Running an infertility or reproductive endocrinology (RE) clinic requires exceptional organization and empathy. Between managing patient consultations, coordinating lab work, handling insurance pre-authorizations, and maintaining meticulous documentation, administrative tasks can easily overwhelm your staff.
That’s where Ataraxis comes in.
We help reproductive clinics hire a Virtual Assistant for Infertility & RE Clinics who can manage your administrative workload with precision and care. From appointment scheduling and chart updates to billing and patient coordination, your VA becomes an essential part of your fertility care team helping you focus on treatment and patient success.
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.
Between coordinating IVF cycles, managing diagnostic tests, handling insurance verifications, and maintaining complex patient charts, your team can easily become overloaded. In-house hiring is costly, and administrative strain can affect care quality.
A Virtual Assistant for Infertility & RE takes care of essential administrative tasks helping your clinic operate smoothly while ensuring every patient receives timely support and compassionate communication throughout their care journey.
Collect demographics, insurance details, and medical histories before consultations.
Coordinate initial consultations, follow-ups, and procedure appointments efficiently.
Confirm coverage and secure pre-approvals for fertility treatments, imaging, and medications.
Update patient charts, record treatment progress, and maintain accurate medical documentation.
Submit clean claims, track payments, and manage insurance denials to ensure smooth reimbursements.
Handle reminders, follow-ups, and inquiries with professionalism and empathy.
Track lab work, imaging, and hormone testing schedules to support continuity of care.
Collaborate with OB-GYNs, endocrinologists, or fertility specialists to manage ongoing referrals.
Generate summaries on appointments, authorizations, and billing performance for clinic oversight.
Manage intake, scheduling, and care coordination for fertility patients.
Process pre-approvals for procedures, medications, and diagnostics quickly and accurately.
Handle calls, appointment requests, and patient inquiries with care and discretion.
Ensure accurate and timely claim submission for IVF, IUI, and hormone therapy services.
Apply correct ICD-10 and CPT codes for reproductive procedures and lab testing.
Support physicians and managers with scheduling, reporting, and administrative planning.
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
Our VAs understand fertility workflows like cycle tracking, lab coordination, and patient communication.
One predictable rate covers hiring, training, HR management, and replacement coverage.
All team members are background-checked, confidentiality-trained, and covered under BAAs.
Many of our VAs work U.S. hours to provide real-time coordination with your care team.
Proficient in EHR and practice management tools like Athenahealth, DrChrono, and eClinicalWorks.
If your staff is overwhelmed by scheduling, paperwork, and authorizations, it’s time to hire a Virtual Assistant for Infertility & RE Clinics through Ataraxis. Free your clinical team from admin overload and focus on helping patients build their families.
Start Hiring a Virtual Assistant Today
A full-time, HIPAA-trained remote teammate who works in your phones, email, EHR, and fertility platforms to run front-office and non-clinical cycle admin so your providers and coordinators can focus on care.
Yes at an administrative level. They track milestone checklists, confirm consents on file, book monitoring visits, log results to the chart, and keep families informed about next steps. Clinical protocols and dosing stay with licensed staff.
They schedule baseline scans and bloodwork, book follow-up monitoring appointments, send prep and timing instructions you provide, and flag missing results for same-day review.
They gather documentation you provide, submit requests through payer portals, track status, prepare appeals packets, and update patients and pharmacies. Final medical necessity and coding decisions remain with clinicians.
Yes. They submit prescriptions or documentation to approved pharmacies, track shipment dates, record teach appointments, and note refill timelines. Prescribing and clinical guidance stay with your providers.
Administratively. They schedule, send prep instructions, confirm lab draw windows, attach results to the correct encounter, and alert your team per the escalation matrix. Interpretation is done by clinicians.
Admin only. They track screening checklists, schedule consults, coordinate records exchange with agencies and attorneys, log legal and psych eval documents, and keep timelines updated. Matching and approvals remain with your program.
No. They collect symptoms, verify medications and allergies, follow your scripted questions, and escalate urgent issues such as severe pain, heavy bleeding, or OHSS concerns according to your rules.
They send confirmations, day-before reminders, manage waitlists, offer quick reschedules, and run recall lists for baseline, monitoring, retrieval, transfer, and follow-up appointments.
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.
