Support Teams for Healthcare Practices

Clinical time is the only thing a practice sells, and administrative work is what consumes it. iFOVS places trained non-clinical support staff with medical, dental, therapy and allied health practices across the US, UK, Canada and Australia.

We place non-clinical staff only. Our people schedule, verify, chase, document and communicate. They do not assess, advise, triage or interpret anything clinical. That boundary is absolute, and any provider blurring it is creating risk for your licence, not just your practice.

Where practice time actually goes

Front-desk and back-office work in a healthcare practice is unusually heavy in tasks that are repetitive, rule-based, and yet consequential if done wrong:

• Appointment scheduling, confirmations and the recall list
• Insurance eligibility and benefits verification before the visit
• Prior authorisation submission and follow-up
• Claim status chasing and denial follow-up
• Patient statements and payment plan follow-up
• Referral coordination and records requests
• Inbox and voicemail triage into the right queue
• Data entry into the practice management system

None of this needs a clinician. All of it expands to fill whoever is nearest.

Roles we place in healthcare

Role	What they take off your plate
Insurance verification assistant	Eligibility, benefits, prior authorisations, and the reference number for every call
Practice assistant for therapists	Scheduling, intake paperwork, invoicing and reminders for behavioural health practices
Live chat and patient communication	Patient messages, portal queries and appointment changes in writing
Appointment setter	Recalls, reactivation of lapsed patients, and confirmation sequences that cut no-shows
Data entry and back office	Records, charting support, document indexing and reporting
Executive assistant	Calendar, correspondence and project follow-through for practice owners
Medical virtual assistant	Scheduling, intake, records requests and patient correspondence — non-clinical only
Medical billing assistant	Claim status chasing, denial follow-up and payment posting alongside your billing team

How we handle patient information

This is the part that decides whether offshore support is viable for a healthcare practice at all, so we are specific about it.

• NDA signed before any system access. No exceptions, no shared logins.
• Individually named accounts in your practice management system, with your permission model and your audit trail.
• Access logging, so who saw what is always answerable.
• Office-based work with controlled screens, not a laptop at a kitchen table.
• Minimum necessary access. Your assistant gets the permissions the role requires and nothing more.

On HIPAA specifically: covered entities in the US are generally required to have a Business Associate Agreement in place with vendors who handle protected health information. We will sign one. What we will not do is tell you that signing it makes the arrangement automatically compliant — your obligations depend on your own policies, your systems and how access is configured, and that is a conversation for you and your compliance advisor. Any provider who describes themselves as simply “HIPAA compliant” without that nuance is overstating it.

Frequently asked questions

Can they work in our EHR or practice management system?

Yes, with a named login you create. We place people with experience across common systems including SimplePractice, TherapyNotes, Jane, athenahealth, Kareo and Dentrix. Tell us yours and we recruit against it.

Will you sign a Business Associate Agreement?

Yes. Send us yours, or ask and we will provide one.

Can they speak to patients?

Yes, for non-clinical matters: scheduling, confirmations, billing questions, records requests. They are trained to route anything clinical to your staff immediately rather than attempt an answer.

Do they handle billing and coding?

They handle billing support — claim submission, status chasing, denial follow-up, patient statements. For coding specifically, tell us the certification level you need and we will screen for it.

Is offshore support appropriate for a small practice?

Often more so than for a large one. A solo practitioner is usually the person doing all of this after hours, which is exactly the work worth removing first.