Calls & scheduling
Answer calls, book visits, manage waitlists, and verify insurance inside your practice system.
Your Patients Need Care.
Your Team Needs Support.
Meet Your Coordinator.
Calls answered. Orders coordinated. Claims followed up. A dedicated CRMXO operator runs the work between your doctors and patients — in your systems, under your brand.
20 minutes. A focused operations audit. A plan you keep.
Your clinic, connected Overview
Patients · Operations · Growth
New patients 31
Answer rate 98%
Cost / consult $85
Claims filed 94
Weekly report Monday
Response 8 seconds
Your care team 98% answered
ALDRJSMKRNOP+
One team. Every handoff. ↗One connected practice
GrowthCareSystems
This week Your clinic’s momentum
1
Calls answeredAverage pickup: 8 seconds
98%2
Follow-ups completedPatients kept in the loop
1183
Orders coordinatedToday · no errors
26Illustrative clinic dashboard · sample data
40+
operations tasks owned daily
8s
average speed to answer
4.9★
patient satisfaction, surveyed
01Patient Coordinators
One Human. Your Whole Front And Back Office.
Your coordinator connects patients, providers, pharmacies, and billing. Results get relayed, orders get tracked, and follow-ups get booked — with a named person accountable for every handoff.
PatientsAnswered · supported
DoctorsResults · questions
Alina, your coordinatorDedicated. Trained. In your systems.
ScheduleBooked · confirmed
BillingClaims · verification
OrdersLabs · pharmacy · supplements
Care coordination● Alina, working your clinic
10:04 AM — Provider-reviewed labs
Hi Maria, it’s Alina from Summit Wellness. Dr. Reyes reviewed your labs and recommends a vitamin D supplement. Would you like it shipped?10:12
Yes please! Same address.10:14
Done. Tracking to follow. For your 6-week follow-up: Thursday 2:40 or Friday 9:20?10:15
Thursday works!
84 calls26 orders19 claims31 booked
Representative view · sample clinic data
What we take off your plateEvery Detail.
Every Detail.
A Clear Owner.
The scope is built around your clinic, your systems, and the work that matters most.
Doctor–patient coordination
Relay provider-approved results and instructions. Route clinical questions to your care team.
Orders & fulfillment
Coordinate lab kits, pharmacy orders, and supplements, with tracking and patient updates.
Billing & claims
Prepare superbills, submit claims, follow up on denials, and coordinate complex work with billing specialists.
Follow-ups & recalls
Work through check-ins, care-plan reminders, and lapsed-patient lists every day.
Back-office support
Handle intake, faxes, referrals, portal inboxes, inventory checks, and your weekly report.
One View.
The Whole Picture.
A calm, connected workspace for the work happening across your clinic. Clear metrics. Visible handoffs. Your Monday report, made simple.
CRMXO / Care Desk / Overview● Example workspace
Operations board
Summit Wellness · representative clinic workspace
Answer rate98%avg 8s to pick up
Orders shipped26today · 0 errors
Claims filed94this week · $31K
Follow-ups11884% completion
RECENT ACTIVITY
Maria G.answered in 6s → booked Thu 2:40just now
Dr. Reyeslab results → 3 patients notified2 min
Order #1182supplements shipped · tracking sent9 min
Claim #8841denial corrected → resubmitted14 min
T. B.symptoms mentioned → transferred to RN26 min
BOOKED CONSULTATIONS · SIX-MONTH EXAMPLE
Illustrative six-month campaign example.
Representative interface with sample clinic data. The overview and trend controls demonstrate the reporting experience.
Progress You Can See.
Same-day results relay
Time to ship
Denial rate
Representative, anonymized clinic examples. Results depend on starting point, scope, and market.
The business caseSee What Better
See What Better
Operations Could Mean.
Start with the numbers already inside your clinic. Your audit turns them into a model for the work, time, and value you could recover.
Run the numbers for your clinic ↗What owned operations returns
Modeled on a typical clinic deploymentMissed calls converted to bookings+18 consults / mo
Follow-ups & recalls completed+21 visits / mo
Average first-year patient value$610
Denials corrected & collected+$6.2K / mo
Cost vs. desk + biller + operations≈ $5.4K saved / mo
Clinical hours no longer interruptedTime for patient care
+$31K
modeled monthly value
modeled monthly value
Built on the assumptions above. Your clinic’s audit uses your own activity, costs, and patient values.
Illustrative figures, not a forecast or guarantee. First-year patient value is not the same as cash collected in a month.
From hello to handledA Clear Plan.
A Clear Plan.
A Supported Start.
Know what happens next, who owns it, and how we’ll measure the work.
Start with the audit
Walk through your actual bottlenecks and identify the first priority.
Agree on the plan
Define responsibilities, deliverables, timeline, and investment in writing.
Connect your systems
Gather access, map the existing workflow, and record the starting point.
Approve the details
Review patient-facing scripts, designs, messages, and handoff rules.
Launch with support
Test the work, supervise the launch, and resolve exceptions together.
Review and improve
Read the Monday report: what happened, what changed, and what comes next.
Are coordinators your employees or ours?
Ours. CRMXO recruits, trains, supervises, and provides backup coverage. Your coordinator works in your systems, with your greeting and your approved protocols.
What happens with clinical questions?
Clinical questions are routed to clinicians. Escalation rules, identity verification, and urgent-call protocols are agreed with your team before go-live.
What coverage is available?
Coverage starts with your business hours. Evenings, weekends, and after-hours answering can be scoped separately. Typical onboarding takes about two weeks.
How do you handle patient information?
The onboarding process includes signed BAAs, HIPAA training, scoped system access, and identity verification. Your clinic’s requirements are mapped before work begins.
Better Together.
All services ↗Patient coordinators for wellness & telehealth clinics
Calls. Orders. Billing. Follow-ups. Someone has to run it all. Meet your coordinator.
A CRMXO patient coordinator is a dedicated, HIPAA-trained operator who answers your phones, coordinates between your doctors and patients, fulfills orders, manages clinical billing, and completes every follow-up — inside your systems, under your brand, for a fraction of the hires it replaces.
20 minutes. Free. We map your calls, orders, claims, and follow-ups — and price exactly what slips through.
40+operations tasks owned daily
8saverage speed to answer
4.9★patient satisfaction, surveyed
Your coordinator's morning● on shift
🗂
7:40 — Today's charts preppedInsurance verified ×14 · copays noted
📞
9:15 — Call answered in 6sMaria G. → booked Thu 2:40 · confirmed
🧪
10:30 — Lab results relayedDr. Reyes' notes → 3 patients called
📦
11:05 — Order #1182 shippedSupplements · tracking texted to patient
🧾
12:20 — 8 claims submitted1 denial corrected & resubmitted
This week, ownedOne coordinator's output
Live ✓
Calls answered412avg 8s
Orders fulfilled860 errors
Claims filed94$31K billed
Follow-ups completed11884% rate
The Operations Hub
Everything between the doctor and the patient, handled.
Answering the phone is table stakes. A CRMXO coordinator sits at the center of your clinic's operations — relaying results, chasing orders, filing claims, completing follow-ups — so nothing between a provider's decision and a patient's outcome is left to chance, or to voicemail.
One coordinator — whole clinic● live
👤
Patientsanswered · relayed · followed up
🩺
Doctorsresults out · questions routed
📦
Orderslabs · pharmacy · supplements
🧾
Billingclaims filed · denials chased
📅
Schedulebooked · confirmed · refilled
A
Alina — your coordinatorHIPAA-trained · dedicated · in your systems
Today: 84 calls26 orders out19 claims filed31 booked
Care coordination — this hour● Alina, working your clinic
10:04 AM — Dr. Reyes flagged labs for 3 patients
"Hi Maria, it's Alina from Summit Wellness. Dr. Reyes reviewed your labs — all clear except vitamin D. She's recommending a supplement: want it shipped to your home?"10:12
"Yes please! Same address."10:14
"Done — ships today, tracking to follow. She'd also like a 6-week follow-up: Thu 2:40 or Fri 9:20?"10:15
"Thursday works!"10:15
Order #1182 → fulfillment · claim submitted · follow-up booked Thu 2:40
Result relayed, order shipped, claim filed, follow-up booked — one thread, one human, eleven minutes.
Representative workflow with sample data — scope, scripts, and protocols are designed with you and approved before go-live.
One coordinator. Six departments.
Every engagement covers the full operations surface of your clinic — each with documented SOPs, a named owner, and weekly reporting:
Front desk — calls & scheduling
Every call answered in seconds; booking, rescheduling, confirmations, waitlists, and insurance verification run directly in your PMS — zero voicemails in business hours.
Doctor ↔ patient coordination
Results relayed same-day, care instructions delivered and confirmed, patient questions routed by protocol and answered — the connective tissue between visit and outcome.
Orders & fulfillment
Lab kits, pharmacy scripts, and supplement orders placed, tracked, and chased to the door — vendors called twice if that's what it takes, patients texted the tracking.
Clinical billing & claims
Superbills prepared, claims submitted within 24 hours, denials corrected and chased, patient balances followed up politely — money stops aging in a drawer.
Follow-ups, recalls & adherence
Post-visit check-ins, care-plan adherence nudges, and lapsed-patient recalls — worked from lists daily with warm scripts, refilling next month's calendar for free.
Back-office operations
Intake packets, faxes, referrals, portal inboxes, inventory counts, and the Monday report — the unglamorous work that decides whether a clinic feels calm or chaotic.
Your providers should practice medicine. Someone else should run the day.
Want to know what's slipping between your departments?
Book the free operations auditWe map your calls, orders, claims, and follow-ups live on the call. The slippage is never zero.
Case Studies
Three clinics. Three operations, taken over.
Same role, different center of gravity: one clinic drowned in results relay, one in order fulfillment, one in billing — each coordinator was trained around the bottleneck that hurt most, then took the rest. Data anonymized and rounded, presented as representative engagements.
Telehealth — coordination
The practice whose results never sit overnight
Two providers, hundreds of lab results, and a portal inbox nobody owned. Their coordinator took over the doctor–patient relay: results out same-day, instructions confirmed, questions routed by protocol.
Results relayed same-day
38%100%
nothing sitsFollow-up completion
31%84%
booked in the same callProvider admin hours / wk
162
back to medicine★★★★★
"My patients think we hired a whole care team. It's one person, and she's relentless."
Dr. Lena Park
Meridian Telehealth — Founder
IV & supplements — fulfillment
The clinic whose orders ship before lunch
Lab kits, compounded scripts, and supplement reorders scattered across three vendors and one overwhelmed MA. Their coordinator owns fulfillment end to end — placed, tracked, chased, and texted.
Order error rate
9%0.4%
double-checkedAverage time to ship
3.1 days0.9 days
vendors chased dailyReorder revenue / month
untracked+$18K
follow-up reorders★★★★★
"Orders used to be our shame. Now patients text us screenshots of how fast the kit arrived."
Marcus Webb
Eastside Vitality — Owner
Wellness practice — billing + desk
The practice that finally bills like it treats
Great medicine, terrible paperwork: claims filed in batches when someone found time, denials never contested. Their coordinator runs the desk and the billing — claims out daily, denials chased to resolution.
Claims filed within 24h
22%100%
daily disciplineDenial rate
14%3%
corrected & contestedCollected per month
baseline+$27K
same patient volume★★★★★
"She found money in files we'd written off years ago. The billing alone pays for her four times over."
Dr. Sofia Marin
Harbor Wellness — Medical Director
You are not our experiment. You are our 101st operations takeover.
Your clinic has a bottleneck too. Let's find it.
Book the free operations auditCalls, orders, claims, follow-ups — twenty minutes and you'll know where your operations leak, and what it costs.
Process
Six steps. The first one is free.
This is the journey from first call to operations fully owned — and as each step plays, the screen beside it shows what that phase actually produces for your clinic.
STEP 01
Book your free operations audit
We map all four surfaces — calls, orders, claims, follow-ups — and price what slips through each. Free.
STEP 02
Strategy consultation
We walk through the audit and design the role — which departments your coordinator owns first, hours, and investment. You decide with the numbers in hand.
STEP 03
Onboarding
Phone routing, PMS access, HIPAA training on your policies, and a signed BAA — the compliance rails go down first.
STEP 04
SOPs, scripts & brand voice
Greetings and booking flows, results-relay protocols, order and billing SOPs, escalation rules — written with you, rehearsed, and approved word for word.
STEP 05
Supervised go-live
Your coordinator takes the line, the orders, and the claims with a supervisor reviewing — every call scored, every order and claim double-checked until QA passes.
STEP 06
Live, measured & managed
Full ownership with ongoing QA, a trained backup for sick days, and monthly calibration — all visible in the live operations board below.
Step 01 output
Calls missed or abandoned34%
Orders delayed > 48h22%
Claims unfiled or aging$18K
Follow-ups never completed61%
Every number pulled from your phone system, PMS, and billing reports — not estimates.
Step 02 output
Scope: desk + coordination + orders + billing
Dedicated coordinator + trained backup
Coverage: Mon–Sat 8–8 · follow-ups 2h daily
Targets, timeline & investment locked
Step 03 output
PMS access provisioned — scoped & logged
Phone routing live — your number, our desk
HIPAA training on your policies — passed
BAA signed — compliance rails complete
Step 04 output
Approved
Greeting & booking flow
Approved
Results-relay protocol
Approved
Order & pharmacy SOP
Approved
Billing & claims SOP
Approved
Triage & escalation rules
Rehearsed
Your brand voice
Step 05 output
First 200 calls & 60 orders supervised
QA: accuracy 98% · warmth 4.9 / 5
First claims batch reviewed by senior biller
Compliance pass: PHI handling, verification, logging
Step 06 output
Average speed to answer8s0 voicemails
Orders shipped < 24h96%0.4% error rate
Claims filed < 24h100%denials chased
Follow-ups completed84%▲ from 31%
And this is just the summary — the full live dashboard is right below. ↓
Then you watch it all run with us.
Every call, order, claim, and follow-up — logged as it happens in one live operations board, QA-scored weekly and summarized in your inbox every Monday morning.
CRMXO Care Desk
Operations
Calls
Orders
Billing
QA & Reports
Operations board — Summit WellnessTue, Sep 08 — Alina on shift · backup ready
30 days7 days24 hoursLive
Answer rate
98%
avg 8s to pick up
Orders shipped
26
today · 0 errors
Claims filed
94
this week · $31K
Follow-ups done
118
this week · 84%
Live activity
Maria G. · answered 6s → booked Thu 2:40 PMjust now
Dr. Reyes · lab results → 3 patients notified in 2h2 min
Order #1182 · supplements shipped · tracking texted9 min
Claim #8841 · denial corrected → resubmitted, paid14 min
T. B— · symptoms mentioned → warm transfer to RN26 min
Coordinators on duty
1 + 1
dedicated + trained backup
Tasks completed — month
2,847
calls · orders · claims · follow-ups
Calls answered — month
1,318
98% live · avg 8s
Found & recovered
$47K
recalls + denials, modeled
Denied claim, 4:10 PMCorrected & resubmitted 4:38
Sick day, 6:40 AMBackup on the line by 8:00
Interface shown is a representative product view with sample data — not a live client dashboard.
Step one costs nothing. Book the audit and your operations are owned this month.
Let's book your free operations audit20 minutes. Free. You'll leave with your leak report and the journey plan, whether or not you hire us.
The math
The math, and the questions that come with it.
Run the numbers the way a CFO would. One coordinator replaces slices of three hires — front desk, fulfillment, billing — and captures revenue already inside your walls: the missed calls, the incomplete follow-ups, the denials nobody contested.
What owned operations return
Modeled on a typical single-location deployment
Missed calls converted to bookings+18 consults / mo
Follow-ups & recalls completed → visits+21 visits / mo
Average first-year patient value$610
Denials corrected & collected+$6.2K / mo
Cost vs. hiring desk + biller + ops≈ $5.4K saved / mo
Clinical hours no longer interruptedpriceless, honestly
+ $31K modeled monthly value
From work already inside your clinic. A coordinator doesn't create demand — she stops it leaking between departments. Most deployments pay for themselves inside the first month.
All figures are illustrative modeling based on stated assumptions and observed response behavior — not a forecast, promise, or guarantee. Your audit call produces a model built on your clinic's actual phone report.
Software can't call the pharmacy twice. A person can.
Asked properly, answered plainly.
Are coordinators your employees or ours?+
Ours — recruited, HIPAA-trained, QA-scored, and backed up by us, so sick days and turnover are our problem, not yours. But they are dedicated to your clinic: your greeting, your systems, your protocols, the same voice your patients get to know.
Is this compliant for a medical practice?+
Yes — we operate under a signed BAA, coordinators complete HIPAA training plus your clinic's own policies, access to your PMS and billing systems is scoped and logged, and identity verification runs before any PHI is discussed. Compliance rails go down before the first call — or claim — is touched.
What exactly can a coordinator take over?+
The full operations surface: calls and scheduling, insurance verification and intake, doctor–patient coordination (results relay, instructions, questions), order and pharmacy fulfillment, clinical billing and claims follow-up, recalls and post-visit check-ins, plus back-office work like faxes, referrals, and reporting. We scope the role around your bottleneck first, then expand — and for complex revenue-cycle work, your coordinator pairs with our dedicated billing service.
What happens with clinical questions or emergencies?+
Protocol-first triage, drilled with your team before launch: clinical questions route to clinicians, urgent symptoms trigger an immediate warm transfer with the patient never left alone on the line, and every escalation is logged and reviewed.
What hours can be covered, and how fast can we start?+
Standard coverage is your business hours, extendable to evenings and weekends; after-hours live answering is available as an add-on. From audit to owned operations is typically two weeks — routing, systems access, SOPs, and supervised go-live included.
Want this math run on your clinic's real numbers?
Let's book your free operations auditBook
Stop running the clinic yourself.
Start seeing patients again.
A 20-minute operations audit. We map your calls, orders, claims, and follow-ups — and hand you the role design, whether or not you hire us.
Let's book your free website auditHIPAA-trained · BAA signed·Dedicated, not pooled·Operations owned in 2 weeks
Request your free clinic audit +
Free · No obligation · 24-hour turnaround
Want your clinic audited?
Drop your details and we'll send you a free audit of your clinic — where patients slip, where money leaks, what to fix first — within 24 hours.
A human reviews it. A human writes it. You keep it either way.
Consider it started.
Your audit request is in — a real person is on it, and it lands in your inbox within 24 hours. Keep an eye out for an email from CRMXO.
Preview: your request opens as an email draft for you to review and send. No request is sent automatically.