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.
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.
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.
Every engagement covers the full operations surface of your clinic — each with documented SOPs, a named owner, and weekly reporting:
Every call answered in seconds; booking, rescheduling, confirmations, waitlists, and insurance verification run directly in your PMS — zero voicemails in business hours.
Results relayed same-day, care instructions delivered and confirmed, patient questions routed by protocol and answered — the connective tissue between visit and outcome.
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.
Superbills prepared, claims submitted within 24 hours, denials corrected and chased, patient balances followed up politely — money stops aging in a drawer.
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.
Intake packets, faxes, referrals, portal inboxes, inventory counts, and the Monday report — the unglamorous work that decides whether a clinic feels calm or chaotic.
We map your calls, orders, claims, and follow-ups live on the call. The slippage is never zero.
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.
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.
"My patients think we hired a whole care team. It's one person, and she's relentless."
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.
"Orders used to be our shame. Now patients text us screenshots of how fast the kit arrived."
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.
"She found money in files we'd written off years ago. The billing alone pays for her four times over."
Calls, orders, claims, follow-ups — twenty minutes and you'll know where your operations leak, and what it costs.
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.
We map all four surfaces — calls, orders, claims, follow-ups — and price what slips through each. Free.
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.
Phone routing, PMS access, HIPAA training on your policies, and a signed BAA — the compliance rails go down first.
Greetings and booking flows, results-relay protocols, order and billing SOPs, escalation rules — written with you, rehearsed, and approved word for word.
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.
Full ownership with ongoing QA, a trained backup for sick days, and monthly calibration — all visible in the live operations board below.
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.
Interface shown is a representative product view with sample data — not a live client dashboard.
20 minutes. Free. You'll leave with your leak report and the journey plan, whether or not you hire us.
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.
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.
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.
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.
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.
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.
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.
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 auditTwenty minutes, on us. We map your operations and hand you the role design — whether or not you hire us.
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.
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.