Plastic Surgery & Cosmetic Practice
95% Improvement In Call Handling
100% Patient Emails Answered Same Day
Reduced waitlist backlog significantly
The Bottlenecks Blocking Their Efficiency
Onsite VMA unable to manage workload, leading to departure and daily task backlog
Delays in patient communications (calls, messages, emails)
Slow processing of patient information from faxes and referrals
Inefficient scheduling from the waitlist, increasing patient wait times
Missed or unconfirmed appointments disrupting clinic flow
Errors in follow-up bookings affecting surgery schedules
Here’s What We Did
Continuous and Reliable Virtual Support
- Assigned a highly efficient dedicated VMA (Nora) with nearly one year of uninterrupted support
- Provided a trained backup VMA for redundancy
- Reduced operational delays with consistent task management and workflow efficiency
Patient Communication Management
- Promptly handled all calls, voicemails, messages, and emails
- Scheduled or rescheduled patient appointments seamlessly
- Escalated urgent concerns immediately to providers
- Forwarded queries to relevant staff members
Document and Record Handling
- Uploaded patient forms, photos, and clinical documents into Plexia
- Processed daily incoming faxes
- Maintained accurate patient profiles
- Documented and prioritized referrals for scheduling
Appointment and Waitlist Coordination
- Actively managed patient waitlists by priority
- Confirmed appointments in advance to reduce no-shows
- Increased appointment attendance with timely reminders
- Scheduled specialized follow-ups for biopsies, carpal tunnel consults, and other procedures
The Results Speak for Themselves
- 95% improvement in call handling and responsiveness
- 100% of patient emails answered same-day
- Faster onboarding with same-day profile creation from faxes
- Significant reduction in waitlist backlog
- Increased attendance and accuracy in scheduling specialized procedures
Testimonials
From day one, Nora and Sarah have demonstrated an exceptional ability, ensuring that every call, message, and inquiry is handled with care and precision.
“Whether it's scheduling appointments, forwarding messages, or greeting callers with warmth and consistency, Nora delivers a personalized experience that enhances our brand's reputation for professionalism.
We highly recommend VirtualCare Assistants to any practice looking for support that combines skill, dedication, and an exceptional eye for detail.
Your patients deserve your full attention
Bring order to your workflow and give more time to patient care.