HomeCase Studies
Real Outcomes

What Happens When Clinics
Stop Losing Revenue to Admin Chaos

Anonymized case studies from HealthSystemVAs clinic clients. All outcomes are from real engagements. Results are reported as-observed and will vary by clinic type, volume, payer mix, and baseline conditions.

Methodology Note: All case studies below are based on real client engagements. Client names and identifying details are anonymized. Before/after metrics are reported based on clinic-provided data or tracking systems in place at time of engagement. Results are not guaranteed and will vary based on clinic volume, payer mix, baseline admin performance, and VA role scope. ROI estimates include VA service fees in cost calculations.
Case Study #1 — Q4 2024

Multi-Provider PT Clinic — Pacific Northwest

Virtual Front Desk + Scheduling VA
Clinic Profile
  • Type: Physical Therapy
  • Providers: 3 PTs, 1 OT
  • Monthly Revenue: ~$85,000
  • Location: Pacific Northwest
  • EMR: Jane App
Situation Before VA

The clinic had one part-time front desk employee managing all incoming calls alongside check-in duties. Call answer rate was estimated at 55–60% based on missed call logs. New patient scheduling was inconsistent, and the clinic had no systematic no-show follow-up process. No-show rate was 27% of scheduled appointments.

Intervention

One full-time Virtual Front Desk + Scheduling VA was placed within 11 days of signing. The VA handled all inbound calls during clinic hours, managed the appointment schedule in Jane App, conducted 48-hour confirmation calls, and worked the no-show follow-up queue daily. The VA was trained on the clinic's scheduling scripts and no-show re-engagement protocol during onboarding.

94%
Call answer rate at 90 days
(vs. ~58% baseline)
−18%
No-show rate reduction
(27% → ~9% at 60 days)
+31%
New patient bookings per month
(at 60-day mark)
~5.4x
Estimated ROI at 90 days
(revenue recovered vs. VA cost)

*Metrics reported by clinic at 90-day review. Call answer rate tracked via clinic phone system. No-show rate tracked via EMR appointment records. New patient bookings from month-over-month EMR comparison. ROI estimate based on average visit value × recovered appointments minus VA monthly service fee. Results may not be representative of all clinic outcomes.

Case Study #2 — Q1 2025

Chiropractic Practice — Midwest

AR Follow-Up VA
Clinic Profile
  • Type: Chiropractic
  • Providers: 2 DCs
  • Monthly Billing: ~$62,000
  • Location: Midwest
  • Billing System: ChiroTouch / Kareo
Situation Before VA

The practice had a billing backlog with significant balances in the 90-day and 120+ day AR buckets. The office manager was handling billing part-time alongside front desk duties. No dedicated follow-up resource existed for aging claims. The 90+ day AR bucket represented an estimated $38,000 in outstanding balances.

Intervention

One part-time AR Follow-Up VA was placed within 10 days. The VA worked the aged AR report daily, prioritizing by dollar amount and timely filing deadline proximity. They called payers directly, corrected and resubmitted denied claims, and escalated complex cases to the office manager. A weekly AR progress report was provided.

$41k+
Recovered in first 60 days
(from 90+ day AR buckets)
−62%
Reduction in 90+ day AR
(balance at 90 days)
~18x
Estimated return on VA cost
(recovery vs. service fee)

*AR recovery figures based on clinic-provided billing reports at 30 and 60-day reviews. ROI calculation divides total AR recovered by total VA service fees paid during engagement period. Results are specific to this clinic's AR profile and may not be representative of other clinic outcomes. Individual results will vary.

Case Study #3 — Q3 2024

Solo PT Practice — Southeast

Insurance Verification + Prior Auth VA
Clinic Profile
  • Type: Physical Therapy (Solo)
  • Providers: 1 PT
  • Monthly Revenue: ~$44,000
  • Location: Southeast
  • EMR: WebPT
Situation Before VA

A solo PT with no dedicated administrative support was handling all insurance verification and prior auth himself after hours. Approximately 35% of new patient authorizations were being delayed by 5+ business days due to incomplete PA submissions and no follow-up system. Several patients dropped out of care waiting for authorization.

Intervention

A part-time Insurance Verification + Prior Authorization VA was placed within 12 days. The VA verified benefits for all new patients before their first appointment, submitted PA requests same-day as intake, followed up daily on pending auths, and tracked all authorization status in a shared log. The provider was able to fully remove PA management from his after-hours workflow.

−4.1 days
Average reduction in PA approval time
(days from submission to approval)
0 hrs
Provider hours on PA/insurance work
(vs. ~12 hrs/week previously)
+19%
Increase in completed care episodes
(at 90 days, fewer auth dropouts)

*PA approval time reduction based on clinic-tracked authorization logs comparing 90-day average before and after VA placement. Provider hours based on self-reported time tracking. Care episode completion rate from EMR visit records. Results specific to this engagement and will vary for other clinics.

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