At Velora, we understand that the front office is the first point of contact between your practice and your patients—and first impressions matter. Our Front Office Management Services are designed to streamline your administrative workflow, reduce overhead, and improve the overall patient experience. From appointment scheduling to eligibility verification, we help practices operate smoothly and efficiently.

Your front office team plays a critical role in ensuring that operations are well-coordinated, documentation is accurate, and billing processes start off on the right foot. That’s why we offer a comprehensive suite of services that not only support front office functions but also integrate seamlessly with your back-office systems, medical billing workflows, and compliance protocols.

Here’s an in-depth look at our Front Office Management service and the specialized sub-services we offer:

1. Appointment Scheduling

Efficient scheduling is essential for maximizing provider time, minimizing no-shows, and enhancing patient satisfaction. Velora offers a fully managed Appointment Scheduling service that takes the burden off your staff while ensuring your calendar stays optimized.

Key features:

• 📅 Real-Time Scheduling: Our team books and manages appointments using your existing EHR or scheduling platform.
• ⏱️ Automated Reminders: We send SMS, email, or phone call reminders to reduce no-show rates and late arrivals.
• 🔁 Schedule Adjustments: Last-minute cancellations or reschedules? We handle it quickly to fill gaps and keep your day productive.

With our service, patients experience less wait time, and your providers can focus on delivering care without the distractions of scheduling conflicts.

2. Document Management

Handling paperwork and medical documentation can be time-consuming and error-prone. Velora’s Document Management service ensures that every form, report, and authorization is accurately recorded and readily accessible.

Key features:

• 📂 Digital Filing: We scan, organize, and store documents in secure digital repositories for easy retrieval.
• 🔍 Compliance Checks: Our system ensures that required documents meet HIPAA, CMS, and payer standards.
• 📤 Document Routing: Patient forms and insurance paperwork are automatically routed to the correct departments.

This sub-service enhances operational efficiency and reduces the risk of lost paperwork or compliance violations.

3. Patient Enrollment

Accurate and complete patient enrollment is critical for clean billing and quality care. Our Patient Enrollment services ensure that new patients are added to your system with complete demographic, insurance, and consent information.

Key features:

• 🧾 Insurance Verification at Intake: We collect and verify insurance details at the point of registration.
• 🖊️ Digital Consent Forms: Patients can complete and sign forms electronically, streamlining the check-in process.
• 📋 Demographic Accuracy: We verify contact details and assign the correct patient identifiers in your system.

This foundational step reduces billing errors and sets the stage for a positive patient experience from day one.

4. Patients Account Receivable (AR) Management

Managing outstanding balances is a constant challenge for healthcare providers. Velora’s Patients Account Receivable service helps recover unpaid balances and maintain cash flow without damaging the patient relationship.

Key features:

• 💬 Friendly Payment Reminders: We use a respectful, patient-centric approach to follow up on outstanding payments.
• 📈 Aging Report Monitoring: Our team tracks AR aging buckets and prioritizes collection efforts accordingly.
• 💳 Flexible Payment Options: We support online payments, payment plans, and direct billing to reduce friction for patients.

With AR management from Velora, your front office can focus on care coordination while we help maintain financial health in the background.

5. STAT Eligibility & Authorization

Verifying a patient’s eligibility and obtaining prior authorizations in real-time is key to preventing claim denials and delays. Our STAT Eligibility & Authorization service delivers fast, accurate verification at the point of care.

Key features:

• ⚡ Instant Eligibility Checks: We verify insurance benefits and coverage within minutes, before services are rendered.
• 📝 Prior Authorization Management: We handle the end-to-end authorization process with insurers for procedures, labs, and referrals.
• 🔐 Secure Documentation: All authorization approvals are securely stored and made readily available for billing and audits.

This proactive verification process significantly improves claim acceptance rates and reduces administrative back-and-forth.

Why Front Office Management Matters

Your front office sets the tone for every patient visit. Disorganized scheduling, missing documentation, or billing confusion can lead to frustration, bad reviews, and lost revenue. Velora helps practices overcome these challenges by providing skilled virtual front office support that integrates seamlessly with your team and technology stack.

With Velora’s Front Office Management Services, you get:

• 👩‍💻 Expert administrative support without adding headcount
• ✅ Improved data accuracy for billing and credentialing
• 📉 Lower no-show rates and better resource utilization
• 🧘 Less stress and greater patient satisfaction

Why Choose Velora?

Velora isn’t just a service provider—we are your extended healthcare operations team. Whether you’re a solo practice or a multi-location clinic, we help optimize every interaction patients have with your practice, starting with the front desk.

Here’s why providers trust us:

• 🏥 Healthcare-Specific Expertise: We understand the nuances of medical administration, billing, and credentialing.
• 🔄 End-to-End Integration: Our front office solutions connect seamlessly with your back-office processes.
• 🔒 HIPAA-Compliant Operations: Patient privacy and data security are baked into everything we do.
• 🚀 Scalable Support: As your practice grows, our services scale with you—without the need to hire and train new staff.

Benefits of Velora’s Front Office Services

Choosing Velora brings operational, financial, and clinical benefits to your practice:

• 📈 Increased Revenue: Fewer denials, more clean claims, and faster reimbursements.
• 🧾 More Accurate Billing: Upfront verification and documentation minimize downstream errors.
• 💼 Reduced Administrative Burden: Your team can focus on patients, not paperwork.
• 😊 Better Patient Experiences: Smooth check-ins, fast responses, and fewer billing headaches lead to greater satisfaction.

Let Velora Support Your Front Office

Your patients deserve a seamless, professional, and welcoming experience from the moment they contact your practice. At Velora, we deliver front office excellence through a combination of people, process, and technology.

Let us take the burden off your staff, improve your operational efficiency, and enhance your patients’ journey. Whether you need full-service front office management or support with specific functions like scheduling or eligibility checks, we’re ready to tailor our services to your unique needs.

Get in touch with Velora today to find out how our Front Office Management Services can transform your practice from the front desk to the final payment.