Keep your phones covered without pulling clinical staff off patient care
In healthcare, a missed call is often a missed patient — and your front desk team can't always be in two places at once. Whether you're running a private practice, a telehealth platform, or a specialty clinic, Trusty Oak Executive Assistants handle the communication volume that buries your staff. From inbound appointment requests to insurance callback coordination, we keep the lines moving so your team stays focused on care delivery.
How Trusty Oak handles phone & communication for healthcare providers
A Trusty Oak EA assigned to your healthcare practice works as an extension of your front office, handling inbound and outbound calls according to scripts and protocols you define during onboarding. They use tools like Google Voice, RingCentral, or your existing VoIP system to manage call queues, take detailed messages, and route urgent matters to the appropriate clinical or administrative contact. For scheduling, they work inside platforms like Jane App, Kareo, or Athenahealth to book, confirm, and reschedule patient appointments — following your cancellation policy and any provider-specific preferences. Your role is to set the rules upfront and review a daily or weekly communication log; the EA handles execution without needing you to monitor every interaction. Your dedicated Client Success Manager helps build the delegation framework during onboarding so the EA is ready to represent your practice from day one.
What your EA takes off your plate
Before your first EA call, document your phone protocol in writing — which call types the EA can handle independently, which require a warm transfer to clinical staff, and what language to use around sensitive topics like mental health or billing disputes. The most common mistake is handing over phone coverage without a clear escalation path, which creates hesitation and delays. A one-page call handling guide, even a rough draft, is enough to get started and your Client Success Manager will help you refine it.
Inbound Patient Call Handling
Answer and triage incoming patient calls using your practice's scripts, routing clinical questions to licensed staff and handling scheduling or billing inquiries directly.
Appointment Confirmation & Reminder Outreach
Make outbound confirmation calls or send SMS reminders via your EHR or scheduling platform (e.g., Kareo, Jane App) to reduce no-show rates.
Insurance & Referral Callback Coordination
Follow up with insurance carriers or referring providers on pending authorizations, eligibility verifications, or referral status — logging outcomes in your practice management system.
Voicemail Triage & Message Routing
Monitor and return voicemails during business hours, categorizing messages by urgency and forwarding clinical concerns to the appropriate provider or nurse line.
New Patient Intake Calls
Conduct initial intake calls with prospective patients to collect demographic information, verify insurance, explain your intake process, and schedule a first appointment.
Tools our team works with
We adapt to your existing stack — no forced migrations.
OpenPhone 
Calendly 
HubSpot 
Acuity Scheduling 
Google Voice 
Zoom Phone Trusted by healthcare providers
Trusty Oak supports healthcare providers including Assisting Hands Home Care, Infant Feeding Care — handling everything from phone & communication to broader operational support.
What phone & communication support costs for healthcare providers
Drag the sliders to build a monthly plan that fits your workload.
Executive Assistants
~$35/hourSpecialists
~$50/hourFractional Executives
~$95/hourStarting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
Book a Discovery CallFrequently Asked Questions
Free up your front desk. keep every patient call covered.
Trusty Oak matches healthcare businesses with US-based Executive Assistants who can handle your communication volume starting at $1,000/month. Schedule a call to build your delegation plan.