Lux Med Virtual Assistants
Healthcare Virtual Assistants—All the Benefits of Staff, None of the Overhead
HIPAA-trained assistants who handle front office, back office, and concierge-level patient coordination—without payroll taxes, benefits, or HR headaches.
- Save $10,000–20,000/year
- No payroll taxes or insurance
- Fully trained on your systems
- Bilingual (English/Spanish) available
What Our Virtual Assistants Do
Front Office. Back Office. Concierge Care.
From answering phones to orchestrating your patients’ entire care journey — our VAs handle it all.
Phone Management
✓ Answer all inbound calls professionally
✓ Screen and route calls appropriately
✓ Take detailed messages
✓ Handle basic patient inquiries
✓ Provide office hours and directions
Scheduling & Appointments
✓ Schedule patient appointments
✓ Send appointment confirmations
✓ Make reminder calls (reduce no-shows)
✓ Manage cancellations and rescheduling
✓ Optimize your calendar for efficiency
Patient Intake & Follow-up
✓ Collect patient information and demographics
✓ Update patient records
✓ Follow up after appointments
✓ Coordinate post-visit needs
✓ Handle prescription refill requests
Communication Management
✓ Monitor and respond to emails
✓ Process incoming faxes
✓ Send patient communications
✓ Manage patient portal messages
Insurance Verification
✓ Verify patient insurance coverage
✓ Check deductibles and coinsurance
✓ Confirm authorization requirements
✓ Document all verification details
Prior Authorization Processing
✓ Submit prior authorization requests
✓ Follow up with insurance companies
✓ Track authorization status
✓ Communicate approvals to clinical team
Surgical Scheduling Coordination
✓ Contact hospitals for OR booking
✓ Coordinate with vendors for equipment
✓ Confirm patient pre-op requirements
✓ Send day-before surgery reminders
✓ Manage multi-surgeon coordination
Documentation & Records
✓ Maintain organized patient files
✓ Prepare documents for appointments
✓ Process incoming medical records
✓ Track and organize correspondence
Imaging Coordination
✓ Schedule radiology appointments at preferred facilities
✓ Ensure insurance authorization for imaging
✓ Follow up on report delivery
✓ Track completed vs. pending studies
Specialist Referral Management
✓ Research and recommend specialists based on insurance
✓ Schedule appointments with referred physicians
✓ Ensure records are sent in advance
✓ Follow up to confirm appointments were kept
Multi-Appointment Orchestration
✓ Coordinate multiple appointments on the same day
✓ Cluster visits for patient convenience
✓ Arrange transportation if needed
✓ Create comprehensive appointment summaries
Post-Visit Follow-Through
✓ Call patients after procedures to check recovery
✓ Schedule follow-up appointments before they leave
✓ Ensure test results are reviewed and communicated
✓ Coordinate physical therapy or home health services
The Cost Comparison
Virtual Assistant vs. In-House Staff
The true cost of a $40K salary is closer to $62,000/year once you add what employers actually pay.
Traditional In-House Employee
Annual Cost Breakdown
- W-2 tax form preparation and filing
- HR compliance management
- Workers’ comp claim liability
- FMLA paperwork
- Coverage during absences
- Turnover every 18–24 month
Lux Med Virtual Assistant
What You Actually Pay
Your savings: $10,000–20,000+ per year. We handle all tax obligations, insurance requirements, training, supervision, quality control, and replacement if needed. You just get the work done.
Pricing & Plans
Choose Your Configuration
All plans are month-to-month with 30-day cancellation notice. No long-term commitment required.
20 Hours / Week
Best for solo practitioners & low-volume practices-
✓ Complete verification — all details included
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✓ Written documentation with reference numbers
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✓ Unlimited follow-up questions
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✓ Rush service available
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✓ Email and phone support
Monthly Package — 40 Verifications
Best for consistent volume-
✓ 40 complete verifications/month
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✓ Written documentation with reference numbers
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✓ No W-9 or W-8BEN filings
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✓ No unemployment or worker's comp premiums
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✓ No employer taxes or payroll fees
Monthly Package — 60 Verifications
Best for high volume-
✓ 60 complete verifications/month
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✓ Written documentation with reference numbers
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✓ No W-9 or W-8BEN filings
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✓ No unemployment or worker's comp premiums
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✓ Custom pricing available at 100+/month
Why We're Different
Not Generic VAs—Medical Practice Specialists
❌ Generic Virtual Assistant Services
— General administrative training only
— Learning curve with medical terminology
— No HIPAA understanding or compliance
— No insurance knowledge or verification skills
—Basic phone skills, not patient communication
—No understanding of clinical workflows
— You manage them like an employee
✓ Lux Med Virtual Assistants
✓ Healthcare-focused training from day 1
✓ Fluent in medical terminology
✓ HIPAA-compliant with signed BAA
✓ Insurance verification expertise built in
✓ Professional patient communication protocols
✓ Deep understanding of clinical workflows
✓ We supervise — you just get results
Training & Integration
From Agreement to Full Operation in 2–3 Weeks
We don’t just send you a person — we build a solution trained on your systems, protocols, and patient population.
01
Week 1
Orientation & Platform Training
✓ HIPAA compliance training
✓ Your EMR system training
✓ VOIP phone system setup
✓ Email and fax system access
✓ Practice-specific protocols
02
Week 2
Role-Specific Training
✓ Front office procedures (if applicable)
✓ Back office workflows (if applicable)
✓ Scripts for common patient scenarios
✓ Insurance verification processes
✓ Your preferred vendors and contacts
03
Week 3
Supervised Integration
✓ Shadow your current staff (if applicable)
✓ Handle calls with supervision
✓ Practice scheduling in your system
✓ Quality assurance review
✓ Feedback and refinement
04
Week 4 & Beyond
Independent Operation
✓ Full responsibility for assigned tasks
✓ Ongoing quality monitoring
✓ Weekly check-ins with your practice
✓ Continuous improvement cycle
✓ Monthly performance reviews
Frequently Asked Questions
Common Questions Answered
How do patients know they're talking to a virtual assistant?
They don’t—and they don’t need to. Our VAs answer with your practice name, speak professionally, and function exactly like in-office staff. Most patients never realize the difference.
What if I need someone bilingual?
We have bilingual English/Spanish assistants available. Specify this when requesting service.
Can they access my EMR system?
Yes. We train them on your specific EMR and provide secure access. All access is HIPAA-compliant with BAA in place.
What if the VA doesn't work out?
We replace them at no additional cost. Our goal is the right fit for your practice.
Do I need to provide equipment?
No. We provide computer, headset, and all necessary technology. You just provide system access.
What are the hours of coverage?
Flexible. Most practices use standard business hours (8 AM – 5 PM your time zone), but evening and weekend coverage is available.
Can they handle emergency calls?
They follow your protocols for urgent calls—transferring to on-call provider, taking detailed messages, or following your emergency triage process.
What about tax forms—do I file a 1099?
No. You’re paying for a service, not hiring a contractor. We’re the employer—we handle all tax obligations. No 1099, no W-2, no tax forms at all.
What if they need time off?
We provide coverage. You always have someone answering your calls.
Can they call insurance companies on hold?
Yes. This is one of their most valuable functions—they spend the hold time so your in-office staff doesn’t have to.
How quickly can I get started?
Typically 2-3 weeks from agreement to full operation (includes training and integration).
Ready to Eliminate Employee Overhead?
Get Your Virtual Assistant — 30-Minute Consultation
No obligation. We’ll analyze your current staffing costs, recommend the right configuration, and give you transparent pricing. Save $10,000–20,000+ per year.
Let's Hear Your Case
CONTACT US
Find Us Here
570 Sylvan Ave 2nd Floor, Englewood Cliffs, NJ 07632, United States
Get In Touch
+1 (212) 540 4263 office@handnervemicrosurgery.com
Open Hours
Monday to Friday: 9am to 5pm