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Phone & Communication · Healthcare

Keep your phones covered without pulling clinical staff off patient care

By Zack Pennington, CEO Updated

In healthcare, a missed call is often a missed patient, and your front desk team can't always be in two places at once. Whether you're running a private practice, a telehealth platform, or a specialty clinic, Nacho Executive Assistants handle the communication volume that buries your staff. From inbound appointment requests to insurance callback coordination, we keep the lines moving so your team stays focused on care delivery.

Tools we work with: Google Voice OpenPhone Calendly HubSpot

Can a Virtual Assistant handle phone & communication for healthcare providers?

Yes. Nacho matches healthcare providers with a vetted, 100% US-based Executive Assistant who owns phone & communication week after week, not a one-off task. You start with a $300 Delegation Strategy Plan, set a monthly Talent Budget from $1,000, and we match you in about a week.

See how the match works What a Talent Budget costs Book a discovery call

How it works

How your Executive Assistant owns phone & communication for healthcare providers

A Nacho EA assigned to your healthcare practice works as an extension of your front office, handling inbound and outbound calls according to scripts and protocols you define during onboarding. They use tools like Google Voice, RingCentral, or your existing VoIP system to manage call queues, take detailed messages, and route urgent matters to the appropriate clinical or administrative contact. For scheduling, they work inside platforms like Jane App, Kareo, or Athenahealth to book, confirm, and reschedule patient appointments, following your cancellation policy and any provider-specific preferences. Your role is to set the rules upfront and review a daily or weekly communication log; the EA handles execution without needing you to monitor every interaction. Your dedicated Client Success Manager helps build the delegation framework during onboarding so the EA is ready to represent your practice from day one.

Off your plate

What your Executive Assistant takes off your plate

Before your first EA call, document your phone protocol in writing: which call types the EA can handle independently, which require a warm transfer to clinical staff, and what language to use around sensitive topics like mental health or billing disputes. The most common mistake is handing over phone coverage without a clear escalation path, which creates hesitation and delays. A one-page call handling guide, even a rough draft, is enough to get started and your Client Success Manager will help you refine it.

  1. Inbound Patient Call Handling

    Answer and triage incoming patient calls using your practice's scripts, routing clinical questions to licensed staff and handling scheduling or billing inquiries directly.

  2. Appointment Confirmation & Reminder Outreach

    Make outbound confirmation calls or send SMS reminders via your EHR or scheduling platform (e.g., Kareo, Jane App) to reduce no-show rates.

  3. Insurance & Referral Callback Coordination

    Follow up with insurance carriers or referring providers on pending authorizations, eligibility verifications, or referral status, logging outcomes in your practice management system.

  4. Voicemail Triage & Message Routing

    Monitor and return voicemails during business hours, categorizing messages by urgency and forwarding clinical concerns to the appropriate provider or nurse line.

  5. New Patient Intake Calls

    Conduct initial intake calls with prospective patients to collect demographic information, verify insurance, explain your intake process, and schedule a first appointment.

Your stack

Tools our team works with

We adapt to your existing stack, no forced migrations.

OpenPhone
Calendly
HubSpot
Acuity Scheduling
Google Voice
Zoom Phone

...and many more!

Client proof

Trusted by healthcare providers

Nacho supports healthcare providers including Assisting Hands Home Care, Infant Feeding Care, handling everything from phone & communication to broader operational support.

The model

What delegating to Nacho actually looks like

This is ongoing delegation to one vetted, US-based person, not a task posted to a marketplace.

  1. Start with a Delegation Strategy Plan

    A one-time $300 onboarding fee pairs you with a Client Success Manager who maps what to hand off first. See the full process.

  2. Get matched in about a week

    We match you with a vetted, 100% US-based Executive Assistant in your time zone. If the fit is not right, the Nacho Guarantee re-matches you free.

  3. Set a monthly Talent Budget

    Budgets start at $1,000 a month and draw across Executive Assistants from $40/hr, Specialists from $65/hr, and Fractional Executives from $125/hr. Up to $200 of unused budget rolls over each month. See pricing in detail.

  4. Three months, then month to month

    The initial term is three months so the working relationship has time to compound, then it rolls month to month. Book a discovery call to size yours.

Talent Budget

What delegating phone & communication costs for healthcare providers

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
from $40/hour
25 hours $1,000
Specialists
from $65/hour
5 hours $325
Fractional Executives
from $125/hour
0 hours $0
Your monthly budget
$1,325

Starting at $1,000/month. One-time $300 onboarding fee includes your Delegation Strategy Plan.

Good questions

Frequently asked questions

Are Nacho EAs trained to handle HIPAA-sensitive conversations?
Nacho EAs are US-based professionals who understand the importance of patient privacy and follow the communication protocols you establish. We recommend clients include HIPAA-specific handling guidelines in their onboarding documentation, and your Client Success Manager will help you build those into the delegation plan. For practices that require a signed BAA, we recommend discussing this with your compliance team as part of scoping the engagement.
Can an EA work inside our existing EHR or scheduling system?
Yes: Nacho EAs regularly work inside platforms like Athenahealth, Kareo, Jane App, and similar practice management tools for scheduling and communication tasks. You'll grant appropriate access during onboarding, and the EA works within the permissions you define. They don't need admin-level access to handle most front-office communication workflows.
What happens when a patient calls with a clinical question the EA can't answer?
Your call handling protocol defines exactly how those situations are managed: typically a warm transfer to a nurse, provider, or clinical coordinator, or a message routed through your secure messaging system. The EA never attempts to answer clinical questions outside their scope; their role is administrative triage. Setting up a clear escalation path during onboarding is one of the first things your Client Success Manager will help you document.

Ready when you are

Free up your front desk, keep every patient call covered

Nacho matches healthcare businesses with US-based Executive Assistants who can handle your communication volume starting at $1,000/month. Schedule a call to build your delegation plan.

Not sure yet? See how it works, compare the Executive Assistant, Specialist, and Fractional Executive roles, or read why we stayed 100% US-based.