A Trained Medical Assistant, Working Remotely In Your EHR
Scheduling, patient calls, intake and records handled by a dedicated person trained on healthcare workflows, working inside the system you already run.
they work inside the system you already run, with no migration
dedicated to your practice, not a shared pool or a rotating queue
before they are given access to anything in your practice
thirty days notice. No setup fee and no exit fee.
WHAT WE TAKE ON
A Luxen medical virtual assistant handles the front office work that keeps pulling your clinical staff away from patients. Answering and returning calls, scheduling and confirming appointments, patient intake and forms, records requests, referral coordination, and EHR data entry. They are trained on healthcare workflows and HIPAA before they start, they work your hours, and they work inside your existing systems. This is the people layer of the practice, not the claims layer.
Practices where a medical assistant or nurse is spending half their day on the phone, practices losing appointments to unanswered calls and long hold times, and practices that need front office coverage without adding a salaried role and the recruiting that comes with it.
READY TO SEE THE NUMBERS?
No commitment. We will tell you honestly whether we are the right fit for your practice.
Book a Billing ReviewThree core capabilities
Phones, scheduling and patient communication
Inbound calls answered, voicemails returned, appointments booked, confirmed and rescheduled, waitlists worked when a slot opens. The calls that are currently going to voicemail are appointments you are not booking.
Intake, records and EHR data entry
New patient registration, intake forms chased and entered, demographics and insurance details kept current, records requests processed, and documents filed to the right place in the chart rather than a scanning backlog.
Referrals and coordination
Incoming and outgoing referrals tracked to completion, specialist coordination, and the follow-up calls that otherwise depend on someone remembering. Referrals that go nowhere are patients and revenue leaving quietly.
Automation on the queue, a person on the patient
Reminders, confirmations, waitlist offers and recall outreach run automatically, which is why they happen consistently instead of when someone has a free ten minutes. The conversations stay human. A patient who is anxious, confused or trying to get seen sooner gets a person who can actually help, not a phone tree.
Process We Follow
Common questions, straight answers
How is this different from your billing service?
Billing works your claims and your money. A medical VA works your front office and your patients. Some practices take one, some take both, and they run as separate scopes with separate people.
Are they trained on HIPAA?
Yes. HIPAA training is completed before anyone is given access to your systems, and we sign a business associate agreement before any patient data moves.
Can they work inside our EHR?
Yes, and they should. Tell us which system you run on the first call and we will confirm whether we have people already fluent in it or whether there is a short ramp.
What hours do they work?
Your hours. Coverage is set to your clinic schedule, including the pre-opening and post-closing windows where a lot of patient calls actually land.
What are other services you offer?
We offer the following services:
Do you work with practices in our state?
Yes. We work with practices across the United States, and payer rules, filing windows and managed care plans differ enough by state to matter. Where we have written up the local picture in detail, you can read it here:
If your state is not on the list yet, we still work there. Tell us your state and payer mix on the call and we will tell you what we already know about it.
Find out what your unanswered calls are costing you
Book a 15 minute call. We will look at your call volume, your no-show rate and where your front office is losing time, and tell you honestly whether this is the right fix.
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