Assist – Health Square
The New Frontline in Healthcare
Clinics, hospitals, and specialty practices are overwhelmed — not because of lack of care, but because of operational overload. Health Square offers clinical-grade virtual assistants and scribes who plug directly into your workflows.
What We Offer
Skilled professionals trained in healthcare workflows and EHR platforms
Our Assist program gives you healthcare professionals with deep domain knowledge, many with nursing, coding, or care management backgrounds. These are not generic VAs.
Healthcare Expertise
Specialized Knowledge Across Healthcare Verticals
Our virtual assistants are trained in healthcare-specific workflows, regulations, and industry best practices.
HIPAA Compliance Training
All virtual assistants complete comprehensive HIPAA training and maintain strict PHI security protocols.
EHR System Expertise
Certified in major EHR platforms including Epic, Cerner, AllScripts, and Practice Fusion.
Medical Terminology Proficiency
Advanced training in medical terminology, ICD-10 coding, and healthcare documentation standards.
Insurance Authorization Knowledge
Specialized expertise in prior authorization processes and insurance verification workflows.
Quality Assurance Programs
Continuous monitoring and quality improvement processes ensure consistent service delivery.
Regulatory Compliance
Stay current with healthcare regulations, coding updates, and industry compliance requirements.
Return on Investment
Measurable Impact on Your Practice's Bottom Line
Healthcare practices see significant cost reductions and productivity improvements with our virtual assistant services.
Reduction in administrative overhead costs
Daily time savings per provider
Improvement in patient response time
Documentation accuracy rate achieved
Types of Virtual Staff Available
Medical Virtual Assistants
Skilled healthcare professionals providing comprehensive administrative support for medical practices.
EHR Scribes (Live or Deferred)
Expert documentation specialists ensuring accurate and timely electronic health record entries.
Front Desk Support
Professional call handling, scheduling, and prior authorization management services.
Insurance & Benefits Verification
Dedicated specialists ensuring accurate insurance coverage verification and benefits analysis.
Patient Engagement Agents
Proactive follow-up specialists managing no-shows and enhancing patient communication.
Coding/Billing Assistants
Certified coding professionals ensuring accurate billing and maximum revenue optimization.
You choose the role. We staff it, train it, and embed it into your team like they're right there in your office.
Problems We Solve
We solve the messy, frustrating, deeply embedded operational problems
Our intelligent staffing models flex with your volume to eliminate administrative bottlenecks.
Your front desk is spending 60 percent of its time on non-revenue generating tasks
Providers are spending 2 extra hours each night charting
Refill requests are piling up without timely triage
Authorizations are getting missed, delaying procedures
You're losing patients to poor follow-up and missed appointments
Documentation quality is impacting your billing and compliance
We solve all of it with intelligent staffing models that flex with your volume.
How Our Teams Work
Dedicated Resources
Dedicated resource(s) assigned to your practice
Custom Training
Trained on your EHR, call scripts, SOPs
Flexible Hours
Work during your business hours or cover after-hours
Direct Communication
Direct communication via Teams, Slack, Zoom, or internal tools
Quality Reviews
Weekly performance reviews and quality checks
Escalation Protocols
Escalation protocols for high-risk or sensitive items
You define the workflow. We replicate it and scale it.
Supported Specialties
Each specialty has its own documentation patterns, patient concerns, and coding rules. Our assistants are trained accordingly.
CPT & Program Code Quick Reference
High‑yield, commonly used codes and program categories that our virtual staff help capture and document.
Note: CPT/HCPCS updates yearly. Your live build syncs to current AMA and CMS publications. Descriptions are simplified for reference.
Remote Monitoring & Virtual Care
| Code | Short Name | When Used / Notes |
|---|---|---|
| 99453 | RPM setup/education | One‑time device setup and patient education |
| 99454 | RPM device supply | Monthly device supply and data transmission (16+ days data) |
| 99457 | RPM management 1st 20 min | Clinician/qualified staff interactive management (Monthly) |
| 99458 | RPM addl 20 min | Each additional 20 minutes (Stackable) |
| 99091 | Data analysis & interp | Physician/APP review/interpretation of physiologic data |
| 98975 | RTM setup | Remote therapeutic monitoring setup (Non‑physiologic data) |
| 98976 | RTM device supply resp | RTM device for respiratory systems (Monthly) |
| 98977 | RTM device supply MSK | RTM device for musculoskeletal (Monthly) |
| 98980 | RTM management 1st 20 | Interactive management time (Monthly) |
| 98981 | RTM addl 20 | Additional time (Stackable) |
| 99490 | CCM 20 min | Chronic Care Management first 20 min (Non‑complex) |
| 99439 | CCM addl 20 | Each additional 20 min (Add‑on) |
| 99487 | Complex CCM | 60 min care management, high complexity |
| 99489 | Complex CCM addl 30 | Add‑on to 99487 |
| 99495 | TCM moderate | Post‑discharge within 14 days |
| 99496 | TCM high | Post‑discharge within 7 days |
| 99484 | BHI general | Behavioral Health Integration (Monthly) |
| 99492 | CoCM initial | Psychiatric collaborative care initial |
| 99493 | CoCM subsequent | Subsequent month |
| 99494 | CoCM addl | Add‑on minutes |
Telehealth & E/M (Commonly Used)
| Code | Short Name | When Used / Notes |
|---|---|---|
| 99202–99205 | New patient E/M | Office/outpatient new patient visits |
| 99212–99215 | Established patient E/M | Office/outpatient established patient visits |
| 99441–99443 | Phone E/M | 5–10, 11–20, 21–30 minute consultations |
| G2012 | Virtual check‑in (HCPCS) | Brief communication tech‑based |
| G2252 | Extended virtual check‑in (HCPCS) | Longer duration virtual consultations |
Laboratory - Common High‑Volume Codes
| Code | Short Name | When Used / Notes |
|---|---|---|
| 80053 | CMP | Comprehensive metabolic panel |
| 85025 | CBC w/ diff | Complete blood count with differential |
| 83036 | HbA1c | Diabetes monitoring |
| 84443 | TSH | Thyroid screening |
| 81001 | UA automated w/ scope | Urinalysis with microscopy |
| 87086 | Urine culture | Microbiology testing |
| 87491 | Chlamydia NAAT | STI testing |
| 87591 | Gonorrhea NAAT | STI testing |
| 87624 | HPV high‑risk | Cervical cancer screening |
| 87635 | SARS‑CoV‑2 NAAT | COVID-19 testing |
| 88305 | Surgical pathology, Level IV | Tissue examination |
| 88304/88307 | Surgical pathology other levels | Tissue examination by specimen complexity |
Infusions, Injections, and Therapy
| Code | Short Name | When Used / Notes |
|---|---|---|
| 96372 | Therapeutic injection | Subcutaneous/Intramuscular injection |
| 96360–96361 | Hydration infusion | Initial/additional hour |
| 96413 | Chemo IV infusion initial | Each hour initial chemotherapy infusion |
| 96415 | Chemo IV each addl hour | Additional hour add‑on |
| 96401/96402 | Chemo SQ/IM | Non‑IV chemotherapy administration |
Preventive & Immunization Admin
| Code | Short Name | When Used / Notes |
|---|---|---|
| 90471–90474 | Immunization admin | Per injection/oral/nasal administration |
| 90460–90461 | Immunization admin w/ counseling (peds) | For patients under 19 years |
Behavioral Health (Select)
| Code | Short Name | When Used / Notes |
|---|---|---|
| 90791 | Psychiatric diagnostic eval | Initial psychiatric evaluation |
| 90832/90834/90837 | Psychotherapy | 30/45/60 minute sessions |
| 90853 | Group psychotherapy | Group therapy sessions |
| 96127 | Brief emotional/behavioral assessment | Screening and assessment |
Physical/Occupational Therapy (Select)
| Code | Short Name | When Used / Notes |
|---|---|---|
| 97110 | Therapeutic exercises | One or more areas |
| 97112 | Neuromuscular re‑education | Movement and balance training |
| 97140 | Manual therapy | One or more regions |
| 97530 | Therapeutic activities | Functional therapy activities |
Dental (CDT) – Common Starters
| Code | Short Name | When Used / Notes |
|---|---|---|
| D0120 | Periodic oral eval | Routine recall visit |
| D0150 | Comprehensive eval | New/established comprehensive examination |
| D1110 | Prophylaxis adult | Adult dental cleaning |
| D2740 | Crown — ceramic/porcelain | Single crown restoration |
| D2391 | Resin‑based composite, 1 surface posterior | Posterior filling |
Need deeper code tables for your exact specialty mix?
We generate payer‑specific, specialty‑specific, and plan‑specific code sets with authorization triggers and documentation prompts. Our virtual staff help you not just document these codes, but also track, export, and justify them for optimal billing outcomes.
Artificial Intelligence + Assist: Working Smarter, Not Just Harder
Artificial Intelligence - Powered Messaging
Smart Patient Communication
Summarize long patient messages into one-click replies and draft visit note templates from structured form inputs.
Pre-fill Documentation
Automated Data Entry
Pre-fill documentation fields based on patient history and flag incomplete charts or coding conflicts.
Patient Recall Lists
Automated Follow-ups
Automate patient recall lists and follow-ups with intelligent task prioritization.
Chart Completion
Artificial Intelligence - Assisted Documentation
Intelligent assistance for chart completion with automated quality checks and validation.
Clinical Urgency
Intelligent Task Prioritization
Prioritize inbox tasks based on clinical urgency using advanced Artificial Intelligence algorithms.
These Artificial Intelligence tools don't replace humans — they amplify them. You get more done, faster, with fewer errors.
Security, Compliance, and Trust
HIPAA-Trained Staff
Comprehensive Background Checks
All assistants are HIPAA-trained and background checked with VDI (Virtual Desktop Infrastructure) for secure access.
Secure Documentation
In-System Storage Only
Documentation is stored in your system — nothing leaves your environment with full activity logs.
Full Activity Logs
Complete Transparency
Full logs of all tasks performed, time spent, and notes entered with optional dual-auth.
VDI Access Control
Virtual Desktop Security
Secure VDI access ensures controlled environment with no data downloads or transfers.
Data Access SLAs
Strict Contract Terms
Contracts include strict data access SLAs with optional dual-auth for high-trust operations.
You're not outsourcing. You're extending your team — securely and professionally.
Getting Started
Getting Started is Simple
We support solo practices, multi-site groups, specialty chains, and enterprise networks.
We assess your needs during a 30-minute discovery call
You select the role and coverage hours
We match you with 1–2 assistants or scribes
You approve, onboard, and begin
No long-term contracts or risk
Performance reviews every 2 weeks
Implementation Process
Seamless Integration in 7-10 Business Days
Our structured onboarding process ensures your virtual assistant is productive from day one.
Phase 1: Discovery & Planning
Days 1-2Comprehensive needs assessment, workflow analysis, and custom training plan development.
Key Activities:
Phase 2: Training & Certification
Days 3-5Intensive training on your specific systems, processes, and quality standards.
Key Activities:
Phase 3: Supervised Integration
Days 6-8Monitored real-world application with feedback loops and performance optimization.
Key Activities:
Phase 4: Full Deployment
Days 9-10Complete handover with ongoing support and performance tracking mechanisms.