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Outsourced Medical Assistant Services for U.S. Medical Practices

Overview

A Medical Assistant (MA) is a healthcare professional who supports physicians and healthcare providers by performing both clinical and administrative tasks.

Our outsourced Medical Assistant team works as an extension of your medical practice, helping reduce administrative workload, improve patient engagement, support revenue cycle efficiency, and allow providers and in-house staff to focus more on delivering quality patient care.

We provide HIPAA-compliant remote Medical Assistant support services for medical practices, including patient scheduling, insurance verification, prior authorization, patient outreach, preventive care coordination, MIPS support, and healthcare data management.

How We Work

We integrate with your existing workflow and operate as an extension of your practice team.

Secure EHR Access

  • We work directly within your medical practice’s secure Electronic Health Record (EHR) system.
  • We do not create separate EHR systems or independent logins.
  • We use the secure access provided by your practice.
  • Our team completes assigned tasks directly inside your EHR.
  • We follow your practice workflow, policies, and security requirements.
  • For insurance verification and payer-related tasks, we use your authorized insurance portals, including platforms such as Availity, UHC, UMR, and other payer portals approved by your practice.

Our Services

1. Patient Scheduling

We manage patient appointments according to provider availability, office policies, and practice requirements.

Services include:

  • Scheduling new and existing patient appointments.
  • Rescheduling and appointment coordination.
  • Appointment reminders.
  • Follow-up appointment scheduling.
  • Updating appointment information in the EHR.
  • Effective scheduling helps reduce wait times, improve workflow efficiency, and ensure patients receive timely care.

2. Eligibility and Benefits Verification (E&B)

We verify patient insurance coverage before scheduled appointments.

Our team checks:

  • Active insurance eligibility.
  • Patient benefits.
  • Co-payments.
  • Deductibles.
  • Coinsurance.
  • Coverage limitations.
  • Referral requirements.
  • Prior authorization requirements.
  • This helps reduce claim denials and ensures the practice and patient are prepared before the visit.

3. Explanation of Benefits (EOB) Review

We assist with reviewing Explanation of Benefits (EOB) information to support accurate insurance processing.

  • Our team reviews:
  • Insurance payment details.
  • Claim processing status.
  • Adjustments.
  • Denials.
  • Patient responsibility amounts.
  • Any discrepancies or issues are documented and communicated to the practice for appropriate follow-up.

4. Coordination of Benefits (COB)

For patients with multiple insurance plans, we assist with Coordination of Benefits verification.

We:

  • Verify primary and secondary insurance information.
  • Confirm correct payer order.
  • Update insurance details in the EHR.
  • Support accurate claim processing.
  • COB helps prevent duplicate payments and ensures insurance benefits are applied correctly.

5. Prior Authorization Support

If authorization is required for a patient visit, procedure, imaging service, medication, or other healthcare service, our team manages the authorization workflow.

We:

  • Verify whether authorization is required.
  • Review insurance requirements.
  • Collect necessary information.
  • Submit authorization requests.
  • Provide ICD-10 diagnosis codes and CPT/HCPCS procedure information as required.
  • Submit supporting clinical documentation.
  • Follow up with insurance companies.
  • Track approval, denial, or pending status.
  • Update authorization information in the EHR.
  • Our goal is to help reduce delays and ensure services are prepared before the patient’s appointment.

6. Outbound Calling and Patient Re-engagement

We proactively contact patients who have not been active with the practice for a period of time or are overdue for recommended follow-up care.

During outreach, we:

  • Verify patient identity.
  • Inform patients they are due for follow-up care.
  • Explain that their provider would like to see them.
  • Schedule recommended visits.
  • Contact patients due for 3-month, 6-month, or annual follow-ups based on provider instructions.
  • Update contact and insurance information when required.
  • Document all outreach activity in the EHR.
  • All patient communication follows HIPAA requirements and practice policies.

7. Annual Physical Examination Outreach

We review patient records to identify patients due for Annual Physical Examinations with their Primary Care Provider (PCP) or physician.

Our team:

  • Identifies eligible patients.
  • Contacts patients regarding their preventive visit.
  • Explains the importance of annual healthcare evaluations.
  • Schedules appointments.
  • Documents outreach activities in the EHR.

8. Annual Wellness Visit (AWV) Support

We identify Medicare patients who are due for Annual Wellness Visits.

Our team:

  • Reviews eligibility based on provider guidelines.
  • Contacts patients.
  • Educates patients about the importance of preventive care.
  • Schedules AWV appointments.
  • Documents completed outreach.
  • Annual Wellness Visits help practices improve preventive care compliance and close care gaps.

9. MIPS Support

We support medical practices with Merit-based Incentive Payment System (MIPS) activities.

Our support includes:

  • Identifying care gaps.
  • Supporting quality measure documentation.
  • Assisting with patient engagement activities.
  • Helping track preventive care requirements.
  • Supporting reporting preparation.
  • The goal is to help practices improve quality performance and patient outcomes.

10. Data Management

We assist with maintaining accurate patient information inside the EHR.

Data management support includes:

  • Patient demographics.
  • Insurance information.
  • Appointment records.
  • Medical documentation.
  • Healthcare administrative data.
  • Accurate data management supports clinical decisions, claims processing, quality reporting, and compliance.

HIPAA Compliance and Data Security

Protecting patient information is our priority.

We follow HIPAA (Health Insurance Portability and Accountability Act) privacy and security requirements to protect Protected Health Information (PHI).

We:

  • Access only required patient information.
  • Work through your authorized systems.
  • Follow your security policies.
  • Protect patient confidentiality.
  • Maintain secure handling of healthcare information.
  • Follow procedures for reporting any suspected privacy or security concerns.
  • All terms, conditions, responsibilities, and PHI handling requirements will be defined under a Business Associate Agreement (BAA) between our organization and the medical practice.

Communication Process

We maintain transparent communication with your practice through regular reporting.

Daily Reports

Includes:

  • Completed tasks.
  • Patient outreach updates.
  • Scheduling activities.
  • Insurance verification status.
  • Authorization updates.
  • Pending issues.

Weekly Reports

Includes:

  • Workflow summary.
  • Completed activities.
  • Pending items.
  • Performance updates.

Monthly Reports

Includes:

  • Productivity overview.
  • Service performance.
  • Completed tasks.
  • Improvement opportunities.

Quality Assurance (QA)

We have a dedicated Quality Assurance team to maintain service quality and ensure professional patient interactions.

Our QA process includes:

  • Reviewing outbound call quality.
  • Monitoring communication standards.
  • Ensuring proper patient verification.
  • Reviewing documentation accuracy.
  • Providing feedback and ongoing training.
  • Our goal is to provide reliable, accurate, and professional support representing your practice.

Turnaround Time and Service Level Commitment (SLA)

We follow defined workflows to ensure appointments are properly prepared.

Before scheduled appointments, our team:

  • Reviews upcoming appointment schedules.
  • Verifies patient eligibility and benefits.
  • Confirms required authorizations.
  • Checks referral requirements.
  • Ensures insurance clearance is completed.
  • Updates the EHR with required information.
  • This proactive approach helps reduce appointment delays and improve patient experience.

Pricing Model

Our pricing depends on:

  • Patient volume.
  • Practice requirements.
  • Services selected.
  • Workflow complexity.

Many medical practices lose revenue due to:

  • Missed patient follow-ups.
  • Incomplete insurance verification.
  • Authorization delays.
  • Preventive care gaps.
  • Limited internal staffing resources.

The average cost of an in-house Medical Assistant can be:

  • Approximately $3,500–$4,000 per month in salary.
  • Approximately $8–$12 per hour, excluding benefits, payroll expenses, training, and overhead.

Our outsourced Medical Assistant support is available at:

$6 Per Hour

Our solution helps practices:

  • Reduce operational costs.
  • Improve workflow efficiency.
  • Increase patient engagement.
  • Reduce administrative burden.
  • Improve preventive care completion.
  • Allow providers to focus more on patient care.
  • Pricing can be customized based on patient volume and practice needs.