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Onboard in a day
We integrate with your existing calendar, phone system, and EHR/CRM in under 24 hours.
- Connect your scheduling software
- Train your dedicated VA on your workflows
- Go live with a monitored trial period
Services
Capture every new lead from the first call.
Specialists gather contact details, intake forms, and preferences before the first visit so your team can focus on the client from minute one.
Book a Free ConsultationHow it works
The intake process sets the tone for the entire client relationship. Our lead-intake specialists handle the data gathering quickly and accurately, reducing admin burden on your in-house team.
- Capture contact, insurance, and preference data on the first call
- Send intake forms and follow up to ensure completion
- Log all data directly to your CRM or EHR
- Qualify leads against your ideal-client criteria
The process
Live in five days.
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We handle every booking touchpoint
From first ring to post-visit follow-up, your VA manages the full scheduling lifecycle.
- Answer inbound calls within 3 rings
- Send confirmation & reminder sequences
- Reschedule cancellations in real time
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You see results, not admin
Weekly reports surface booking rates, no-shows, and call volume so you stay in control without doing the work.
- Weekly performance dashboard
- Monthly strategy review call
- Instant replacement if you need a new VA
Related services
Everything your calendar needs.
Inbound Call Handling
Live-answer specialists pick up every call during your business hours so no opportunity falls through.
→Inbound Call HandlingAppointment Scheduling
We book, move, and cancel appointments directly in your calendar software. Zero double-bookings.
→Appointment SchedulingConfirmation & Reminder Calls
Automated + live confirmation sequences keep your schedule full and your no-show rate low.
→Confirmation & Reminder CallsNew Patient / Client Intake
Capture insurance details, intake forms, and preferences before the first visit.
→New Patient / Client Intake
What clients say
“Our front desk used to lose three or four calls a day during lunch and after 5pm. Within two weeks of switching, every ring was answered and our weekly new patient count jumped by roughly a third. The handoff into our PMS is clean, and the daily recap email is the first thing I read every morning.”
“Showings, calls, listing enquiries: the team handles all of it inside our CRM without missing a beat. I closed two extra deals last quarter that would have gone straight to voicemail before. For the price of a few hours of my own time, I get full coverage from 7am to 9pm.”
“Consultations are now booked on the same call instead of a callback the next day. Our intake VA captures conflict checks, matter type, and preferred contact method, then drops a fully formatted lead into Clio. We have cut intake-to-consult time from four days to under 24 hours.”
Which EHR and CRM systems do you support for intake?
We work inside your existing systems, including Kareo, SimplePractice, DrChrono, Salesforce, HubSpot, and more. Setup happens during onboarding.
Can you send and track digital intake forms?
Yes. We send form links via SMS or email and follow up to ensure completion before the first visit.
Ready to start?
Live coverage this week.
A 30-minute call, free, no obligation.