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When Should a Small Practice Hire a Medical Scribe?

Running a small medical practice means wearing many hats. You’re balancing patient care, clinical documentation, administrative tasks, and business operations—all often with a lean team. As documentation demands continue to rise, many physicians find themselves spending more time on charts than with patients.

That’s where a medical scribe can make a big difference. But when is the right time to hire one?

Let’s break down what a medical scribe does, how they support small practices, and the signs that it might be time to bring one on board.

What Does a Medical Scribe Do?

A medical scribe supports physicians by documenting patient encounters in real time. Whether in-person or virtually, scribes enter clinical notes, update EHRs, and handle much of the charting that doctors typically do themselves.

Their main job? Reduce the amount of time providers spend on documentation—without sacrificing accuracy or compliance.

Benefits of Hiring a Medical Scribe

  • ✅ Faster, more accurate charting
  • ✅ Improved provider focus during visits
  • ✅ Shorter workdays and reduced after-hours charting
  • ✅ Better patient communication and eye contact
  • ✅ Increased visit volume without adding admin stress
 

When Should a Small Practice Consider Hiring a Scribe?

Here are 5 signs it might be time:

1. You’re Charting After Hours or on Weekends

If documentation is cutting into your personal time, it’s more than just inconvenient—it’s unsustainable. A medical scribe helps you finish notes in real time so you can leave work on time.

2. You’re Seeing Fewer Patients Due to Charting Demands

Physicians lose an average of 2–3 hours per day on EHR tasks, according to a research study from the National Institutes of Health (NIH). If charting is limiting how many patients you can see, hiring a scribe could directly boost your productivity and revenue.

3. Your Notes Are Frequently Delayed or Incomplete

Late or vague documentation increases the risk of errors, billing issues, and compliance problems. A medical scribe ensures timely, complete, and detailed records.

4. You’re Launching a New EHR or Changing Systems

EHR transitions are time-consuming. A scribe trained in multiple platforms can ease the load and ensure consistency during the switch.

5. You’re Feeling Burned Out

Physician burnout is often linked to administrative overload. Delegating charting to a trusted scribe is one way to protect your well-being and work-life balance.

Virtual vs In-Person Scribe: What’s Best for a Small Practice?

For smaller clinics, a virtual medical scribe offers greater flexibility and cost savings. They can join appointments via secure telehealth platforms or audio feeds and document directly into your EHR in real time.

Compared to hiring in-house, virtual scribes:

  • Require no office space
  • Are more affordable
  • Are easier to scale up or down
  • Offer a broader talent pool
 

How a Virtual Scribe Differs from a Medical Virtual Assistant

It’s important to note: a medical scribe focuses on clinical documentation, while a medical virtual assistant can help with administrative tasks like scheduling, billing, or insurance verification. Some small practices benefit from hiring both, depending on their needs.

Final Thoughts

Hiring a medical scribe can be a smart move for small practices looking to improve efficiency, reduce after-hours work, and boost patient satisfaction. If you’re spending more time documenting than diagnosing, it may be time to delegate the documentation.

Need clinical documentation support without the overhead?

HighCall VA provides trained, HIPAA-compliant virtual medical scribes who work seamlessly with your practice to reduce charting time and improve clinical workflow.

👉 Book a free discovery call to explore whether a medical scribe is right for your practice.

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Medical Receptionist

Position Overview

As a Medical Receptionist, you will be the first point of contact for patients, delivering exceptional customer service while managing key administrative tasks. This role is essential in fostering efficient communication between patients and healthcare providers, enhancing the patient experience, and maintaining HIPAA compliance.

Key Responsibilities

Patient Communication

  • Handle patient inquiries via phone, email, or chat with professionalism and empathy.
  • Respond to questions about appointments, test results, and general concerns while adhering to HIPAA guidelines.

 

Appointment Scheduling and Coordination

  • Schedule and confirm appointments, medical tests, and procedures promptly to ensure practice efficiency.
  • Reschedule or cancel appointments as necessary, keeping patients informed of any changes.

 

Electronic Health Records (EHR) Management

  • Update and maintain patient records accurately, including demographic and medical information, while ensuring confidentiality and compliance.
  • Retrieve and relay relevant patient information to healthcare providers as needed.

 

Message and Information Relay

  • Relay accurate messages regarding scheduling, prescription refills, test results, and referral updates between patients and healthcare providers.

 

Insurance Verification and Updates

  • Verify insurance details and update patient records to streamline billing and claims processes.
  • Address and resolve basic insurance-related queries to enhance the patient experience.

 

Role Details

  • Specific tasks and KPIs will be determined during the client interview.

Educational and Professional Background

Preferred Qualifications

  • Degree or certification in healthcare-related fields (e.g., Nursing, Physical Therapy, Medical Transcription, Pharmacy).

 

Experience Requirements

  • Minimum of 1 year of experience in customer service within a healthcare account, either in a BPO setting or as a Virtual Assistant.
  • Familiarity with U.S. healthcare systems, including medical terminology, insurance processes, and HIPAA compliance.

Skills and Competencies

Communication Skills:

  • Excellent verbal and written English communication skills.
  • Ability to handle challenging conversations with empathy and professionalism.

 

Organizational Skills:

  • Strong multitasking and time management skills with attention to detail.
  • Capability to prioritize tasks in a fast-paced environment.

 

Technical Skills:

  • Proficiency in Electronic Health Record (EHR) systems and relevant scheduling software.
  • Familiarity with Microsoft Office Suite, Google Workspace, and other virtual collaboration tools.

Tech Requirements

Primary Setup

Primary Computer:

  • Minimum Intel Core i3 (8th generation or above). Recommended: Intel Core i5 (8th generation or above).

 

Operating System:

  • Windows 10 Home/Pro (64-bit, Genuine) or macOS X 10.14 and above.

 

Headset:

  • Noise-canceling headset with a dedicated microphone.

 

Webcam:

  • HD (720p or 1080p) webcam for virtual meetings and interactions.

 

Internet Connection:

  • DSL or Fiber with a minimum speed of 50 Mbps.

 

Backup Setup

Backup Computer:

  • Must meet the same specifications as the primary computer.

 

Backup Internet:

  • Wired internet, prepaid modem, or pocket Wi-Fi with a consistent minimum speed of 25 Mbps. (Mobile data is not recommended)

 

Backup Power:

  • Portable generators or rechargeable power stations to ensure work continuity during outages.

 

Provide backup computer in 30 days when hired

Work Environment

Dedicated Workspace

  • Must be quiet and free from distractions to ensure focus and professionalism during work hours.

 

Professional Setup

  • Proper lighting to ensure clear visibility during virtual meetings.
  • Neutral or company-approved background to maintain a professional appearance.

 

HIPAA Compliance

  • Workspace must allow for secure handling of sensitive patient information.

Work Schedule

  • Ability to work full-time U.S. hours, including night shifts and weekends as required by the client.

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Medical Scribe

Position Overview

As a Medical Scribe, you will play an integral role in supporting healthcare providers by ensuring accurate and detailed documentation of patient encounters and medical procedures. You will work in real time to create precise medical records, aiding in the delivery of efficient and high-quality patient care. Your expertise will streamline provider workflows, allowing them to focus more on patient interactions and less on administrative tasks.

Key Responsibilities

Real-Time Documentation

  • Accurately document patient visits, including medical histories, physical exams, diagnostic findings, and treatment plans as they occur.
  • Transcribe provider notes in real time during patient encounters.

 

Preparation and Follow-Up

  • Prepare laboratory and imaging orders based on provider instructions.
  • Follow up on test results and ensure they are properly documented and communicated to the provider.

 

Prescription Coordination

  • Verify prescription details and assist in coordinating prior authorizations when required.
  • Ensure accurate documentation of medication orders and changes.

 

Patient Chart Management

  • Maintain organized and up-to-date patient records, ensuring accurate information for seamless continuity of care.
  • Ensure all patient documentation adheres to HIPAA standards for confidentiality and security.

 

Provider Support

  • Act as a reliable assistant to healthcare providers by streamlining administrative documentation tasks.
  • Assist in documenting patient instructions and educational materials when applicable.

 

Role Details

  • Specific tasks and KPIs will be finalized during the client interview.

Educational and Professional Background

Preferred Qualifications

  • Degree or certification in healthcare-related fields (e.g., Nursing, Physical Therapy, Medical Transcription, Pharmacy).

 

Experience Requirements

  • Minimum of 1 year of experience as a medical scribe or transcriptionist in a healthcare BPO setting or as a Virtual Assistant.
  • Familiarity with medical terminology, diagnostic codes, and treatment plans.

Skills and Competencies

Communication Skills:

  • Excellent written and verbal English communication skills.
  • Ability to interact professionally with healthcare providers and team members.

 

Attention to Detail:

  • Exceptional ability to maintain accuracy and consistency in documentation.
  • Strong organizational skills to manage multiple patient records effectively.

 

Technical Skills:

  • Proficiency in Electronic Health Record (EHR) systems, medical transcription tools, and other healthcare-related software.
  • Fast and accurate typing skills (50+ WPM preferred).
  • Comprehensive understanding of HIPAA compliance and security protocols.

Tech Requirements

Primary Setup

Primary Computer:

  • Minimum Intel Core i3 (8th generation or above). Recommended: Intel Core i5 (8th generation or above).

 

Operating System:

  • Windows 10 Home/Pro (64-bit, Genuine) or macOS X 10.14 and above.

 

Headset:

  • Noise-canceling headset with a dedicated microphone.

 

Webcam:

  • HD (720p or 1080p) webcam for virtual meetings and interactions.

 

Internet Connection:

  • DSL or Fiber with a minimum speed of 50 Mbps.

 

Backup Setup

Backup Computer:

  • Must meet the same specifications as the primary computer.

 

Backup Internet:

  • Wired internet, prepaid modem, or pocket Wi-Fi with a consistent minimum speed of 25 Mbps. (Mobile data is not recommended)

 

Backup Power:

  • Portable generators or rechargeable power stations to ensure work continuity during outages.

 

Provide backup computer in 30 days when hired

Work Environment

Dedicated Workspace

  • Must be quiet and free from distractions to ensure focus and professionalism during work hours.

 

Professional Setup

  • Proper lighting to ensure clear visibility during virtual meetings.
  • Neutral or company-approved background to maintain a professional appearance.

 

HIPAA Compliance

  • Workspace must allow for secure handling of sensitive patient information.

Work Schedule

  • Ability to work full-time U.S. hours, including night shifts and weekends as required by the client.

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Patient Care Coordinator

Position Overview

As a Patient Care Coordinator, you will provide comprehensive virtual support to patients, ensuring their care journey is seamless and satisfactory. Your role will involve addressing patient concerns, scheduling appointments, and facilitating communication between patients and healthcare providers. By offering remote support and guidance, you will help patients navigate their healthcare needs while maintaining high standards of confidentiality and professionalism.

Key Responsibilities

Patient Inquiry Management

  • Address patient inquiries related to appointments, billing, insurance, and other concerns with empathy and professionalism.
  • Assist patients in understanding their care plans and medical needs.

 

Appointment Scheduling

  • Schedule and manage follow-ups, outpatient procedures, and other healthcare appointments.
  • Coordinate with providers to optimize scheduling efficiency and minimize patient wait times.

 

Remote Patient Monitoring

  • Monitor patient health data through remote tools to identify potential issues and ensure timely interventions.
  • Notify healthcare providers of any urgent concerns or significant changes in patient data.

 

Patient Education and Support

  • Educate patients about their treatment plans, prescribed medications, and ongoing care needs.
  • Provide clear and concise explanations to improve patient adherence and understanding.

 

Liaison Between Patients and Providers

  • Act as a bridge between patients and healthcare providers, ensuring clear and timely communication of medical instructions and updates.
  • Address patient concerns by relaying feedback to healthcare teams for resolution.

 

Community Resource Connection

  • Assist patients in accessing community resources and funding for special care needs.
  • Guide patients through the process of obtaining financial support for medical treatments or equipment.

 

Role Details

  • Specific tasks and KPIs will be finalized during the client interview.

Educational and Professional Background

Preferred Qualifications

  • Degree or certification in healthcare-related fields (e.g., Nursing, Physical Therapy, Medical Transcription, Pharmacy).

 

Experience Requirements

  • Minimum of 1 year of experience in patient care coordination, customer service within a healthcare account in a BPO setting, or as a Virtual Assistant.
  • Familiarity with patient management systems and remote monitoring tools.

Skills and Competencies

Communication Skills:

  • Excellent written and verbal English communication skills.
  • Ability to simplify complex medical terms for patients and provide clear explanations.

 

Organizational Skills:

  • Strong problem-solving and multitasking skills with attention to detail.
  • Proficiency in managing schedules and tracking patient information accurately.

 

Technical Proficiency:

  • Familiarity with patient management systems, EHR platforms, and remote monitoring tools.
  • Competence in educating patients about treatment plans, medications, and ongoing care.

Tech Requirements

Primary Setup

Primary Computer:

  • Minimum Intel Core i3 (8th generation or above). Recommended: Intel Core i5 (8th generation or above).

 

Operating System:

  • Windows 10 Home/Pro (64-bit, Genuine) or macOS X 10.14 and above.

 

Headset:

  • Noise-canceling headset with a dedicated microphone.

 

Webcam:

  • HD (720p or 1080p) webcam for virtual meetings and interactions.

 

Internet Connection:

  • DSL or Fiber with a minimum speed of 50 Mbps.

 

Backup Setup

Backup Computer:

  • Must meet the same specifications as the primary computer.

 

Backup Internet:

  • Wired internet, prepaid modem, or pocket Wi-Fi with a consistent minimum speed of 25 Mbps. (Mobile data is not recommended)

 

Backup Power:

  • Portable generators or rechargeable power stations to ensure work continuity during outages.

 

Provide backup computer in 30 days when hired

Work Environment

Dedicated Workspace

  • Must be quiet and free from distractions to ensure focus and professionalism during work hours.

 

Professional Setup

  • Proper lighting to ensure clear visibility during virtual meetings.
  • Neutral or company-approved background to maintain a professional appearance.

 

HIPAA Compliance

  • Workspace must allow for secure handling of sensitive patient information.

Work Schedule

  • Ability to work full-time U.S. hours, including night shifts and weekends as required by the client.

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Medical Biller

Position Overview

As a Medical Biller, you will play a vital role in the healthcare revenue cycle, ensuring that billing processes run smoothly and efficiently. Your expertise in claims management, insurance verification, and financial recordkeeping will help healthcare providers maintain compliance, reduce denials, and optimize revenue. You will be responsible for processing claims, resolving billing issues, and delivering excellent service to both patients and healthcare providers.

Key Responsibilities

Patient Billing Management

  • Manage patient accounts and respond to billing inquiries with accuracy and professionalism.
  • Ensure billing information is complete and up-to-date to minimize discrepancies.

 

Insurance Claims Processing

  • Submit and process insurance claims, ensuring accuracy and adherence to payer guidelines.
  • Handle claim denials by conducting follow-ups and implementing corrective actions to resolve issues.

 

Revenue Cycle Oversight

  • Monitor the revenue cycle, identifying areas for improvement to streamline financial operations.
  • Assist in reconciling accounts and resolving outstanding balances.

 

Insurance Verification

  • Verify patient insurance coverage and eligibility to ensure accurate billing.
  • Communicate with insurance providers to clarify coverage details and resolve discrepancies.

 

Payment Posting and Recordkeeping

  • Post payments from insurance companies and patients to maintain accurate financial records.
  • Generate financial reports and summaries for the healthcare provider’s review.

 

Regulatory Compliance

  • Ensure billing practices comply with industry regulations, including HIPAA, and adhere to standard coding guidelines such as CPT and ICD-10.

 

Role Details

  • Specific tasks and KPIs will be finalized during the client interview.

Educational and Professional Background

Preferred Qualifications

  • Degree or certification in medical billing, coding, or a related healthcare field.

 

Experience Requirements

  • Minimum of 1 year of experience in medical billing, revenue cycle management, or claims processing, either in a BPO setting or as a Virtual Assistant.
  • Familiarity with CPT and ICD-10 coding, insurance guidelines, and billing regulations.

Skills and Competencies

Communication Skills:

  • Excellent written and verbal English communication skills for interacting with patients, insurance companies, and healthcare providers.

 

Analytical Skills:

  • Strong ability to analyze claims, identify issues, and implement solutions for denial management.

 

Organizational Skills:

  • Exceptional time-management and multitasking abilities to handle a high volume of claims and accounts.

 

Technical Proficiency:

  • Proficiency in medical billing software, EHR platforms, and financial recordkeeping tools.
  • Comprehensive understanding of CPT and ICD-10 coding, as well as insurance guidelines.

Tech Requirements

Primary Setup

Primary Computer:

  • Minimum Intel Core i3 (8th generation or above). Recommended: Intel Core i5 (8th generation or above).

 

Operating System:

  • Windows 10 Home/Pro (64-bit, Genuine) or macOS X 10.14 and above.

 

Headset:

  • Noise-canceling headset with a dedicated microphone.

 

Webcam:

  • HD (720p or 1080p) webcam for virtual meetings and interactions.

 

Internet Connection:

  • DSL or Fiber with a minimum speed of 50 Mbps.

 

Backup Setup

Backup Computer:

  • Must meet the same specifications as the primary computer.

 

Backup Internet:

  • Wired internet, prepaid modem, or pocket Wi-Fi with a consistent minimum speed of 25 Mbps. (Mobile data is not recommended)

 

Backup Power:

  • Portable generators or rechargeable power stations to ensure work continuity during outages.

 

Provide backup computer in 30 days when hired

Work Environment

Dedicated Workspace

  • Must be quiet and free from distractions to ensure focus and professionalism during work hours.

 

Professional Setup

  • Proper lighting to ensure clear visibility during virtual meetings.
  • Neutral or company-approved background to maintain a professional appearance.

 

HIPAA Compliance

  • Workspace must allow for secure handling of sensitive patient information.

Work Schedule

  • Ability to work full-time U.S. hours, including night shifts and weekends as required by the client.

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