Healthcare scheduling support that keeps your practice running

Missed appointments, double-booked slots, and referral follow-ups that fall through the cracks cost healthcare practices real revenue and patient trust. A Trusty Oak EA handles the scheduling infrastructure your practice depends on — from coordinating telehealth sessions to booking specialist referrals — so your clinical staff stays focused on care, not calendar management. Whether you're running a solo practice or a multi-provider clinic, consistent scheduling support makes the difference between a full schedule and a fragmented one.

300+ tasks completed in this service category across our client base.

Fractional calendar & scheduling support for healthcare providers

How Trusty Oak handles calendar & scheduling for healthcare providers

A Trusty Oak EA assigned to your practice learns your scheduling platform — Jane App, SimplePractice, or Acuity — and manages the day-to-day flow of appointments according to your protocols. They handle new patient intake scheduling, confirm existing appointments, coordinate telehealth session links and reminders, and book referral appointments with specialist offices on your behalf. Before appointments, they can flag charts that need insurance verification prep, ensuring your billing team isn't caught off guard at check-in. Your role is to set the rules — provider availability, appointment types, scheduling blocks — and the EA executes within those boundaries, escalating anything that requires clinical judgment or direct patient communication you want to own. Over time, they become familiar with your recurring scheduling patterns, your preferred buffer times, and which referring providers your practice works with most.

Tools our team works with:

Jane App · SimplePractice · Acuity

What your EA takes off your plate

Before your EA's first week, document your scheduling rules in writing — provider availability windows, appointment type durations, any patients or time blocks that are off-limits, and how you want referrals prioritized. The most common mistake practices make is handing over calendar access without that context, which forces the EA to make judgment calls they shouldn't have to make and creates rework for your front desk. A 30-minute setup call with your Client Success Manager to walk through these rules pays for itself within the first week.

1

New Patient Appointment Scheduling

Booking initial appointments in SimplePractice or Jane App based on provider availability, appointment type, and any intake form requirements.

2

Telehealth Session Coordination

Generating and sending telehealth links via your platform, confirming session times with patients, and troubleshooting basic access issues before the appointment.

3

Referral Appointment Booking

Contacting specialist offices to schedule referral appointments, tracking booking status, and updating your system so the referring provider knows the appointment is confirmed.

4

Appointment Reminders and Confirmation Follow-Up

Sending reminders through Acuity or your EHR's built-in messaging and following up with patients who haven't confirmed, reducing no-show rates.

5

Insurance Verification Prep Flagging

Reviewing the upcoming appointment schedule and flagging patients whose insurance information needs to be verified before their visit so your billing team can act in advance.

Tools our team works with

We adapt to your existing stack — no forced migrations.

Calendly
Acuity Scheduling
Microsoft Teams
Google Calendar
Microsoft Outlook
Zoom

...and many more!

Trusted by healthcare providers

Trusty Oak supports healthcare providers including Assisting Hands Home Care, Infant Feeding Care — handling everything from calendar & scheduling to broader operational support.

What calendar & scheduling support costs for healthcare providers

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants
~$35/hour
25 hours $875
Specialists
~$50/hour
5 hours $250
Fractional Executives
~$95/hour
0 hours $0
Your monthly budget
$1,125

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently Asked Questions

Yes — our EAs are experienced with Jane App, SimplePractice, and Acuity, and can be granted appropriate user access to work inside your existing system. We don't require you to change platforms or add middleware; the EA adapts to your current setup.
Trusty Oak EAs follow client-defined protocols for handling patient information, and we recommend practices include EA access in their existing HIPAA compliance framework, including a signed BAA where required. Your Client Success Manager can walk you through how other healthcare clients have structured this during onboarding.
Trusty Oak EAs work asynchronously and do not handle live inbound phone calls, so real-time phone scheduling would still sit with your front desk. Where they add the most value is managing the scheduling queue, outbound confirmations, referral coordination, and anything that can be handled via your platform's messaging, email, or task queue.

Get a scheduling system that actually holds

Starting at $1,000/month, a Trusty Oak EA can take calendar management off your team's plate within days of onboarding. Tell us about your practice and we'll build a delegation plan around your scheduling workflow.