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Day in the Life
of a GSD Virtual Healthcare Assistant

9-slide Instagram / LinkedIn carousel · 1:1 format · Ready for PSG community

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👩‍⚕️ Virtual Healthcare Assistants

A Day in
the Life of
Your Remote
VHA

Swipe to see what happens behind the scenes every single day.

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By the numbers

What a GSD VHA
handles every day

25–40
outbound calls & follow-ups
8–15
appointments scheduled
10–20
new leads reviewed
5+
communication channels managed

Typical day at a high-volume specialty practice

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8:00 AM — Start of Day

Triage &
Lead Review

  • 📋
    Review every inbound lead from overnight & weekend
  • 🚩
    Flag same-day callbacks and urgent follow-ups
  • 📊
    Categorize leads: self-schedulers, request forms, chat inquiries
  • ✅
    Build priority list before the first call is made
"Understanding what came in overnight sets the entire day's tempo."
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8:30 AM — First Lead Wave

Same-Day
Follow-Up

  • 📞
    Call every new lead requesting contact — same morning, no exceptions
  • 💬
    Leave detailed, professional voicemails referencing the specific inquiry
  • 🗂️
    Log call time, outcome, and next-step in CRM for every attempt
  • 📧
    Respond to written inquiries by email or phone based on request type
Speed matters: a Monday 8:32 AM callback vs. a Tuesday callback creates a very different first impression.
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9:30 – 11:30 AM · Scheduling

New Patient
Intake & Scheduling

1
Schedule the appointmentCorrect procedure type, provider, location — all verified
2
Enter complete demographicsFull legal name, DOB, contact info, referral source — no field left blank
3
Send patient intake portalMedical history, medications, allergies — collected before the visit
4
Enter insurance detailsPrimary & secondary coverage accurately entered and verified
💡 A missing insurance ID or wrong DOB can delay care or trigger a claim denial. The VHA is the first quality checkpoint.
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11:30 AM – 1:00 PM

Confirmation
Calls &
Portal Follow-Up

  • 📞
    Two call attempts per patient scheduled for tomorrow
  • 📮
    No answer? Leave voicemail + resend intake portal to email
  • 🗒️
    Update records: contact attempt, portal status, any questions raised
  • ⚠️
    Flag incomplete portals for same-day follow-up if appointment is within 24 hrs
Patients who arrive with completed intake forms mean faster appointments and more time for care.
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1:00 – 5:00 PM · Afternoon

Pre-Op Coordination
& EOD Wrap-Up

  • ✓
    Personalize & send pre-surgery reminder emails ~1 week before procedure
  • ✓
    Coordinate prescription pickup confirmation with patients
  • ✓
    Review live chat transcripts, call unbooked inquiries
  • ✓
    Handle office ad hoc requests: faxes, routing, rescheduling
  • ✓
    Reconcile open leads, flag anything unresolved for tomorrow AM
  • ✓
    Confirm next day's schedule is clean — no data gaps
"The end of my day sets up tomorrow's morning."
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Why GSD

Not just a VA.
A healthcare-trained
professional.

🏥

Healthcare-Specific Training

Insurance intake, pre-op coordination, patient communication — trained before day one, not learned on your clock.

🔒

HIPAA-Aware Operations

Structured protocols for every patient touchpoint. No PHI handled outside your secure systems.

🌎

Your Time Zone. Half the Cost.

Nearshore, bilingual (EN/ES), available during your business hours — at 50–70% less than a domestic hire.

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G

Ready to get
stuff done?

GSD Virtual Healthcare Assistants are trained, managed, and ready to support your specialty practice from day one.

@GSD.OUTSOURCING · gsdoutsource.com

PSG community members receive 10% off their first year