Client Portal
Healthcare Virtual Assistants · Manila Office

HIPAA-Trained VAs — Managed by IHS, Not a Staffing Agency

Dedicated healthcare VAs based in our Manila office, working U.S. hours, under IHS supervision — not freelancers, not a marketplace. Your patient data stays inside our compliance framework.

  • Scheduling
  • Prior Auth
  • Referrals
  • Billing Support
  • 40–60%
    Cost Savings
  • U.S.
    Business Hours
  • HIPAA
    BAA Covered
  • IHS
    Supervised
Overview

Staffing Shortages Are Costing
Your Practice Every Day.

Front-desk positions, referral coordinators, prior authorization specialists, and medical records staff are increasingly difficult to fill and expensive to retain. Infotech Houston Solutions offers a proven alternative: dedicated Healthcare Virtual Assistants based in our Manila, Philippines office, trained in HIPAA compliance and U.S. healthcare workflows, and managed directly by IHS.

Unlike freelance marketplaces or offshore staffing agencies, IHS Virtual Assistants are employees of our Philippines subsidiary. They work from our supervised office — not from home — using IHS-managed devices on IHS-secured networks. Your patient data stays within the same compliance framework that governs our IT and cybersecurity services.
  • 💰 Cost Comparison Dashboard
Annual salary + benefits
$ 0 k+
Fully managed, all-in
$ 0 K–$28K
average staffing cost reduction per role
0 -60%
Scheduling & Front Desk
100%
Prior Authorization
100%
Referral Coordination
100%
Billing Support
100%
Medical Records
100%
What Your VA Does

Trained Across Every
Healthcare Admin Workflow.

IHS VAs arrive ready to work — trained on U.S. payer rules, EMR platforms, HIPAA protocols,
and specialty-specific workflows before their first day on your account.
Scheduling

Front Desk & Scheduling

Full appointment scheduling, rescheduling, and cancellation management — across athenahealth, eCW, AdvancedMD, and your existing PM system.
  • New patient intake and registration
  • Appointment reminders and no-show follow-up
  • Wait list management and recall outreach
  • Provider template and schedule management
Coding

Insurance Verification & Prior Authorization

Pre-visit eligibility checks, benefit verification, and end-to-end prior authorization — submission, tracking, follow-up, and documentation.
  • Real-time eligibility checks before appointments
  • PA submission for procedures, meds, referrals
  • Payer portal tracking and status updates
  • Auth denial escalation and peer-to-peer coordination
Claims

Referral Coordination

Processing inbound and outbound referrals, coordinating with specialist offices, confirming appointments, and ensuring all documentation is complete before the visit.
  • Outbound referral fax and portal submission
  • Specialist appointment confirmation follow-up
  • Documentation completeness review
  • Referral status tracking and provider notification
Denials

Medical Records Requests

Processing records release requests with proper authorization, tracking fulfillment timelines, and ensuring HIPAA-compliant handling at every step.
  • Authorization verification before release
  • Request tracking and fulfillment logging
  • HIPAA-compliant transmission protocols
  • Third-party request handling (attorneys, insurers)
A/R

Billing Support

Charge entry, payment posting, and patient statement follow-up — working alongside your IHS RCM team or standalone billing staff for seamless coordination.
  • Charge entry and encounter reconciliation
  • ERA/EOB payment posting support
  • Patient balance follow-up and statement calls
  • Denial coordination with IHS RCM team
Analytics

Phone Support & Patient Communication

Handling inbound patient calls during U.S. business hours — scheduling, questions, prescription requests, and callbacks — with professional, HIPAA-compliant scripts.
  • Inbound call handling on your practice line
  • Prescription refill request routing
  • Patient callback queue management
  • Actionable recommendations, not just data
The IHS Difference

Managed. Compliant. Integrated.
Not Just Outsourced.

Most VA providers hand you a worker and walk away. IHS provides supervision, compliance infrastructure,
backup coverage, and technology integration — as a single managed service.

Managed, Not Outsourced

Every IHS VA works under direct IHS supervision in our Manila office. We handle recruiting, training, QA, and performance management. If a VA is out sick, we provide backup coverage — your practice never has an empty seat.

HIPAA Compliance Built In

Our Manila team operates under the same BAA and security policies as our Houston office. VAs work on IHS-managed workstations with endpoint protection, encrypted connections, and audited access controls.

U.S. Business Hours

IHS VAs work the hours your practice needs — aligned to Central or Eastern time zones. No overnight gaps, no handoff delays. Your phones are covered from open to close.

Seamless Technology Integration

Because IHS also manages your IT infrastructure and PM applications, your VA is already connected to your systems from day one. No multi-vendor coordination — IHS handles technology, security, and staffing as one provider.

Specialty-Trained Before Day One

VAs are trained on your specialty's workflows — prior auth rules for your payers, scheduling templates for your providers, and documentation standards for your EMR — before they take their first call.

Performance Reporting Included

Monthly reports cover task completion rates, call handling metrics, auth turnaround times, and scheduling fill rates. You see exactly what your VA is doing and how they're performing.

Our Manila Office

Not a Home Office.
A Real IHS Facility.

The IHS Philippines subsidiary is a fully staffed, supervised office — not a network of remote workers. Our Manila facility operates under the same policies and standards as our Houston headquarters, including HIPAA security controls, device management, and BAA coverage.

Cross-border data transfer between the U.S. operations and our Philippines subsidiary is governed by a formal inter-company agreement that satisfies HIPAA’s requirements for business associate relationships operating across jurisdictions.

Supervised Office

VAs work on-site, not from home — monitored environment with physical and digital security controls

IHS-Managed Devices

All workstations are IHS-owned, enrolled in endpoint management, and monitored continuously

Encrypted Connections

All sessions use IHS-managed VPN and zero-trust access — no public internet exposure to practice data

Formal BAA in Place

Business Associate Agreement covers all Manila staff under the same compliance umbrella as Houston IT

Manila, Philippines

  • IHS Philippines Office — Manila, Philippines
  • Operating Hours: Aligned to U.S. Central & Eastern Time
  • Staffed with HIPAA-trained healthcare admin specialists
  • Covered under IHS BAA & Security Policy — same as Houston
  • All devices IHS-owned and managed — no BYOD permitted
  • Direct integration with athenahealth, eCW, AdvancedMD, EPIC

Houston’s trusted Managed Security Services Provider since 2003. We own the infrastructure that powers your business — datacenter to desktop, voice to compliance.

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