For Physical Therapy & Rehab Clinics
A physical therapy virtual assistant runs the admin side of your clinic remotely: scheduling and rebooking, benefits checks, authorizations, plan-of-care paperwork and billing follow-up. They work full-time for your clinic only, in your EMR and phone system.
We recruit them, run payroll and HR, and replace them if it doesn’t work out. You pay one flat monthly rate, with no recruitment fees.
Zero Risk: You don’t pay if you don’t hire
The Integrated Hire Difference:
Most lost visits happen between appointments: an unbooked plan of care, a lapsed authorization, a no-show nobody called. This is the work a dedicated VA picks up.
Referral day
Your VA logs the referral, collects the prescription if the payer needs one, and calls the patient to book the evaluation.
Before the evaluation
Checks coverage, copay, deductible and visit limits, and starts the authorization if the plan requires one, so the patient knows what they’ll owe.
After the evaluation
Books the full plan of care while the patient is still on the phone or in the clinic, instead of one visit at a time.
Every visit
Tracks visits used against visits approved and requests more before the authorization runs out.
Each certification period
Chases physician signatures on the plan of care and flags progress report and recertification dates to your therapists.
Same day
Calls the patient to rebook, so one missed visit doesn’t turn into a dropped plan of care.
After the visit
Checks claim status, follows up on denials and sends patient statements.
Everything that happens on the phone and in your systems, so your front desk and therapists can focus on the patients in the clinic.
Books evaluations and full plans of care, fills cancellations from your waitlist and rebooks missed visits.
Verifies coverage, copays, deductibles and visit limits before the first visit.
Requests initial and additional visits and tracks every authorization’s remaining visits and end date.
Sends plans of care for physician signature, chases unsigned ones and tracks recertification dates.
Answers calls and messages, collects intake forms and confirms appointments.
Posts payments, checks claim status, works denials and keeps patient balances current.
Applicants in our pipeline list these rehab EMRs, practice management tools and payer portals. Tell us your stack and we’ll screen for it.
Scheduling, documentation and billing.
Scheduling, intake and billing for rehab practices.
Scheduling and front-desk workflows.
Rehab EMR and scheduling.
Practice management and billing.
Practice management and billing.
Eligibility, authorizations and claim status.
Patient calls, texts and online booking.
Based on tools listed by applicants with U.S. clinic experience in our pipeline as of October 2026.
Anonymized summaries of applicants who have supported U.S. therapy and rehab practices. We run a new search for every role, matched to your EMR and payers.
Check-ins, scheduling, appointment confirmations and copay collection for therapy clinics.
Benefits investigations, eligibility checks and prior authorizations, plus patient intake and scheduling.
Claim creation and submission for physical therapy and medical accounts, plus denials and appeals through Availity and Medicare portals.
Summaries are anonymized. Availability changes week to week.
Most clinics compare a remote VA with hiring another local front-desk person, or with a shared answering service. Here’s how they differ.
| Dedicated VA (Integrated Hire) | Local front-desk hire | Shared VA or answering service | |
|---|---|---|---|
| How you pay | One flat monthly rate, all-inclusive | Hourly wage plus payroll taxes and benefits | Per hour, per call or per task |
| Who your patients talk to | The same person every day | Your employee | Whoever is on shift |
| Authorizations and plan-of-care tracking | Part of the job | Part of the job, when the desk is quiet | Depends on the service |
| In-person check-in and payments | No, stays with your desk | Yes | No |
| If it doesn’t work out | Replacement within 14 days at no cost | You recruit again | Depends on the service |
| Commitment | No long-term contract. 2 weeks’ notice | Employment obligations | Set by your contract |
Enter a local hourly cost, including payroll taxes, and how many hours of help you need each month.
At these numbers, a dedicated hire costs $1,900 less per month.
Example figures only. The U.S. median wage for medical administrative assistants was $22.08 an hour in 2025 (BLS), before payroll taxes and benefits. Your VA’s rate depends on the role and experience, and we confirm it on your first call.
A local hire makes sense if you need someone physically at the desk: greeting patients, taking payments in person or helping out in the gym.
A dedicated VA makes sense if:
We recruit, vet and run payroll. You choose who talks to your patients.
Tell us your EMR, payer mix, visit volume and what your front desk can’t keep up with.
We screen 500+ applicants for U.S. clinic experience and present your top 3.
Have finalists handle a mock reschedule call and a benefits check, so you hear how they’d talk to your patients.
Your VA completes HIPAA training and starts under logins you control. We run payroll and HR, and replace them at no cost if it doesn’t work out.
...the hires are now an integral part of our business... We’ve been able to scale and open additional facilities with ease, knowing that Integrated Hire are there to scale our team as needed.
Kunal Shah
CEO — Revolve Physical Therapy
They handle your clinic’s admin work remotely: scheduling and rebooking, benefits checks, authorizations, plan-of-care paperwork, patient calls and billing follow-up. With Integrated Hire, your VA works full-time for your clinic only.
Not in person. They handle what happens on the phone and in your systems. Most clinics keep someone at the desk for in-person check-in and payments, and the VA takes everything else off their plate.
Yes. Applicants in our pipeline have used WebPT, Raintree, Prompt EMR, TheraOffice and general practice management systems. Your VA works under logins you create, and we screen for your system.
They track the deadlines: physician signatures, recertifications and progress report due dates, and flag them to your therapists. Clinical documentation stays with your licensed staff.
Yes. Calls, texts and portal messages are a big part of the job. You hear them on a mock patient call before you hire, so you can judge how they’ll come across.
Your VA completes HIPAA training before they start and works only inside your systems, under logins you control. We can share a short explainer of how the arrangement is structured, and a workforce acknowledgment your VA signs with your clinic directly.
Usually, for the same hours. A local hire costs an hourly wage plus payroll taxes and benefits. A dedicated VA costs one flat monthly rate. Use the calculator above with your local wage.
Add another VA when you need one. We run a new search for each role, and your current team keeps working while we do.
Book a short call with our team. Tell us your EMR, visit volume and what your front desk can’t keep up with, and we’ll outline exactly who we’d recruit.
Book Free ConsultationZero Risk: You don’t pay if you don’t hire
