Five remote roles that take the administrative and documentation load off your providers and front desk. Each one is matched to your specialty, trained on your EHR and protocols, and supervised through agreed escalation paths.
Best for: Physicians, practice managers and multi-provider groups whose support staff are stretched.
Engage the whole area as a single programme, or start with the one service that is costing you the most time today.
A trained medical assistant on your team — working remotely, inside your systems.
Virtual medical assistants take the administrative load off providers and front-office staff: chart prep, inbox and refill queues, prior authorizations, referrals and patient follow-up. Each assistant is matched to your specialty, trained on your EHR and protocols, and supervised through agreed escalation paths.
Best for: Physicians, practice managers and multi-provider groups whose support staff are stretched.
Engage the full scope or pick the functions you need. Each item below can be included, excluded or phased in your proposal.
- 01Pre-visit chart preparation: history, outside records, labs and open care gaps.
- 02Provider inbox management: patient messages, results routing and task follow-up.
- 03Prescription refill requests prepared for provider approval.
- 04Prior authorization and referral submission, tracking and follow-up.
- 05Patient callbacks, reminders and post-visit instructions through approved scripts.
- 06Lab, imaging and specialist report retrieval, filing and routing.
- 07Demographic and insurance updates in the EHR and practice-management system.
- 08Care-program tasks such as CCM and RPM outreach, time logs and documentation.
- Role profile and task list
- Workflow and escalation map
- Daily task log
- Quality review cadence
- Coverage and backup plan
Every metric gets an agreed definition, denominator and reporting period before we compare performance.
- Inbox turnaround
- Refill and prior-auth cycle time
- Chart-prep completion
- Task accuracy
- Provider after-hours work (self-reported)
We map each provider's day, define the task queues and boundaries, train the assistant in your EHR and launch with a shadow period before the full handoff.
- 01Map provider workflow
- 02Define queues & boundaries
- 03EHR & protocol training
- 04Shadow period
- 05Full handoff & reviews
Finish the note before the patient leaves — not after dinner.
Virtual medical scribes document encounters in real time or from recorded visits, directly in your EHR. Providers stay focused on the patient in front of them, and notes are ready for review and signature the same day.
Best for: Physicians, NPs and PAs in primary care, specialty clinics, urgent care and telehealth.
Engage the full scope or pick the functions you need. Each item below can be included, excluded or phased in your proposal.
- 01Real-time scribing over secure audio or video during the visit.
- 02Asynchronous documentation from recorded encounters.
- 03HPI, review of systems, exam findings, assessment and plan drafted to your templates.
- 04Orders, referrals and follow-up instructions queued for provider sign-off.
- 05Specialty-specific templates and macros maintained with each provider.
- 06End-of-day open-chart checks so nothing is left unsigned.
- 07Coverage for in-person, telehealth and hybrid clinic days.
- Provider–scribe pairing
- Note templates
- Turnaround agreement
- Note-quality audits
- Backup coverage plan
Every metric gets an agreed definition, denominator and reporting period before we compare performance.
- Note turnaround
- Open charts at day end
- Provider edits per note
- Template adherence
- Coverage fill rate
We pair a scribe with each provider and specialty, set up secure audio and EHR access, build note templates together, run supervised encounters and then move to full coverage with regular note-quality reviews.
- 01Pair scribe & provider
- 02Secure audio & EHR access
- 03Build templates
- 04Supervised encounters
- 05Ongoing quality review
Every call answered, every patient given a clear next step.
Virtual receptionists answer, schedule, route and follow up — during business hours, over lunch and after hours where contracted. We align agents, scripts, routing and documentation with how your practice already works.
Best for: Call-heavy practices, patient access directors and multi-location operations leaders.
Engage the full scope or pick the functions you need. Each item below can be included, excluded or phased in your proposal.
- 01Inbound reception, appointment scheduling, rescheduling and confirmations.
- 02Message taking and secure routing to the right team member.
- 03Referral intake, administrative navigation and outreach for incomplete information.
- 04Billing inquiries, balance explanations and routing to authorized specialists.
- 05Behavioral-health practice reception with appropriate scripts and escalation.
- 06Approved callback queues, overflow handling and after-hours coverage where contracted.
- 07Agent training, call dispositions, quality reviews and supervisor escalation.
- 08CRM/EHR documentation and handoff to clinical or revenue teams.
- Staffing and coverage plan
- Call scripts
- Quality scorecard
- Queue ownership
- Escalation directory
- Monthly performance review
Every metric gets an agreed definition, denominator and reporting period before we compare performance.
- Answer speed
- Abandonment
- Callback completion
- First-contact resolution
- Scheduling conversion
- Quality score
We map call reasons and volumes, write scripts and escalation paths, train the assigned team, and validate real scenarios before go-live.
- 01Map call reasons & volumes
- 02Scripts & escalation
- 03Train the team
- 04Validate scenarios
- 05Go live
Keep every provider's schedule full and every appointment confirmed.
We run centralized scheduling for single practices and multi-location groups — booking, rescheduling, confirmations, waitlists and recalls — built around each provider's templates and rules.
Best for: Clinics, specialty practices and multi-location groups that want one scheduling desk.
Engage the full scope or pick the functions you need. Each item below can be included, excluded or phased in your proposal.
- 01New and established patient booking from phone, portal and web requests.
- 02Provider template management, block rules and visit-type mapping.
- 03Confirmations, reminders and rescheduling to reduce no-shows.
- 04Waitlist management and cancellation backfill.
- 05Recall and annual-visit campaigns, including wellness-visit due lists.
- 06Referral scheduling and pre-visit requirements: authorizations, forms and records.
- 07Multi-location calendar coordination and overflow coverage.
- Scheduling rulebook
- Visit-type map
- Queue ownership
- Recall calendar
- Monthly utilization report
Every metric gets an agreed definition, denominator and reporting period before we compare performance.
- Schedule fill rate
- No-show rate
- Lead time to appointment
- Backfilled cancellations
- Abandoned scheduling calls
We document each provider's scheduling rules, configure visit types, take over queues in stages and review fill rate and no-shows with you every month.
- 01Document scheduling rules
- 02Configure visit types
- 03Staged queue takeover
- 04Backfill & recall
- 05Monthly review
Complete, accurate charts that are ready for coding and review.
Documentation specialists handle the record work behind the visit — transcription, note-completion support, EHR data entry and documentation-improvement queries — so charts are complete and ready for billing.
Best for: Practices, groups and facilities with documentation backlogs or high note volumes.
Engage the full scope or pick the functions you need. Each item below can be included, excluded or phased in your proposal.
- 01Medical transcription and dictation clean-up into your EHR templates.
- 02Clinical note-completion support and open-chart follow-up.
- 03EHR data entry: problem lists, medications, allergies, histories and outside records.
- 04Clinical documentation improvement (CDI) queries routed to providers.
- 05Quality-measure and registry data abstraction.
- 06Document indexing, scanning and records requests.
- 07Coding-readiness review before charge entry, within your agreed review model.
- Documentation baseline
- Query templates
- Backlog plan
- Turnaround agreement
- Quality audit results
Every metric gets an agreed definition, denominator and reporting period before we compare performance.
- Open-chart backlog
- Documentation turnaround
- Query response rate
- Data-entry accuracy
- Charts coding-ready at first review
We audit a sample of charts, agree documentation standards and query rules, clear the backlog in priority order and then hold to an agreed turnaround.
- 01Sample chart audit
- 02Agree standards & queries
- 03Clear the backlog
- 04Agreed turnaround
- 05Quality reviews
Organizations that usually start in Virtual Medical Staff.
The questions practices raise most often across Virtual Medical Staff.
Virtual assistants handle administrative and support tasks within your protocols. Clinical judgement, triage and prescribing stay with licensed staff; any clinical-support duties are defined and supervised as agreed in the engagement.
Yes. An engagement can address one workflow, a defined project or an ongoing delivery function. Additional services can be scoped as your requirements evolve.
Pricing depends on scope, volume, staffing, coverage, complexity and third-party costs. We provide a proposal that separates implementation, recurring services and optional work.
Yes. Carevory is HIPAA compliant. We sign a Business Associate Agreement before anyone on our team accesses protected health information, work only inside the systems you authorize, and cover subcontractor arrangements too.
The treating provider always reviews, edits and signs. Scribes document what the provider says and does; they do not make clinical decisions or enter orders without the provider's authorization.
Receptionists follow approved routing and emergency scripts. Clinical triage is provided only through separately defined qualified clinical staffing and protocols.
No. We work in your practice-management system or EHR scheduler where access is available, so patients keep booking the way they do today.
No. Specialists transcribe, format, enter and query. Any change to clinical content is made or approved by the treating provider.
Tell us what is slowing your organization down. We will help define a focused starting point and the reporting that comes with it.
Business inquiries only. Please don't include patient information.