Five roles that cover your front desk to your billing office.

Every Cloverpo VA is screened and trained for U.S. healthcare before day one, then matched to your specialty, your systems and your schedule. Start with the role you need most and add more as you grow.

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Not sure which role you need?

Start with the problem that costs your team the most time. Here’s the role we usually recommend for each one.

Need help across several areas? Many practices start with one VA and add a second role later. Tell us what you need and we’ll suggest a plan.

A medical receptionist VA in a headset smiling on a patient call

Front office

Medical Receptionist

The friendly voice and organized calendar behind your front desk.

Key responsibilities

  • Answer inbound calls and route urgent ones to your clinical staff
  • Schedule, confirm, reschedule and cancel appointments
  • Send reminders and fill last-minute openings
  • Register new patients and update demographics
  • Reply to patient portal messages and emails
  • Collect intake forms before the visit

What you can expect

  • A full, accurate schedule with fewer no-shows
  • Patient calls and messages handled promptly
  • Clean patient records from the first visit
  • Clear handoffs to your in-office team

Who we place in this role

A warm, clear phone voice with patience for upset or confused callers. Experienced with scheduling systems and patient portals, keeps calls, messages and the calendar moving at once, and knows when a call needs to go to your clinical staff.

Ask about a Medical Receptionist Full role details
A medical scribe VA in a headset typing at his computer

Clinical support

Medical Scribe

Real-time charting, so your providers finish notes before they leave.

Key responsibilities

  • Join visits virtually and document the encounter in real time
  • Draft history, exam, assessment and plan in your EHR template
  • Queue orders, referrals and follow-ups for provider sign-off
  • Transcribe provider dictations into the chart
  • Update problem lists, medications and allergies
  • Prepare charts before the day’s visits

What you can expect

  • Complete, accurate notes ready for provider review
  • Less after-hours charting for your providers
  • Notes that follow your templates and preferences
  • Strict privacy during every patient encounter

Who we place in this role

A healthcare background with strong medical terminology, typing fast and accurately enough to keep up with a live visit. Comfortable inside EHR templates. Records what the provider says, never adds clinical opinions, and every note goes to the provider for review and sign-off.

Ask about a Medical Scribe Full role details
A medical admin assistant VA in a headset working at her computer

Clinical support

Medical Admin Assistant

Keeps the back office moving: referrals, records, faxes and follow-ups.

Key responsibilities

  • Coordinate referrals and track them until the visit is booked
  • Follow up on prior authorizations with payers
  • Manage the fax inbox and file documents to the right chart
  • Request and send medical records
  • Process refill requests for provider approval
  • Keep task lists, trackers and reports up to date

What you can expect

  • No referral or authorization left waiting
  • Organized, up-to-date patient documents
  • Fewer interruptions for your clinical staff
  • Written step-by-step guides for repeat tasks

Who we place in this role

Someone who tracks many open referrals and requests without losing any. Comfortable with payer portals, faxes and EHR document filing, follows up with offices and payers until things get done, and keeps clear notes and current trackers.

Ask about a Medical Admin Assistant Full role details
A medical billing VA in glasses and a headset working at his computer

Revenue cycle

Medical Billing Assistant

Gets claims out clean and payments in faster.

Key responsibilities

  • Verify insurance eligibility and benefits before visits
  • Enter charges and submit claims
  • Post payments and reconcile EOBs and ERAs
  • Work denials and resubmit corrected claims
  • Follow up with payers on unpaid and aging claims
  • Prepare patient statements and answer billing questions

What you can expect

  • Fewer denied and rejected claims
  • Faster payments and a smaller A/R backlog
  • Accurate patient balances
  • A clear weekly billing status report

Who we place in this role

Someone who understands eligibility, claims, EOBs and denial reasons, with experience in billing software and payer portals. Patient and persistent when chasing unpaid claims, and able to explain balances to patients clearly and kindly.

Ask about a Medical Billing Assistant Full role details
A medical coder VA in glasses typing at her computer

Revenue cycle

Medical Coder

Accurate codes that match the documentation and get paid.

Key responsibilities

  • Review provider documentation for each encounter
  • Assign ICD-10-CM, CPT and HCPCS codes and modifiers
  • Check codes against payer rules and NCCI edits
  • Flag unclear documentation for a provider query
  • Review charges before claims go out
  • Support internal coding audits

What you can expect

  • Accurate, payer-ready claims
  • Codes that match what was documented
  • Fewer coding-related denials
  • Feedback that helps improve documentation

Who we place in this role

A coder with a current CPC, CCS or equivalent certification and strong knowledge of ICD-10-CM, CPT and HCPCS. Codes only what the documentation supports, keeps up with payer rules and yearly code updates, and writes clear, respectful queries to providers.

Ask about a Medical Coder Full role details

The same standard behind every role

Whichever role you choose, your VA has passed the same checks before they ever see your systems.

  • 10-step hiring processSkills test, privacy and judgment scenarios, a live interview and a final exam. Only applicants who pass every step are placed.
  • Background checkedNBI clearance, ID verification and professional references.
  • HIPAA-trained before day oneWith refresher training every quarter.
  • Secure setupEncrypted computer, multi-factor login and their own individual login to your systems.
  • You choose your VAYou interview a shortlist of matched VAs and pick the one you want.
  • Checked on regularlyCheck-ins and quality reviews, with a 90-day performance review.

Why practices choose Cloverpo

One price for every role

A certified medical coder costs the same as a medical receptionist: $1,649 a month full-time, or $10 an hour part-time. No setup or placement fees, and no long contract.

See full pricing See what you’d save

Practices we support

Every specialty runs differently. We match each VA to your practice type, your systems and the tasks that take up your team’s day.

  • Primary care & internal medicine

    Busy phones, refill requests, referrals and chronic care follow-ups.

    ReceptionistScribeAdmin Assistant

  • Specialty clinics

    Dermatology, orthopedics, ophthalmology, cardiology and more: prior authorizations, imaging orders and recalls.

    Admin AssistantBilling AssistantCoder

  • Behavioral & mental health

    Intake, scheduling, insurance verification and documentation, handled with extra care for privacy.

    ReceptionistAdmin AssistantBilling Assistant

  • Physical therapy & rehab

    Authorizations, visit tracking, scheduling and patient reminders.

    ReceptionistAdmin AssistantBilling Assistant

  • Multi-specialty groups

    A team of VAs across the front desk, documentation and revenue cycle.

    All five roles

Don’t see your specialty? Tell us about your practice and we’ll let you know how we can help.

Tell us what’s piling up. We’ll match the right VA.

Answer a few quick questions, see your estimate, then book a free call with our founder, a former U.S. healthcare VA.

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