Medical Billing
Empower your practice with trusted healthcare professionals
We deliver business process outsourcing solutions that address key challenges in healthcare operations. Our healthcare professionals handle administrative tasks and other critical responsibilities. We aim to reduce operational burden, improve financial outcome, and provide reliable support that aligns with your organizational goals.
As a trusted partner, we excel at delivering results. Our healthcare professionals combine advanced technical skills with industry expertise to offer unparalleled support tailored to your needs.
We specialize in helping individuals and families regain control of their financial future by repairing and improving.
WHY CHOOSE US?
Trusted Support from Trained Medical Professionals
At OctalFox, we provide highly skilled Virtual Medical Assistants who are already trained in the demands of modern healthcare. Our assistants aren't just administrative staff — they’re experienced medical graduates or practitioners who understand clinical workflows, patient communication, and EHR platforms.
Why Doctors Love Working with Our Assistants:
Trained in HIPAA-compliant protocols
Experience with US-based EHR systems (Athena, Epic, Kareo, etc.)
Available across multiple time zones
Affordable alternative to in-house staff
No recruitment hassles or long-term contracts
Services We Offer
Virtual Medical Assistant
Let our assistants manage your routine tasks like:
- Managing emails and patient communications
- Updating EHRs and patient records
- Following up on prescriptions, labs, or referrals
- Coordinating telehealth appointments and ensuring platform readiness
- Managing patient scheduling, reminders, and intake forms
Procedure Scheduler
Our assistants streamline procedure-related logistics by:
- Coordinating with surgical teams or labs
- Managing pre-authorization paperwork
- Sending preparation and recovery instructions
- Scheduling follow-up consultations
- Confirming procedure dates with patients and providers
- Ensuring all required documentation is submitted in advance
- Verifying patient readiness and consent prior to procedures
- Tracking post-procedure reports and notes for provider review
Medical Scribe
Our scribes assist during or after patient visits to:
- OctalFox Medical Scribe does more than just a dictation. It listens, transcribes, and generates accurate clinical notes and orders from patient encounters in real time.
- Saving physicians hours with effortless and accurate generated documentation
- Maintain clean, compliant.
Patient Support Assistant
Polite, professional support to handle front-desk-level tasks remotely — improving patient satisfaction and reducing call volume.
- Answering incoming patient calls and messages
- Providing basic information about services and procedures
- Handling appointment inquiries and status updates
- Transferring urgent matters to the appropriate staff or physician
- Managing patient portal communication and follow-ups
- Collecting patient feedback to improve service quality
Appointment Scheduler
- Manage daily and weekly calendars
- Confirm appointments with patients
- Reschedule and cancel slots promptly
- Coordinate with other departments if needed
- Send appointment reminders via call, SMS, or email
- Verify patient insurance before scheduling
- Minimize no-shows through proactive follow-ups and reminders
Insurance Verification Specialist
Ensure smoother visits and fewer billing issues by verifying insurance details before every appointment.
- Manage daily and weekly calendars
- Confirm appointments with patients
- Reschedule and cancel slots promptly
- Coordinate with other departments if needed
- Send appointment reminders via call, SMS, or email
- Verify patient insurance before scheduling
- Minimize no-shows through proactive follow-ups and reminders
- Optimize provider schedules to maximize daily productivity
Complete Medical Billing Solutions
Our end-to-end medical billing services are designed to optimize your revenue cycle, reduce administrative burden, and improve cash flow. We handle everything from patient eligibility checks to final payment posting, so your team can focus on patient care. Whether you’re a solo practitioner or a multi-provider clinic, we adapt our services to fit your unique workflow and specialty.
End-to-end billing services including charge entry, claim submission, and follow-up
Customized workflows for specialties like primary care, cardiology, orthopedics, etc.
Certified billing professionals with deep experience in US healthcare
Transparent performance reporting and dedicated account managers
Faster Claims, Fewer Denials
Submitting accurate claims on time is critical to consistent cash flow. Our billing specialists verify every detail before submission to ensure compliance and accuracy. We also track each claim through its entire lifecycle, following up proactively with insurance companies to avoid rejections and delays.
Accurate CPT, ICD-10, and HCPCS coding validation
Electronic and paper claim submissions with payer-specific formatting
Real-time claim status monitoring
Rapid handling of denials, rejections, and appeals
Clear & Accurate Financial Records
We ensure every payment, from insurance or patients, is posted accurately, including co-pays, adjustments, and write-offs. Our reconciliation process identifies any underpayments or mismatches, helping maintain financial integrity and uncover lost revenue opportunities.
Timely and accurate posting of insurance and patient payments
Posting of EOBs (Explanation of Benefits) and ERA files
Detection and correction of underpayments and inconsistencies
Clear reporting of patient balances and account status
Maximize Collections, Minimize Outstanding Balances
Our team works daily to reduce aging accounts receivable. We analyze aging reports, prioritize high-value claims, and reach out to both insurance companies and patients to ensure that no revenue is left uncollected. This improves your cash flow and helps your practice maintain financial health.
Focused follow-up on 30/60/90+ day outstanding claims
Proactive outreach to payers and patients
Identification of trends causing payment delays
Patient-friendly communication for balance collections
Bulletproof Protection for Your Data
We understand the importance of data security in medical billing. That’s why all our processes follow HIPAA regulations and data encryption standards. We implement role-based access, audit logs, and regular security testing to ensure that your patient and practice data stays safe and compliant.
Full HIPAA and HITECH compliance
Data encrypted at rest and in transit using 256-bit encryption
Multi-factor authentication and restricted access based on user roles
Regular internal audits and vulnerability scans
Complete Medical Billing Solutions
Our end-to-end medical billing services are designed to optimize your revenue cycle, reduce administrative burden, and improve cash flow. We handle everything from patient eligibility checks to final payment posting, so your team can focus on patient care. Whether you’re a solo practitioner or a multi-provider clinic, we adapt our services to fit your unique workflow and specialty.
End-to-end billing services including charge entry, claim submission, and follow-up
Customized workflows for specialties like primary care, cardiology, orthopedics, etc.
Certified billing professionals with deep experience in US healthcare
Transparent performance reporting and dedicated account managers
Faster Claims, Fewer Denials
Submitting accurate claims on time is critical to consistent cash flow. Our billing specialists verify every detail before submission to ensure compliance and accuracy. We also track each claim through its entire lifecycle, following up proactively with insurance companies to avoid rejections and delays.
Accurate CPT, ICD-10, and HCPCS coding validation
Electronic and paper claim submissions with payer-specific formatting
Real-time claim status monitoring
Rapid handling of denials, rejections, and appeals
Clear & Accurate Financial Records
We ensure every payment, from insurance or patients, is posted accurately, including co-pays, adjustments, and write-offs. Our reconciliation process identifies any underpayments or mismatches, helping maintain financial integrity and uncover lost revenue opportunities.
Timely and accurate posting of insurance and patient payments
Posting of EOBs (Explanation of Benefits) and ERA files
Detection and correction of underpayments and inconsistencies
Clear reporting of patient balances and account status
Maximize Collections, Minimize Outstanding Balances
Our team works daily to reduce aging accounts receivable. We analyze aging reports, prioritize high-value claims, and reach out to both insurance companies and patients to ensure that no revenue is left uncollected. This improves your cash flow and helps your practice maintain financial health.
Focused follow-up on 30/60/90+ day outstanding claims
Proactive outreach to payers and patients
Identification of trends causing payment delays
Patient-friendly communication for balance collections
Bulletproof Protection for Your Data
We understand the importance of data security in medical billing. That’s why all our processes follow HIPAA regulations and data encryption standards. We implement role-based access, audit logs, and regular security testing to ensure that your patient and practice data stays safe and compliant.
Full HIPAA and HITECH compliance
Data encrypted at rest and in transit using 256-bit encryption
Multi-factor authentication and restricted access based on user roles
Regular internal audits and vulnerability scans
Business
Consulting
Business
Business
Consulting
Business
WHO ARE OUR ASSISTANTS?
Pre-Screened, Professionally Trained, Clinically Aware
We exclusively hire:
Medical graduates in their clinical years
International or US-trained doctors not practicing currently
Healthcare professionals with admin and patient-facing experience
They are:
Fluent in medical terminology
Familiar with US healthcare workflows
Capable of independent, accountable work
Friendly, professional, and reliable
All our assistants undergo internal training for:
HIPAA Compliance
EHR Systems (Epic, Cerner, Athena, etc.)
US Medical Documentation Standards
Patient Interaction Etiquette
HOW IT WORKS
Seamless Setup in Just a Few Steps
Case Study
Inspiring You To Your Business & Goals
Podcasting operational change management inside work establish taking seamless.
Client Reviews
WHAT DOCTORS SAY ABOUT OUR SERVICES
Questions
Frequently Asked Questions
Yes. All assistants are trained in HIPAA regulations and data privacy standards.
Yes. You can review candidate profiles, interview them, and choose whom you’d like to work with.
Yes. We offer assistants who can match your clinic’s timezone and hours.
No problem. We’ll help you transition to another assistant at no additional cost.
Appointment
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Ready to Save Time and Improve Efficiency?
Let us help you reclaim your time, reduce burnout, and deliver better care — with dedicated virtual support from trained medical professionals.
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