A full schedule, without a ringing phone at the front desk
Booking, rescheduling, confirmations, waitlists and everyday patient questions, handled in your scheduling system by a team that follows your templates and rules.
Why scheduling breaks down
Scheduling looks simple until it isn't. New patients need the right visit type and enough time. Follow-ups need to land within the window the provider asked for. Some payers need a referral or authorization on file before the visit. Cancellations leave holes that nobody has time to fill. And while your front desk is checking in a patient, the phone keeps ringing.
The result is the same in most practices: callers on hold, voicemails returned late, empty slots on busy days and new patients who book somewhere else.
What we do
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New patient booking
We collect demographics, insurance and reason for visit, choose the right appointment type and book it.
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Rescheduling and cancellations
Moves and cancellations are handled in your system, with the slot offered to the waitlist.
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Confirmations
We confirm upcoming visits by phone, text or email and update the schedule with the answers.
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Waitlist management
We keep a waitlist by provider and visit type and backfill openings.
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Referral and authorization checks
Before booking visits that need them, we confirm a referral or authorization is on file.
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Eligibility at booking
We can run an insurance eligibility check so coverage issues surface early.
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Patient questions
Directions, hours, what to bring, forms and portal help, answered with your approved information.
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Recall scheduling
Patients due for follow-up or annual visits are contacted and booked.
How it works
Scheduling review
We learn your appointment types, templates, provider preferences and payer rules.
BAA and access
Signed BAA, then named scheduling accounts and access to your phone or messaging tools.
Scripts and protocols
We write call scripts and a triage escalation protocol with you, approved by a clinician.
Live coverage
We take calls and requests during agreed hours and work the waitlist and confirmations daily.
Monthly review
Calls handled, bookings, no-show trends, waitlist fills and patient feedback themes.
What you get
Answered calls and messages during your agreed coverage hours.
A cleaner schedule with the right visit types and fewer double-bookings.
A working waitlist that turns cancellations into booked visits.
Fewer surprises at check-in, because insurance, referrals and forms are handled before the visit.
A monthly report on volumes, bookings and patterns worth acting on.
Safety first
Scheduling staff are not clinicians, and we never act like it. Your practice gives us a written protocol for urgent symptoms and clinical questions, signed off by a clinician. We follow it every time: we tell anyone describing an emergency to call 911, and we route clinical questions to your team immediately. Every escalation is logged.
Who it's for
- Practices where calls go to voicemail during busy hours
- Practices adding providers or locations faster than front-desk staff
- Offices with frequent no-shows and unfilled cancellations
- Practices that want after-hours or lunch-hour coverage without hiring
Systems we work in
We schedule in your existing EHR or practice management system and use your phone, texting or patient messaging tools, for example athenahealth, eClinicalWorks, Tebra, AdvancedMD, NextGen, DrChrono or ModMed. Pair it with GoHighLevel automation for automatic reminders and missed-call text-back.
Product names are trademarks of their owners; listed for compatibility, not endorsement.
Pricing
We quote scheduling support based on call and message volume, coverage hours and the tasks you hand off. You get a written quote before anything starts.
Patient scheduling & support questions
Straight answers. If yours isn't here, email hello@claimcoders.com.
Can you book appointments directly in our system?
Yes. We schedule in your EHR or practice management system using your appointment types, templates, durations and provider preferences. If you use online booking, we manage those requests too.
How do you handle clinical questions or urgent symptoms?
We don't give medical advice. You give us a written triage and escalation protocol, and we follow it: emergencies are told to call 911, and clinical questions are routed to your nurse line or task list right away.
Do you verify insurance when booking?
We collect insurance details at booking and can run an eligibility check before the visit, so patients and your front desk know about coverage problems before the appointment, not after.
What hours do you cover?
Coverage hours are agreed in your quote, based on when your patients call and when your own staff is available. Tell us the gaps you need filled.
Will patients know you are not in our office?
We answer as your practice using your greeting and scripts. If a patient asks, we say we are part of the team that supports your office.
Fill the schedule, free the front desk.
Tell us your scheduling system, call volume and the hours you need covered. We reply within one business day.