Spend More Time Fitting Patients.
Zero Administrative Friction.
Stop losing clinical hours to L-code prior authorizations, physician chart chasing, and OPIE/Nymbl intake backlogs. Delegate patient coordination, DMEPOS verification, and lab tracking to expert Orthotist Virtual Assistants overseen by a free dedicated project manager.
O&P Operations Dispatch
Dedicated Project Manager + VA
-65% Wait
Proactive physician chasingUp to 70%
Free Project ManagerPre-Trained in Orthotic & Prosthetic Software
No generic data-entry temps. Our VAs arrive experienced in specialized O&P EMRs, insurance portals, and fabrication coordination platforms.
What Your Orthotist Virtual Assistant Handles Daily
Free your certified orthotists (CO / CPO) to scan, cast, and fit patients while our managed team handles the time-draining back-office logistics.
Prior Authorization & L-Code Verification
Prevent costly claim rejections. Our VAs verify insurance benefits and assemble pre-auth packets before fabrication begins.
- Eligibility Checks: Deductibles, max out-of-pocket, and DMEPOS coinsurance.
- Prior Auth Submission: Aetna, BCBS, UHC, Medicare Advantage, and Medicaid.
- L-Code Specific Criteria: Verifying policy medical necessity guidelines (AFOs, KAFOs, TLSOs).
- Authorization Tracking: Calling payers to expedite pending determination dates.
Physician Records & DWO Coordination
Collect compliant doctor notes, Detailed Written Orders (DWOs), and Certificates of Medical Necessity (CMNs) without phone tag.
- Referral Intake: Reviewing orthopedist, physiatrist, and neurologist scripts.
- DWO & Prescription Chasing: Proactive faxes and phone follow-ups with MD offices.
- Chart Completeness Audits: Checking for face-to-face notes, diagnoses, and physician signatures.
- Document Indexing: Renaming and attaching signed clinical charts into OPIE/Nymbl.
Central Fab & WIP Pipeline Management
Never have a patient arrive for a delivery appointment before their custom orthosis has arrived from central fabrication.
- WIP Queue Monitoring: Tracking casting, scanning, fab order, and delivery states.
- Central Fab Liaison: Confirming scan receipt with fabrication vendors.
- Package Tracking: Logging inbound device shipments with FedEx/UPS tracking IDs.
- Delivery Prep: Alerting the clinical team once the finished orthosis is unpacked.
Patient Intake, Scheduling & Recalls
Keep your clinical calendar optimized with smooth casting appointments, delivery fittings, and routine pediatric checkups.
- Appointment Booking: Evaluations, adjustments, castings, and delivery fittings.
- Appointment Reminders: Automated & live phone/SMS confirmations to reduce no-shows.
- Pediatric Outgrowth Recalls: Proactive follow-ups for cranial bands & pediatric AFOs.
- New Patient Registration: Digital intake forms, HIPAA releases, and ID collection.
Billing Prep, Invoicing & AR Support
Accelerate revenue cycle management by auditing delivery documentation and preparing accurate claims.
- Proof of Delivery (POD): Auditing signed patient delivery receipts & warranty forms.
- Claim Cleanliness Checks: Matching modifiers (RT, LT, KX) with L-codes prior to submission.
- Patient Responsibility Collects: Estimated co-pay explanations and balance statements.
- Denial Initial Review: Identifying missing modifier or documentation rejection causes.
OTS Inventory & Supplier Tracking
Maintain healthy clinic stock of off-the-shelf braces, diabetic shoe inserts, and orthotic strapping materials.
- OTS Brace Reordering: Tracking stock levels for Breg, DonJoy, Allard, and Ottobock.
- Diabetic Shoe (A5500) Orders: Logging custom insert orders and physician certifications.
- Supplier Invoice Matching: Matching purchase orders against supplier invoices.
- Patient Inquiries: Answering general wear-and-care questions and directing clinical issues.
The 4-Phase SageDoer Managed Model
A dedicated remote workforce with zero management overhead. We supervise, audit quality, and track productive hours so you can focus on patient care.
Submit Requirements
Share your specific clinic needs, EMR software (OPIE, Nymbl, Brightree), and practice bottlenecks with us. Choose your preferred channel:
Finalise The Deal
Our dedicated project manager will promptly get back to you to review your goals, outline a tailored strategy, and finalise the partnership details.
Expert Execution
Your project manager takes full charge of operations, getting the work done seamlessly through our internal team of vetted O&P specialists.
Pay Only For Output
We log and charge exclusively for the virtual assistant's actual working time. Your dedicated project manager's supervision is completely free.
Traditional Freelancing vs. The Smart Choice
Why Orthotists and O&P practice managers choose SageDoer over chaotic gig platforms.
| Operational Metric | Traditional Platforms Upwork / Fiverr / Freelancers |
THE SMART CHOICE
SageDoer Managed
|
|---|---|---|
| Platform & Management Fees |
Up to 40% hidden
Hidden bidding fees, markups & memberships
|
0% Hidden Fees
Pay strictly for hours worked. Zero extra markups.
|
| Daily Team Management |
Heavy Clinician Burden
Practitioners must babysit and instruct staff
|
Dedicated Project Manager
Your single point of contact oversees daily workflow
|
| Quality Assurance |
Hit-or-Miss
Unverified claims, zero O&P healthcare literacy
|
Internally Vetted
Trained in DMEPOS, L-codes, and patient HIPAA protocols
|
| Hiring & Deployment Speed |
2-4 Weeks Wasted
Dozens of interviews, no-shows, and ghosting
|
Instant Delegation
Immediate match with vetted specialist within 24-48 hrs
|
| Billing & Invoicing |
Fragmented & Messy
Multiple fluctuating invoices, confusing currency fees
|
Unified Central Billing
Single, itemized USD invoice with consolidated time logs
|
| Staff Turnover & Backup |
Severe Clinic Backlog
Freelancer quits? Patient files stall instantly
|
Seamless Redundancy
Immediate replacement trained on your SOPs by our PM
|
Predictable Clinic Pricing. 0% Hidden Fees.
Cut back-office operational costs by up to 70% compared to local clinic hires. Pay strictly for productive work hours with guaranteed complimentary project management.
Targeted Clinic Support
Ideal for private orthotic practices needing prior auth assistance, scheduling, and document chasing.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision & QA audits
- Zero setup or onboarding fees
- No monthly membership charges
- Centralised weekly time tracking
Full Clinic Operations
A fully embedded administrative wing handling intake, EMR logs, DWOs, and central fab tracking.
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision & QA audits
- Zero setup or onboarding fees
- No monthly membership charges
- Instant, seamless backup staff replacement
Trusted by Certified Orthotists & Practice Owners
Real feedback from O&P clinics that eliminated administrative backlog with SageDoer.
"Our orthotists used to spend 2 hours every evening writing up prior auth appeals and chasing physician face-to-face notes. Our SageDoer VA took over OPIE and cut our auth turnaround in half."
"Finding administrative staff who understand L-codes, DWOs, and DMEPOS LCD guidelines is nearly impossible locally. SageDoer provided someone fluent in Nymbl within 48 hours."
"The free dedicated project manager is the best part. I talk to one manager on WhatsApp who audits everything. I don't micromanage. It saved our clinic over $2,400 monthly."
"We were having huge issues with delivery fittings where custom devices hadn't arrived from central fab yet. Our VA now tracks every single lab order and FedEx package."
"Our orthotists used to spend 2 hours every evening writing up prior auth appeals and chasing physician face-to-face notes. Our SageDoer VA took over OPIE and cut our auth turnaround in half."
"Finding administrative staff who understand L-codes, DWOs, and DMEPOS LCD guidelines is nearly impossible locally. SageDoer provided someone fluent in Nymbl within 48 hours."
"The free dedicated project manager is the best part. I talk to one manager on WhatsApp who audits everything. I don't micromanage. It saved our clinic over $2,400 monthly."
"We were having huge issues with delivery fittings where custom devices hadn't arrived from central fab yet. Our VA now tracks every single lab order and FedEx package."
Frequently Asked Questions from O&P Clinics
Everything you need to know about compliance, software access, and day-to-day workflow management.
Streamline Your O&P Clinic Operations Today
Tell us about your clinic's administrative bottlenecks. Our dedicated project manager will review your software setup and outline a custom staffing plan within 4 hours.
Submit Your Practice Requirements
Fill out the brief form below and our project manager will respond within 4 hours.