scheduling
- Keep your schedule full by rapidly addressing cancellations
How Our Managed Healthcare Ops Work
Four steps to delegating your clinic's communication flow.
Submit Requirements
Provide role-based access to your EHR portal, secure texting app (e.g., Spruce), and your clinic SOPs.
Establish Strategy
Our PM reviews your security protocols, sets up escalation paths for clinical questions, and briefs the VA.
Expert Execution
Your PM supervises the VA as they triage portal messages, route lab requests, and send appointment reminders.
Billed For Output
We track and charge solely for the VA's active administrative hours. PM QA is completely free.
Simple, Transparent Pricing
Scale your clinic's administrative capacity without expensive local payroll. Pay strictly for productive communication hours.
Part-Time
20 Hours Per Week
Est. $560 USD / Month (4 Weeks)
- Pay only for active admin hours
- Dedicated Project Manager
- Free QA & workflow review
- Zero software or platform fees
Full-Time
40 Hours Per Week
Est. $960 USD / Month (4 Weeks)
- Pay only for active admin hours
- Dedicated Project Manager
- Free QA & workflow review
- Zero software or platform fees
Frequently Asked Questions
Security is paramount. We require VAs to operate strictly within your provided, secure cloud environments (e.g., accessing your EHR via a secure web portal or VPN, using designated VoIP apps like RingCentral). We enforce clean-desk policies, meaning no Patient Health Information (PHI) is ever downloaded or saved to local devices. Furthermore, all VA activity is monitored by our management software.
Absolutely not. This is strictly an administrative and logistical role. The VA handles scheduling, gathering forms, sending telehealth links, and answering basic, non-clinical FAQs (like directions or pricing). Any message requiring clinical judgment, medication advice, or symptom triage is immediately escalated and routed to the provider.
No. Sagedoer's pricing model is entirely based on the VA's logged working hours ($6-$7/hr). Standard setup, platform familiarization, and the QA oversight by the Project Manager (like spot-checking that the VA is using the correct macro for appointment reminders) are completely free.
Yes. If you provide them with a VoIP extension (like RingCentral or Dialpad) and proper guidelines, the VA can make professional outbound calls to remind patients of upcoming appointments or politely ask them to complete missing intake forms prior to their visit.
Ready to clear the patient portal?
Stop losing your clinical time to administrative messages and scheduling tetris. Reach out to Sagedoer today.
Inquire About Admin Ops
Fill out the form below, and our Project Manager will coordinate your workflow promptly.