Medical Call Center Outsourcing
DocVA staffs your medical call center phone lines with dedicated virtual assistants at $10.95 an hour, hired by you and trained in U.S. clinics. Whoever answers your phone decides whether a caller books a visit or calls the next practice on the list. Most offices lose those calls during the morning rush, when the second line rings through check-in. We answer every line during the hours your patients call. Your schedule fills while your lobby keeps moving.
Hand Us the Calls Your Front Desk Misses
You lose a booked visit every time a call goes unanswered, and callers rarely try twice. We put in writing what your phone team handles before anyone answers a patient:
| Service | What It Covers | What Your Practice Gets |
|---|---|---|
| Appointment scheduling | Bookings and reschedules worked against your waitlist | A Tuesday morning cancellation goes back out to the waitlist that same morning, so a patient fills the slot by Tuesday afternoon |
| Inbound patient calls | Live answering in your greeting, with patient and practice questions answered on the call | Your caller reaches a person and books while still on the phone |
| Insurance verification | Eligibility checked and copay confirmed before the visit, both noted in the chart | Your desk collects the correct copay at check-in |
| Emergency call triage | Symptom calls screened on your written protocol, live transfer to your licensed staff | An urgent caller reaches your clinician on the same call |
| Reminders and recall outreach | Confirmation calls the day before and post-visit follow-up on your schedule | Fewer patients no-show, because every one of them hears a voice the day before |
| Referral and result calls | Referrals and records coordinated, results released on provider instruction | Your patient hears the result from your practice before calling to ask |
Trust the People Who Answer Your Patient Calls
Your caller judges your practice in the first ten seconds, so this seat needs clinical vocabulary. We screen for that before you meet a candidate:
Your assistants learn which provider each regular sees by the third week. Your front desk stops reaching for a ringing second line mid check-in.
DocVA vs. the Call Center You Are Quoting
Most call centers sell you talk time from a shared agent pool. We place people who work your schedule between the calls:
In-House Call Center Costs vs. DocVA Pricing
The rate difference shows up on your first invoice. The same seat, priced both ways:
| Cost | In-House Call Center Hire | DocVA Call Center Seat |
|---|---|---|
| Hourly rate | $17 to $25 an hour (PayScale $17.33, ZipRecruiter $17.71) | $10.95 an hour |
| Payroll taxes | 7.65 percent employer payroll tax (FICA) on every wage dollar | Included in the rate |
| Benefits and paid leave | $4.50 an hour for insurance, $2.96 for paid leave (Bureau of Labor Statistics, March 2026) | Included in the rate |
| Equipment and recruiting | Workstation, phone seat, job postings, interview hours | Included in the rate |
| Turnover | Health care employers lose 2.9 percent of staff a month (BLS Job Openings and Labor Turnover Survey) | A replacement shortlist reaches you in 24 to 48 hours |
| Monthly total | $3,900 to $5,400 | $1,898 |
One DocVA seat runs $22,776 a year across 2,080 hours, against $46,800 to $64,800 in house. Your practice keeps $24,000 to $42,000 a year on a single phone seat.
Put Our Team on Your Lines in Six Steps
You pick the start date. We run the same six steps every time:
- 1. Discovery callWe chart your call volume hour by hour and list the work you want answered
- 2. ShortlistYou receive resumes and video introductions within 24 to 48 hours
- 3. You interviewYou meet the candidates and choose who joins your practice
- 4. Scope and accessWe add your assistants to your phone system with named EHR credentials
- 5. Script trainingYour team learns your greeting and rehearses the calls routing to licensed staff
- 6. Go liveYour assistants take calls while you confirm every call routes correctly
Book Your Consultation This Week
Every caller your practice misses today books with another practice. Tell us what your phones do at 9 a.m. and which hours go unanswered. We show you how a dedicated call center team works inside your own phone system and EHR at $10.95 an hour.
Questions Practices Ask Before They Book
Our phones ring all morning and half the callers hang up. How do we stop losing them?
DocVA puts dedicated assistants on your lines during your busiest hours, so callers reach a person on the first ring. Your front desk keeps the lobby moving while the schedule fills.
We tried an answering service and got messages back, not appointments. What makes this different?
DocVA places your assistants inside your own scheduling system, so the appointment exists before the caller hangs up. Nobody retypes a message queue the next morning.
Our Spanish-speaking patients wait on the one person who can help them. How do we cover that?
DocVA places bilingual assistants who run scheduling and intake calls in Spanish. Patients book in Spanish without waiting on a translator.
Our call volume doubled and one hire cannot keep up. How fast can we add help?
DocVA sends a new shortlist within 24 to 48 hours, and a second seat handles the same work as your first assistant. You add a second assistant without running a second hiring search.