Streamline patient flow for multi-generational care.
Staffing For Doctors places dedicated virtual medical assistants for family medicine practices that handle scheduling, intake, prior authorizations, refill requests, and patient follow-ups. Our family medicine virtual assistants are trained on Athena, eClinicalWorks, Epic, NextGen, and Practice Fusion so they integrate into your workflow on day one. From well-child checks and Medicare annual wellness visits to chronic disease management for diabetes, hypertension, and CHF, our remote staff free your providers to focus on the exam room. Onboarded in 48 hours, HIPAA compliant, and starting at $14/hour.
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Annual Wellness Visit Coordinator
A family medicine Annual Wellness Visit coordinator owns the Medicare AWV program: identifying eligible patients (initial AWV vs subsequent AWV), scheduling them, completing the Health Risk Assessment over the phone in advance, pre-charting the personalized prevention plan, and ensuring the provider can complete and bill G0438 or G0439 in under 15 minutes of face time.
They also pull cognitive screens, depression screens, fall risk, and advance care planning into the AWV template, and queue up overdue HEDIS care gaps for the provider to address in the same visit.
A family medicine AWV coordinator is a remote staff member who can drive AWV completion above 70% of the eligible Medicare panel - a measurable lift in revenue, STAR ratings, and downstream visit volume.
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Care Coordinator
A family medicine care coordinator manages the work that happens between visits - closing care gaps, following up on abnormal labs, tracking referrals to closure, coordinating hospital discharges through Transitional Care Management (TCM), and outreach for preventive screenings (mammograms, colonoscopies, A1cs, immunizations).
They work inside the EHR registry, pull lists of patients overdue for HEDIS measures or Medicare Annual Wellness Visits, call patients personally, schedule them in, and document all touchpoints for billing of CCM, TCM, and AWV codes that primary care offices routinely leave on the table.
A family medicine virtual care coordinator helps a primary care practice capture chronic care management revenue, improve quality scores, and keep complex patients healthier between visits.
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Chronic Care Management (CCM) Specialist
A family medicine CCM specialist runs the monthly Medicare Chronic Care Management program (CPT 99490, 99439, 99487, 99489) for the practice's qualifying patients - those with two or more chronic conditions like diabetes, hypertension, CHF, COPD, or CKD. Each month they call enrolled patients, review medications, screen for new symptoms or barriers, update the comprehensive care plan in the EHR, and document the 20+ minutes of non-face-to-face care needed to bill the code.
They coordinate with pharmacies, home health, specialists, and family members, and flag any clinical concerns to the provider in real time.
A family medicine CCM specialist is a dedicated remote staff member who turns chronic care management into a recurring six-figure revenue line for a primary care practice while measurably improving patient outcomes between visits.
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Insurance Verification Specialist
A family medicine insurance verification specialist runs eligibility and benefits 48–72 hours before every visit, confirms copays, deductibles, coinsurance, and primary-care visit limits with commercial, Medicare, Medicare Advantage, and Medicaid payers, and documents the breakdown directly in the EHR so the front desk can collect at check-in.
They flag changes in coverage, identify patients who need a new PCP designation on their Medicare Advantage plan, catch dual-eligible patients who need Medicaid as secondary, and proactively work the no-coverage list before claims get denied. Most practices see a measurable drop in eligibility-related denials within the first 30 days.
A family medicine virtual insurance verification specialist is a remote team member who guarantees every patient is verified before they walk in the door, protecting collections and front-desk efficiency.
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Medical Receptionist / Front Desk
A family medicine virtual medical receptionist answers your inbound phone lines, returns voicemails, books and reschedules appointments, manages the cancellation waitlist, and greets new patients with the same warmth a great in-office front desk delivers. They monitor the patient portal, route clinical messages to the right team member, and keep the schedule tight so no provider sits idle.
For a busy family practice that sees 25–40 patients a day per provider, this role cuts hold times to under 60 seconds, recovers same-day cancellations, and improves the Google review experience patients leave after every visit.
A family medicine virtual front desk is a full-time, dedicated remote receptionist who runs the phones and the schedule of a primary care office at a fraction of the cost of an in-house hire.
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Medical Scribe
A family medicine medical scribe joins each patient encounter in real time over secure video or audio and documents the visit directly into your EHR - HPI, ROS, exam, assessment and plan, and orders - so the chart is closed before the patient leaves the room. They are trained in family medicine workflows: well visits, acute sick visits, chronic disease management for diabetes, hypertension, COPD, and CHF, and Medicare AWVs.
Scribes also queue up referrals, prescriptions, and prior auth requests for the provider to sign, attach prior records, and handle the pend-and-sign flow inside Athena, eClinicalWorks, Epic, or NextGen.
A family medicine virtual scribe gives a primary care provider back roughly two hours of pajama-time charting every night and lets them see two to four more patients per day without sacrificing note quality.
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Patient Outreach Coordinator
A family medicine patient outreach coordinator runs proactive recall and reactivation campaigns: overdue annual physicals, Medicare AWVs, well-child visits, flu shots, mammograms, A1cs, and dormant patients who haven't been seen in 12+ months. They text, call, and email patients to get them back on the schedule, document every outreach attempt in the EHR, and track conversion.
They also handle birthday reminders, post-visit thank-yous, Google review requests, and seasonal campaigns (back-to-school physicals, flu season). Every touch is logged so providers and management see exactly what's working.
A family medicine virtual patient outreach coordinator keeps the schedule full, lifts preventive care compliance, and turns a primary care panel into a steadily growing book of business.
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Prior Authorization Specialist
A family medicine prior authorization specialist owns the entire prior auth lifecycle for a primary care office - submitting auths through CoverMyMeds, Surescripts, payer portals, and fax, attaching clinical documentation, calling on the status, working denials, and filing peer-to-peer appeals. They are trained on the most common family medicine prior auth categories: imaging (MRI, CT), brand-name medications (GLP-1s, biologics, brand insulins), DME, specialist referrals on Medicare Advantage, and home health.
They sit inside your EHR, pick auths off the worklist, document outcomes in the chart, and notify the patient and provider when an auth is approved, denied, or alternative therapy is required.
A family medicine prior authorization specialist is a dedicated remote staff member who keeps prior auth approval rates above 85% and prevents care delays that lead to no-shows and lost revenue.
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Referral Coordinator
A family medicine referral coordinator manages every outbound referral generated by a primary care office - cardiology, GI, derm, ortho, behavioral health, ophthalmology, and more. They confirm the patient has the right insurance, get the prior auth or referral number when required by Medicare Advantage or HMOs, send chart notes and labs to the receiving specialist, schedule the appointment, and follow up to make sure the consult note comes back into the EHR.
Closing the referral loop is a major HEDIS and STAR measure, and most family medicine practices have hundreds of open referrals at any given time. This role keeps the loop closed.
A family medicine virtual referral coordinator is a dedicated remote team member who makes sure every patient referred actually gets seen and every consult note makes it back into the chart.
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Refill Request Coordinator
A family medicine refill request coordinator manages the daily flood of pharmacy refill requests that come into a primary care office through Surescripts, faxes, and patient portal messages. They check the EHR for active prescriptions, last office visit date, last labs, and refill protocols, then route the request to the right provider with everything needed for a one-click approval - or schedule the patient for a needed follow-up visit if they're overdue.
They handle controlled substance monitoring (PDMP checks where applicable), pharmacy clarifications, and prior auth triggers when an insurance plan suddenly requires one for a chronic medication.
A family medicine refill request coordinator keeps the refill inbox at zero, prevents medication gaps, and surfaces overdue patients who need to be seen before their next refill.
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Virtual Medical Assistant
A family medicine virtual medical assistant is a dedicated remote staff member who lives inside Athena, eClinicalWorks, Epic, NextGen, or Practice Fusion to run the day-to-day administrative workload of a primary care clinic. They handle appointment scheduling, confirmations, intake, chart prep, message triage, refill routing, and patient follow-up calls so providers can stay in the exam room with patients instead of in their inbox after hours.
For a multi-generational family medicine panel, this role keeps Medicare wellness visits booked, well-child checks recalled, and chronic care patients on track between visits. They coordinate with billing on insurance updates, push referrals through to specialists, and document every patient interaction directly in the EHR.
In short, a family medicine virtual medical assistant is the always-on administrative backbone of a primary care office, freeing physicians to see more patients per day without adding payroll, benefits, or office space.
What does a virtual medical assistant do for a family medicine practice?
A family medicine virtual medical assistant is a remote staff member who handles patient scheduling, appointment confirmations, insurance verification, prior authorizations, refill requests, referral coordination, chart prep, and patient follow-up calls. They work inside your EHR (Athena, Epic, eClinicalWorks, NextGen, Practice Fusion, etc.) just like an in-house staff member, freeing your providers to focus on direct patient care.
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