01
Recall campaigns.
Six-month hygiene / annual wellness / disease-specific recall (diabetes, hypertension, follow-up labs) run on a sustained cadence with multi-channel touchpoints.
Patient outreach & recall
Patient outreach & recall that fills tomorrow's schedule.
Managed outreach team running recall campaigns, lapsed-patient reactivation, annual-wellness campaigns, and payer-contract outreach. SMS, email, voice - all TCPA-compliant, documented in your EHR, measured against rebooking rate.
Recognized by Clutch
Top 2026 Awards for Virtual Assistants, Medical Billing, and US BPO
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
Why HelpSquad for patient outreach
Your existing patients are your pipeline. We work it.
Four reasons practices add a dedicated outreach team instead of running campaigns in-house.
01
Recall that actually recalls.
Six-month, twelve-month, annual-wellness recall - run as a sustained cadence, not a quarterly one-off. Rebooking rates go up measurably.
02
Lapsed-patient reactivation.
Patients who haven't been in for 12, 18, 24 months - re-engaged with the right message for the right gap. Much cheaper than new-patient acquisition.
03
Multi-channel and empathetic.
SMS, email, and voice - the mix that matches your patient population. Human voice, not chatbot drip.
04
Measured against rebooking.
Outreach that doesn't fill the schedule isn't worth doing. Weekly reporting on rebook rate, campaign response, and unsubscribe rate.
How we show up
Six lanes of patient outreach.
Start with one area of support and add more as you see the results.
02
Lapsed-patient reactivation.
12 / 18 / 24-month lapsed cohorts segmented. Re-engagement messaging tuned to the gap and the patient relationship.
03
Annual wellness outreach.
AWVs for Medicare patients captured with the right outreach cadence, in-network messaging, and scheduling flow.
04
Payer-contract campaigns.
Some payer contracts require specific outreach (gap-in-care, wellness visits, screenings). Campaigns run to match what the contract specifies, with documentation.
05
Treatment-plan follow-up.
Patients with unfinished treatment plans (partially-started ortho, incomplete dental, gapped cardiology follow-up) nudged toward next steps.
06
Appointment no-show recovery.
No-shows followed up the same day. Rescheduled or flagged for clinician review per your policy.
Healthcare
The team has been very consistent. Our patients know they will call in looking for specific individuals in the call center that have helped them previously. Complaints have gone down over the years, and overall, our satisfaction internally and externally from patients has gone up.
Abby McDonald
Vice President of Operations, Vascular & Vein Institute of the South
Tools we work with
Works with your outreach stack.
We meet you in the tools you already use. Training built into onboarding.
TwilioKlaviyoMailchimpHubSpotSalesforce Health CloudSolutionreachWeaveDemandforceDoctibleRevenueWellPatient PrismUpdoxDoxy.me+ custom toolsTwilioKlaviyoMailchimpHubSpotSalesforce Health CloudSolutionreachWeaveDemandforceDoctibleRevenueWellPatient PrismUpdoxDoxy.me+ custom tools
Healthcare operations in production
A six-figure A/R recovery in 60 days.
A New Jersey dental practice running three dedicated VAs across appointment calls, billing follow-up, and EHR data entry - aged A/R cleared in 60 days, around-the-clock patient coverage without adding in-house staff.
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees, no bait-and-switch. Engagements typically start at 20 hours per week, and every rate includes our HIPAA-compliant technology and the backing of a US-based company.
$8-$13/hour for staffing.
Managed teams custom-priced.
Managed teams custom-priced.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office (Digital)
$ 8-10
per hour | digital-only · email + chat
- Billing, claims, AR, data entry
- Admin, research, scribe
- Experienced on your EHR
- HIPAA BAA + virtual desktop
- Dedicated account manager
Most popular
Patient-Facing (Voice)
$ 10-13
per hour · phone + video
- Front desk, scheduling, intake
- Experienced on your EHR
- Screened for clear US-patient communication
- HIPAA BAA + virtual desktop
- Dedicated account manager
Managed Team
Custom
3+ VAs · team lead + QA + trainer
- Fully managed (3+ VAs)
- Specialty: clinical or RN-equivalent
- Workforce management, QA, training & coaching
- Monthly analytics reporting
- Dedicated account manager
Ready to get started?
Existing patients are your cheapest growth. We work the list.
Outreach is the single highest-ROI marketing investment for any established practice. Talk with us and we'll scope a campaign team for your patient volume and recall frequency.
Frequently asked
Answers before you ask.
Is this TCPA-compliant?
Yes. SMS and voice outreach run per TCPA rules (consent tracking, opt-out honoring, time-of-day restrictions). Compliance documented per patient interaction.
Which outreach tools do you use?
Your outreach tool - Twilio, Klaviyo, HubSpot, Solutionreach, Weave, Demandforce, Doctible, RevenueWell, or native EHR outreach. We configure campaigns in whatever you already use.
Can you run campaigns for Medicare AWV?
Yes. AWV capture campaigns with targeted messaging for Medicare patients, integration into your scheduling system, and reporting on AWV rate.
How do you measure success?
Weekly reporting on rebook rate, campaign response rate, unsubscribe rate, and revenue per outreach hour. Outreach that does not fill the schedule is not worth running.
How much does outreach coverage cost?
$8-10/hour for outbound campaign work. See full pricing →
Can you handle specialty-specific outreach?
Yes. Dental recall, ortho retention, primary-care wellness, cardiology follow-up, behavioral health retention - each specialty has its own campaign playbook.
How quickly can campaigns go live?
About two weeks for most engagements. Campaign design, list segmentation, and messaging done during onboarding. First campaign typically hits within three weeks. Simple staffing roles can stand up in days; managed teams or specialty clinical roles can take up to a month. Your timeline shapes ours.
Customer Success Stories
Dental Practice Case Study: 30+ New Patients a Month
A dental practice books 30+ new patients a month by converting the calls it already gets, not by buying more. Here is how closing the conversion gap works.
Healthcare
Essential Things to do Before Hiring a Medical Virtual Assistant
Define tasks, set a budget that covers EHR access and secure messaging, then screen healthcare VAs for HIPAA-safe workflows, billing skills, and reliability.
Healthcare
Virtual Assistant Services for Medical Practice: Boost Efficiency and Patient Care
Virtual assistants for medical practices handle scheduling, billing, follow-ups, and HIPAA-compliant record keeping so your healthcare team can focus on patients.
Ready to scale patient outreach?
Let's build the squad your practice needs.
A 30-minute call. We'll scope the work, pre-qualify candidates, and give you a realistic go-live timeline.
877-775-3667 · info@helpsquad.com · Doylestown, PA