Support That Meets Your Practice Where It Is
Maybe you simply need a real person answering while you're in session.
Maybe you need a team that can answer, screen, match, and actually get prospective patients onto your calendar.
Or maybe your practice has grown to the point where you need someone managing the entire patient onboarding process.
Start with the support you need today. Grow with KOAP when you're ready for more.
-ANSWER-
Live Answering
You follow up. We make sure the opportunity isn't missed.
You're in session. Your phone rings.
That caller may have spent days or weeks working up the courage to reach out. Sending them straight to voicemail means there's a chance they'll call the next practice on their list before you ever have an opportunity to call them back.
Live Answering gives smaller and growing practices a simple solution.
We answer. We provide a warm first point of contact. We take the message. You take it from there.
What's Included
-
Live call answering during your selected coverage hours
-
Professional greeting in your practice's name
-
Detailed message taking
-
Message delivery to your practice
-
Handling urgent calls according to your established protocol
-
HIPAA-compliant handling of caller information
This may be right for you if...
-
You're a solo practitioner or newer practice
-
You're frequently in session and unable to answer
-
Your call volume doesn't justify full reception support yet
-
You're comfortable returning inquiries yourself
-
You simply don't want prospective patients reaching voicemail every time you're unavailable
Starting at $300/month
No setup fee
-BOOK-
Scheduling & Reception
We don't just answer the phone. We help turn inquiries into appointments.
Sometimes answering isn't enough.
Your practice may need someone who can understand what a prospective patient is looking for, screen them according to your criteria, match them with the appropriate clinician, and actually get the appointment onto the calendar.
And not every inquiry starts with a phone call.
If prospective patients are reaching out through your website, email, referral sources, or other approved channels, they still need timely follow-up.
That's where Scheduling & Reception comes in.
What's Included
-
Live inbound call answering
-
New patient screening
-
Clinician matching based on your established criteria
-
Appointment scheduling directly in your EHR or approved scheduling platform
-
Outbound calls to website inquiries, email inquiries, referrals, and other warm leads
-
Scheduling and rescheduling for current patients
-
Cancellation assistance
-
General message taking
-
Routine front-desk questions
-
Approved communication with insurance companies and other practice contacts
-
HIPAA-compliant call handling
-
Direct EHR access when required for scheduling
The Difference?
We aren't simply taking a message and telling you someone called.
We're helping move that person forward.
When appropriate, the goal is for a prospective patient to end the interaction with an appointment on your calendar.
This may be right for you if...
-
You're losing time returning phone calls
-
Prospective patients are playing phone tag with your practice
-
You're receiving inquiries through multiple channels
-
Your clinicians are interrupted by scheduling calls
-
You need someone to screen and match prospective patients
-
You need help with outbound follow-up but want to manage the rest of the intake process internally
Plans include live talk-time allowances based on your practice's volume.
Starting at $750/month
Standard setup fee: $150
-MANAGE-
Front Office Management
From first contact through the initial session, we keep the process moving
Getting someone onto the calendar is only the beginning.
What happens next can determine whether that prospective patient
actually becomes an established patient.
Paperwork goes unfinished.
Insurance benefits aren't communicated.
Financial responsibility comes as a surprise.
Required forms aren't submitted, so an appointment has to be canceled.
No one has time to call and explain why.
Or the patient attends the first session but never schedules another.
Those gaps cost practices revenue, create additional administrative work for clinicians, and can leave patients frustrated during an already vulnerable time.
Front Office Management is designed to close those gaps.
What's Included
Everything included in Scheduling & Reception, plus:
-
Management of inquiries from phone, email, website, and approved referral sources
-
New patient screening and clinician matching
-
Scheduling directly into your EHR or approved platforms
-
Welcome communication after scheduling
-
Intake paperwork monitoring
-
Follow-up when required paperwork isn't completed within 48 hours
-
Insurance benefit verification when applicable
-
Financial responsibility communication before the first appointment
-
Patient readiness follow-up before the initial session
-
Review after the first session to confirm the patient attended
-
Follow-up when a subsequent appointment hasn't been scheduled
-
Patient satisfaction audits
-
Practice performance and KPI reporting
Paperwork Shouldn't Be The Reason You Lose A Patient.
When paperwork isn't completed, your practice may have no choice but to cancel an appointment.
But simply canceling it doesn't solve the problem.
Someone needs to find out what happened.
Did the patient receive the paperwork?
Were they confused?
Did they forget?
Did they change their mind?
Do they need help completing the process?
KOAP monitors the workflow and follows up so your clinicians don't have to.
No Financial Surprises
Patients should understand their expected financial responsibility before sitting down for their first session.
When applicable, KOAP can verify benefits and communicate deductibles, copays, and other relevant financial responsibility before the initial appointment.
That gives patients an opportunity to make informed decisions and reduces uncomfortable surprises after care has already begun.
This may be right for you if...
-
Your clinicians are spending too much time on administrative follow-up
-
Patients are being scheduled but aren't completing paperwork
-
Appointments are being canceled because intake requirements aren't complete
-
Your team struggles to consistently follow up with new referrals
-
Patients don't always understand their financial responsibility before their appointment
-
You need visibility into where prospective patients are dropping out of your intake process
-
You want one team responsible for keeping the patient journey moving
Front Office Management pricing is based on practice size and volume and includes live reception coverage.
Starting at $1100 for group practices
Standard setup fee: $250
