Assistants who work in Kareo Tebra

Mornings are the calendar and the phone: tomorrow confirmed, cancellations backfilled, no-shows from yesterday called back, eligibility run for the week ahead. Then charge entry for yesterday's completed encounters, so nothing waits a week. Afternoons are the clearinghouse report, rejections corrected and resubmitted, payments posted and statements prepared on your cycle. Between those they answer patient messages, send intake forms and request reviews after completed visits. The end-of-day report shows appointments booked, charges entered, claims cleared and any item that needs the provider.

Our practice admins are trained on Kareo Tebra before they work in a client account: the calendar and appointment types, patient records and eligibility, charge entry, claims and rejections, payment posting, statements, online booking and the patient messaging tools. That training is internal to AssistBPO. We do not claim Tebra vendor certification for our staff and hold no partner, reseller or affiliate status. On privacy, no vendor or government body certifies a company as HIPAA compliant, so we do not claim it. We provide HIPAA-trained staff, a signed BAA and minimum-necessary access.

Plans depend on hours, desks and coverage. Get a staffing plan within 1 business day. A dedicated practice admin is priced per person for a monthly block of hours in your time zone, not as a percentage of collections, so improving your revenue does not raise our fee. Your Kareo Tebra subscription and any billing service you use stay on your own account and are billed by those vendors directly. Solo practices often start with part-time hours covering scheduling, eligibility and charge entry.

A business associate agreement is signed before access is granted. Assistants complete HIPAA training at onboarding and annually, and work from managed company devices with disk encryption, multi-factor authentication, automatic screen locks and no local storage of patient information. Access is minimum necessary: only the practice, providers and modules required for the tasks you assign. Background checks and signed confidentiality agreements come before hire. Assistants are employed, managed staff of the group rather than freelancers, and access is revoked the day an engagement ends.

They draft and, once you approve the wording, post responses that thank the reviewer and invite a private conversation. They never confirm that someone is a patient, discuss care, dates or diagnoses, or argue a point in public, because that risks disclosing protected information. Negative reviews are escalated to you with a suggested response and the internal history attached so you can decide. Review requests go to patients after a completed visit, with lawful consent and do-not-call scrubbing applied to any text or call outreach.

Create a named user in your own Kareo Tebra account with a role matched to the delegated work: scheduling, patient records, billing and messaging as needed, with practice settings and banking details excluded. They sign in from a managed company device with multi-factor authentication and no shared credentials. Activity is recorded against their user, so you can audit what was viewed and changed. You can reduce permissions or deactivate the account instantly, and we ask for removal ourselves when an engagement ends.