Running a physical therapy clinic means managing patient sessions, progress tracking, insurance verification, billing, and constant communication while delivering hands-on care. Every hour spent on admin is an hour you lose with patients.
That’s where Ataraxis comes in.
We help clinics hire a Virtual Assistant for Physical Therapists who can handle day-to-day administrative tasks so you can focus on treatment and patient outcomes. From scheduling and chart updates to claims and follow-ups, your VA becomes an essential part of your front desk and back-office support.
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 endless admin tasks can slow everything down. Between new-patient onboarding, re-evaluations, documentation, billing, and appointment changes, your team is stretched thin.
A Virtual Assistant for Physical Therapists keeps your clinic running smoothly by handling the tasks that distract from care. You stay focused on patients while your VA manages the paperwork, communication, and follow-ups that keep your schedule full.
Collect demographics, insurance information, and medical histories for new patients.
Book, confirm, and reschedule sessions to keep patient flow consistent.
Check benefits, copays, and visit authorizations before each session.
Submit claims, post payments, and follow up on pending or denied reimbursements.
Record progress notes, evaluations, and treatment details in your EMR system.
Track visit limits, request renewals, and monitor payer requirements.
Send reminders, follow-ups, and check-ins to boost retention and compliance.
Request reports, communicate with referring physicians, and manage documentation.
Generate daily or weekly reports on visits, collections, and outstanding tasks.
Manage patient intake, reminders, and progress documentation with accuracy.
Handle therapy authorizations, renewals, and payer communication.
Answer calls, schedule appointments, and manage cancellations.
Ensure accurate claim submissions, payment posting, and A/R follow-ups.
Apply correct CPT and ICD-10 codes for physical therapy treatments.
Support clinic owners with scheduling, reporting, and team coordination.
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 therapy workflows, visit caps, and payer documentation requirements.
One predictable rate covers training, management, and coverage with no hourly billing.
Many VAs work U.S. business hours for seamless coordination with your team.
Background-checked and trained in compliance to protect patient privacy.
Experience with systems like WebPT, Clinicient, Kareo, Jane, and SimplePractice.
If admin tasks are slowing your team down, it’s time to hire a Virtual Assistant for Physical Therapists through Ataraxis. You’ll boost productivity, stay compliant, and dedicate more time to patient recovery.
Start Hiring a Virtual Assistant Today
A full-time, HIPAA-trained remote teammate who connects to your phones, email, and EMR to manage front-office and non-clinical back-office work for outpatient, home health, and sports rehab clinics so therapists can focus on treatment.
Yes. They verify benefits, track approved visits and recert dates, request extensions when needed, document utilization notes, and alert your team before patients hit limits.
WebPT, Prompt, Raintree, Clinicient/Insight, Fusion, Athena, DrChrono, and similar systems. Onboarding maps their logins and tasks to your exact workflow.
They send confirmations and day-before reminders, offer quick reschedules, manage waitlists, and follow up on missed visits to keep plans of care on track.
Yes. They receive and log referrals, schedule evaluations, route plans of care for physician signature, track returns, and close the loop in the chart.
They assemble documentation you provide, submit requests to payers or portals, track status, and queue appeals. Final clinical justification stays with licensed staff.
No. They perform non-clinical intake only: collect symptoms, verify meds and allergies, apply your escalation rules, and route urgent issues to licensed clinicians.
Yes. They verify eligibility, send links and consent forms, run tech checks, confirm patient location if required, and ensure documentation is ready before the session.
If requested. They can submit claims, post ERAs and EOBs, flag denials, work A/R follow-ups, and call patients about balances per your policy. Coding decisions remain with your licensed staff or billing partner.
Only if you choose. The VA uses your phone number, email domain, portal, and approved scripts so the experience feels in-house.
Hiring a virtual assistant for Physical Therapists 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 for Physical Therapists 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 for Physical Therapists 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.
