Running a healthcare practice on Kareo means constant coordination across scheduling, claims processing, insurance verification, documentation, and patient communication. Every hour lost to admin work takes away from patient care.
That’s where Ataraxis comes in.
We help practices hire a Kareo Virtual Assistant trained in using Kareo for day-to-day operations. From claims submission and payment posting to appointment reminders and EHR updates, your VA becomes an extension of your front desk and billing team, keeping your workflow organized and efficient.
George reached out to me on LinkedIn, and while I rarely respond to cold outreach offering services, his approach felt thoughtful and genuine, so I decided to explore what his firm had to offer. We’ve been considering offshore talent for several years but hadn’t made the leap, as we hadn’t found the right offshore partner. Recently, we started working with Ataraxis, and it’s been a fantastic experience—they quickly sourced an exceptional contractor for our recruiting team and ran a smooth, efficient process from start to finish.
I was pretty hesitant about hiring people offshore, but had a fantastic experience working with Ataraxis to hire a virtual recruiter for my business. They connected me with Anabel, who’s based in the Philippines and has been incredible—she’s extremely hard-working, quick to learn, and always brings a great attitude to her work. Now I’m thinking about how I can build a team around her.
The entire process with Ataraxis has been seamless, and they regularly check in to make sure I’m happy with the service they’ve provided. It’s clear they truly care about their clients’ success. I highly recommend Ataraxis to anyone looking to grow their team with quality talent!
Highly Recommend!
I had the absolute pleasure of working with George, and I can confidently say that his expertise and guidance have been game-changing for my business. On our first conversation, George provided clear, actionable strategies tailored to my recruitment challenges. His deep industry knowledge, tested outreach methods, and data-driven approach set him apart.
If you’re a recruiter or business owner looking for expert-level guidance on client acquisition, outreach, and recruitment processes, I highly recommend working with George. His advice is practical, results-driven, and delivered with professionalism and genuine care for your success.
Thank you, George, for your time, insights, and the motivation to push forward with confidence!
I made a hire through Ataraxis a few months ago.
As it goes in any hiring process, when you meet the right person, you know immediately. I knew when I met the 5th candidate that she’d be the one.
3 weeks into her job she had a fundamental mastery of her own responsibilities. 2 weeks later, she assumed a whole new set of responsibilities on top of that. And now she’s a fully integrated part of my team.
10/10 will work with Ataraxis again.
George and his team did a fantastic job placing a Talent Sourcer on my team. She’s smart, communicates well, works diligently, and is a self-starter. Bonus points, her background (10 years!) is in an industry directly adjacent to ours. As such, she was able to catch on extremely fast and onboarding her was a breeze. My only gripe is that I wish I had taken this on sooner. Thanks Ataraxis!
George has been a great help throughout this process, which was new to us. His team sourced some great candidates for us to choose from, and we are really happy with our hire. George has also conducted regular check-ins and follow-ups. He is happy to share his personal insights and experience around structuring the job description, onboarding, and getting the best out of this recruitment process. I would definitely recommend George and his business for VA solutions.
But juggling patient scheduling, claim rejections, insurance eligibility, and chart updates often leaves providers buried in admin work.
Hiring in-house is expensive, while delays in billing or documentation can hurt your revenue cycle. A Kareo Virtual Assistant helps you stay on top of everything by managing back-end tasks so you can focus on patient care.
Collect demographic and insurance data and enter it into Kareo before visits.
Book, confirm, and reschedule visits while minimizing no-shows.
Check eligibility, copays, and visit limits before appointments.
Submit claims, track rejections, post payments, and follow up on denials.
Maintain accurate records, update notes, and ensure timely documentation.
Send reminders, follow-ups, and statements with professionalism and care.
Reconcile EOBs, log payments, and flag discrepancies for review.
Track referrals and ensure all patient records are complete and accessible.
Generate daily or weekly reports on claims, payments, and patient flow.
Manage EHR updates, reminders, and patient documentation.
Submit and track authorizations to avoid delays.
Manage patient calls, messages, and appointment coordination.
Handle claims, payments, denials, and revenue tracking.
Apply accurate CPT and ICD-10 codes to reduce rejections.
Support practice owners with reports, scheduling, and admin tasks.
Medical Biller with 3 years of US healthcare experience and very familiar with mental health, medicare, medicaid, ICD-10, CPT, and HCPCS
Virtual Medical Assistant with 3 years of US healthcare experience including EHR management, medical billing, insurance verification, and patient coordination
Insurance verification and patient coordination specialist with 5 years of US healthcare experience
VAs trained to navigate Kareo’s EHR, billing, and reporting modules efficiently.
No hourly billing, just one predictable rate that covers training and management.
VAs who work U.S. hours for live communication with your in-house staff.
Background-checked, confidentiality-trained, and covered under BAAs.
From claim submissions to appointment reminders, your VA keeps every detail in sync.
If admin work or billing delays are holding your practice back, it’s time to hire a Kareo Virtual Assistant through Ataraxis. You’ll save time, boost revenue, and get back to what matters most—your patients.
Start Hiring a Virtual Assistant Today
A full-time, HIPAA-trained remote teammate who works inside your Kareo account (Clinical, Billing, and Engage) to handle scheduling, intake, eligibility, claims, payment posting, messages, and reporting so your clinicians can focus on care.
If you need this. They gather supporting documentation, submit PA requests through payer portals, track status, coordinate referrals, and update the chart. Final medical necessity and coding decisions stay with licensed staff.
They can prep templates and make sure documentation is queued, but only licensed clinicians complete and sign clinical notes. The VA does not diagnose or document clinical judgment.
They scrub claims, submit them electronically, monitor clearinghouse rejections, post ERAs and EOBs, handle denials with payer follow-ups, and keep A/R notes current while following your billing rules and escalation procedures.
Yes. They process card-on-file payments in Kareo, send statements, set payment plans within your policy, and follow up on balances using approved scripts.
They enable reminders, confirm appointments a day in advance, offer fast reschedules, and run recall lists which helps to keep your schedule full.
We recruit assistants with hands-on Kareo experience (Clinical, Billing, Engage). Onboarding fine-tunes access, task lists, and your exact workflows.
You do. During onboarding, you set the decision matrix and style guide. The VA applies your playbook (tone, do’s and don’ts, compliance notes, escalation rules) across calls, messages, and billing tasks.
Administratively, yes. They send orders from your templates, track results, attach files to the chart, and communicate status. Clinical interpretation and prescribing stay with licensed clinicians.
Hiring a virtual assistant saves money compared to having full-time office staff. This lets you and your team focus more on growing your business and doing what you do best.
Great virtual assistants often come from countries and regions like the Philippines, South Africa, Latin America, East Africa, and Eastern Europe. These countries are known for their skilled workers who speak fluent English and have strong work ethics.
Yes! At Ataraxis, your virtual assistant will match your local time zone, making teamwork easy and smooth.
US-based virtual assistants usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time virtual assistants starting at just $11 per hour. This means you get great help for up to 70% less.
We keep your information safe by using secure VPN connections, regular monitoring, and privacy agreements signed by every virtual assistant.
Payments are easy and secure with Stripe. We also promise 100% satisfaction – if you’re not happy, we’ll fix it right away.
Ataraxis only offers full-time virtual assistants because they provide more consistent help, become part of your team, and show greater commitment.
Ataraxis uses software to monitor your assistant’s activities, ensuring they are always working efficiently and staying productive.
It’s best to set up clear communication methods right from the start. You can use popular tools like Slack, WhatsApp, Zoom, or email, based on what works best for you.
Your satisfaction is our #1 priority. If you’re not happy, we’ll quickly address the issue and find you a better match, or issue a prorated refund if needed.
Great communication skills, attention to detail, strong work ethics, time zone alignment, work from home readiness, and problem solving skills. We carefully choose assistants based on their skills, experience, availability, and special abilities to make sure they match your business needs.
Yes! Many businesses find virtual assistants deliver even better quality work, especially for specialized tasks.
Paying very low rates, like $2-3 per hour, usually means getting less skilled workers and lower quality work. Ataraxis offers affordable assistants who are highly skilled.
It usually takes 1-2 weeks to get your virtual assistant fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
