Services · Healthcare clinics
A dedicated virtual assistant for your clinic.
An empty chair costs more than the admin that would have filled it. Your assistant keeps the schedule full, the verifications done and the claims moving.
Sound familiar
The work that eats a clinic’s week.
Cancellations become empty chairs
A patient cancels at 8am. The front desk is checking people in, so the slot is never offered to anyone else.
Recalls never get made
Patients due for follow-up are sitting in a report nobody has time to work through.
Verification happens at the desk
Benefits checked while the patient waits, prior auths submitted late, and denials that could have been avoided.
Intake forms arrive on the day
Paperwork completed in the waiting room, the visit starts late and the chart is incomplete.
The work
What your assistant takes over.
One assistant covers all of this. You choose where to start; most businesses add lines as the first ones settle.
Schedule
Scheduling & recall outreach
Cancellations backfilled and due patients booked back in.
- Cancellations offered to your waitlist
- No-shows called back and rebooked
- Recall lists worked weekly
- Appointment confirmations handled
Revenue
Verification & prior auths
Eligibility done before the visit, not during it.
- Insurance eligibility verified ahead of appointments
- Prior authorisations submitted and tracked
- Denials logged and reworked weekly
- Patient balance reminders
Patients
Intake & records admin
Forms in before the visit, charts kept complete.
- Intake forms sent and chased before the visit
- Referral paperwork requested and filed
- Records requests processed
- Patient enquiries answered
Growth
Reviews & patient communication
Happy patients asked, questions answered.
- Review requests after visits
- Newsletter and recall email drafts
- Online enquiry follow-up
- Social posts scheduled for approval
Admin
Inbox, phones & calendar
The practice inbox and calendars run without the front desk.
- Practice inbox triaged
- Provider calendars coordinated
- Vendor and supplier correspondence
- Staff scheduling support
Core · Automation
AI automations
Reminders and recalls that run on time, with a person watching the queue.
- Appointment reminder sequences
- Recall campaigns
- Review request sequences
- Waitlist offers for cancelled slots
Capability, shown
What a week can look like.
An illustration of how the work is spread across a week, not a record from a client account. Your week is scoped on the call.
| Day | Your assistant |
|---|---|
| Mon | Weekend voicemails and online enquiries answered. Eligibility checked for the week’s appointments. |
| Tue | Recall list worked and patients rebooked. Intake forms chased for Wednesday’s visits. |
| Wed | Prior authorisations submitted and tracked. Same-day cancellations offered to the waitlist. |
| Thu | Denials reworked. Referral paperwork requested. Review requests sent from this week’s visits. |
| Fri | Next week’s confirmations. Weekly check-in with you: chairs filled, auths pending, what is stuck. |
Your tools
Works inside the systems you already use.
No new software to buy. Your assistant logs into yours. Common in this industry:
- athenahealth
- Tebra (Kareo)
- eClinicalWorks
- NextGen
- DrChrono
- SimplePractice
- Jane
- Dentrix
- Open Dental
- Weave
- Availity
- Microsoft 365
Access & confidentiality
What protects your clients’ information.
Before they touch anything
How your assistant is vetted
- Chosen personally by the CEO
- A signed non-disclosure agreement
- A police background check
- References from previous employers
- A psychological assessment
- Ten days of onboarding on your business
While they work
How access is handled
- Your assistant works in your systems under their own login, and you can remove that access at any time.
- You decide what they can reach. Most practices limit access to scheduling, eligibility and billing screens.
- Everything they see is covered by the non-disclosure agreement they sign before day one.
- Your assistant works within your practice’s privacy policies and procedures. Tell us what they are on the call.
Management
How much managing you actually do.
Stays with you
Judgment calls
- Clinical decisions and medical advice
- Your practice’s privacy and compliance policies
- Approving patient-facing templates and scripts once
Handled for you
Everything else, with oversight
- The work itself, owned end to end
- An end-of-day report, every day
- A Clozik supervisor watching the account
- Backup cover when your assistant is out
Risk, removed
The terms, before you ask.
Fit
Not a fit? Replaced free.
If the assistant is not right for your business, we swap them at no cost. You do not have to build a case for it.
Terms
Cancel anytime. No notice.
No lock-in and no notice period. Stop whenever you want; nothing further is owed beyond work already done.
Cover
Out sick? Covered.
A second trained Clozik assistant covers absences, so your work does not stop because a person did.
Oversight
Reported daily. Supervised always.
An end-of-day report, a weekly check-in, and a Clozik supervisor watching the account above your assistant.
Questions
Healthcare clinics questions, answered.
Will the assistant give medical advice?
No. Your assistant handles scheduling, verification, paperwork and communication. Anything clinical goes to your providers.
How is patient information handled?
Your assistant works inside your practice systems under their own login, which you can remove at any time, signs a non-disclosure agreement, and follows your practice’s privacy procedures. Agree what access fits with your compliance lead before onboarding.
Can they answer our phones?
They can return calls, work voicemail and handle scheduling calls in your hours. The call is where we work out how phones fit around your front desk.
What kinds of practices?
Medical, dental, physiotherapy, chiropractic and therapy practices. The admin is similar; the systems differ, and onboarding covers yours.
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