Focus On Patient Recovery & Clinical Care While We Run Your
VOB Verifications, Kipu EMR Intakes & Utilization Review
Stop losing clinical therapists and facility directors to hours on hold with commercial payors, chasing insurance Verification of Benefits (VOB), transcribing intake assessments, tracking detox bed census, and assembling concurrent review dossiers. Sagedoer provides Managed Rehabilitation Virtual Assistants supervised by a dedicated Project Manager at $0 management fees.
Why Addiction & Physical Rehab Directors Partner With Us
Your licensed medical providers, addiction counselors, and physical therapists belong in individual sessions, group dynamics, and patient rounds—not trapped in endless phone queues with insurance adjusters or sorting out medical consent faxes.
Verification of Benefits (VOB) & Pre-Auths
Eliminate admit delays and uncompensated care. We verify commercial and public insurance policies in real time (deductible met, out-of-pocket max, pre-cert requirements, detox vs. residential coverage, RTC/PHP/IOP benefit limits) through Availity, Waystar, and direct payor calls.
Kipu EMR, Sunwave & Intake Charting
Keep your clinical records flawless and audit-ready. We create incoming patient pre-admit files, transcribe biopsychosocial intake questionnaires, upload identification and releases of information (ROI), and track vital assessment deadlines inside Kipu, Sunwave, or AdvancedMD.
Utilization Review (UR) Packet Preparation
Maximize authorized Length of Stay (LOS). We compile daily clinician nursing notes, toxicology screens, medication administration records (MAR), and symptom severity reports, mapping patient progress to ASAM Criteria dimensions for your UR team's concurrent reviews.
Census Management & Intake Coordination
Keep beds filled and transitions organized. Your VA maintains real-time facility census trackers, coordinates incoming patient travel logistics, tracks scheduled discharge dates, and communicates bed openings across admissions, nursing, and executive leadership teams.
Medical Records, ROI & JCAHO/CARF Prep
Maintain strict regulatory audit readiness. We process incoming and outgoing medical record release requests, verify compliant 42 CFR Part 2 patient consent forms, log legal disclosures, and assemble historical treatment charts for Joint Commission or CARF accreditation reviews.
Dedicated Project Manager ($0 Fee)
Zero facility administrative micromanagement. Your dedicated Sagedoer Project Manager oversees daily VA execution, conducts random audits on VOB accuracy and chart completeness, and guarantees strict turnaround SLAs at no extra charge.
EMRs, Clearinghouses & Admissions Tools We Master
We integrate natively into your behavioral health EMRs, payor portals, telehealth suites, and compliance storage vaults.
What Your Rehabilitation VA Executes Daily
We handle the grueling insurance phone queues, benefit verifications, chart assembly, and census tracking so your clinical staff can deliver uncompromised patient recovery.
VOB & Insurance Admittance Ops
- Real-Time Benefit Verification: Calling commercial payors and checking clearinghouses (Availity, Waystar) for in-network vs. out-of-network benefits, copays, and co-insurance.
- Pre-Certification & Pre-Auth: Submitting clinical pre-admit forms and securing initial medical necessity authorizations for Inpatient Detox or Residential care.
- Financial Responsibility Worksheets: Calculating estimated patient out-of-pocket costs, deductibles, and co-pays to prepare financial agreement sheets for admissions.
- Single Case Agreement (SCA) Support: Gathering documentation and communicating with out-of-network insurance adjusters to negotiate temporary facility SCAs.
EMR Intake, Charting & Census Logs
- Kipu & Sunwave Profile Setup: Entering patient demographic data, insurance ID cards, emergency contacts, legal guardians, and referring physician details.
- Daily Census Reconciliation: Updating active patient rosters across Detox, RTC, PHP, and IOP tracks, verifying room and bed assignments against admissions logs.
- Clinical Documentation Reminders: Flagging missing master treatment plans, unsigned nursing assessments, or overdue physician physical exams in the EMR.
- SOAP & BIRP Note Formatting: Transcribing counselor audio dictations into standardized clinical progress note formats ready for practitioner sign-off.
UR Dossiers, Discharges & Compliance
- Concurrent Review Support: Extracting nursing logs, CIWA/COWS withdrawal scores, and therapy attendance records to build evidence packs for payor reviews.
- Peer-to-Peer Hearing Scheduling: Coordinating doctor-to-doctor review appointments between your medical director and insurance medical reviewers.
- Discharge & Step-Down Documentation: Assembling discharge summaries, aftercare referrals, sober living arrangements, and outpatient group schedules.
- 42 CFR Part 2 & ROI Processing: Reviewing and logging release of information requests from attorneys, disability adjusters, and outside healthcare providers.
A Frictionless 4-Step Process
From onboarding your rehab facility's EMR and payor protocols to autonomous daily execution with zero management overhead.
Submit Requirements
Share your facility type (Detox, RTC, PHP, IOP, Physical Rehab), EMR software (Kipu, Sunwave, CareLogic), average bed census, and administrative backlog.
Finalise the Deal
Your dedicated Sagedoer Project Manager reviews your clinical workflow, executes comprehensive HIPAA Business Associate Agreements (BAAs), and tailors onboarding SOPs.
Expert Execution
Delegate VOB calls, pre-admit chart entry, census logging, and UR documentation prep. Your dedicated PM monitors speed, accuracy, and compliance.
Pay Only for Output
We track and bill exclusively for the VA's actual productive hours. Your dedicated Project Manager's daily supervision and QA reviews are completely free.
Traditional Freelance Portals vs. Sagedoer
Why addiction treatment centers, physical rehab clinics, and behavioral health facilities choose our managed model over unvetted solo contractors.
| Feature | Traditional Freelance Portals | The Smart Choice: Sagedoer |
|---|---|---|
| Platform & Management Fees | Up to 40% hidden markups, job bidding fees, and monthly platform tiers | 0% Hidden Fees. Pay strictly for productive hours. |
| Daily Team Management | Clinical directors must personally train, supervise, and inspect solo contractors between rounds | Dedicated Project Manager acts as your single point of contact |
| Rehab & Behavioral Health Literacy | Generic VAs unaware of VOB fields, ASAM criteria, Kipu EMR, pre-certifications, or CIWA scales | Internally vetted talent trained in healthcare intake, insurance verification, and EMR ops |
| Hiring & Deployment Speed | Weeks lost testing candidate accuracy while patient admits wait and census slips | Rapid deployment. Matched with an experienced healthcare VA in 24-48 hrs |
| Billing & Invoicing | Disjointed multi-contractor invoices with foreign exchange markups | Simple, centralized, transparent USD invoicing |
| Staff Turnover & Disruptions | Start over completely when a solo contractor vanishes right during a weekend intake surge | Seamless internal bench backup coverage with zero facility disruption |
Simple, Predictable Hourly Pricing
No lock-in contracts, setup fees, or agency placement retainers. Dedicated Project Manager included at zero extra charge.
Est. $560 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
Est. $960 USD / Month (4 Weeks)
- Pay only for hours of pure work
- Dedicated Project Manager included
- Free management supervision
- Zero setup or onboarding fees
- No monthly membership charges
What Rehab Center Directors & Facility Owners Say
Real experiences from residential addiction facilities, PHP/IOP program managers, and physical rehabilitation directors.
"We operate a 45-bed residential addiction recovery facility. Getting accurate VOBs back from commercial payors in time for same-day detox admits was a constant crisis. Our Sagedoer VA turns around full benefit breakdowns in under 25 minutes."
"Our Utilization Review team was drowning in concurrent review paperwork. Our VA gathers nursing vitals, CIWA withdrawal charts, and group attendance logs in Kipu EMR ahead of every payor check-in. Our average authorized length of stay increased by 4 days."
"The dedicated Project Manager is phenomenal. When our state licensing board and CARF conducted an unannounced joint inspection, our PM ensured all ROI consent forms and staff credential records were compiled and indexed within an hour."
"Hiring an in-house intake coordinator in Florida costs $55,000+ plus benefits, and turnover is brutal. At $6/hour for full-time support, Sagedoer handles our census management, pre-admit chart staging, and medical records requests with zero downtime."
"We operate a 45-bed residential addiction recovery facility. Getting accurate VOBs back from commercial payors in time for same-day detox admits was a constant crisis. Our Sagedoer VA turns around full benefit breakdowns in under 25 minutes."
"Our Utilization Review team was drowning in concurrent review paperwork. Our VA gathers nursing vitals, CIWA withdrawal charts, and group attendance logs in Kipu EMR ahead of every payor check-in. Our average authorized length of stay increased by 4 days."
Questions Rehabilitation Center Directors Ask
Direct, realistic answers addressing HIPAA/42 CFR Part 2 privacy, VOB speed, EMR permissions, and UR support.
Deploy Your Rehabilitation VA in 24-48 Hours
Submit your facility needs below or connect directly to review your upcoming VOB intake volume, EMR charting backlogs, and utilization review workflows.