DocVA

BACKGROUND

I am the Founder & CEO of Healthcare Billing360 LLC

Healthcare Billing360 LLC is a healthcare revenue cycle management company specializing in medical billing, insurance credentialing, accounts receivable management, claims follow-up, and administrative support for healthcare providers and agencies.

OPPORTUNITY / CHALLENGE

• Provide qualified, dependable virtual assistants with experience in medical billing, claims follow-up, credentialing, and healthcare administrative support.
• Improve workflow efficiency, reduce administrative bottlenecks, and support accurate, timely billing operations for our healthcare clients.
• Build a scalable support team capable of working independently, communicating proactively, and maintaining consistent service quality as our client base grows.

SOLUTION

Online Search

• Pricing fit our budget
• Great culture fit
• Good value for cost

6-10 Employees

DocVA provides virtual staffing, recruitment, onboarding coordination, and ongoing account management support for Healthcare Billing360 LLC, a healthcare revenue cycle management company.

The scope of our partnership includes sourcing, screening, and coordinating interviews with qualified virtual assistants who support our medical billing, insurance credentialing, accounts receivable management, claims follow-up, payment posting, and administrative operations.

 Key deliverables include: -

**Recruitment and Staffing:** Identifying and presenting qualified candidates based on our specific healthcare billing and administrative needs, coordinating interviews, and assisting with employee placement. -

**Medical Billing Support:** Providing virtual assistants who work under our direction to assist with claims processing, billing follow-ups, denial research, payment posting, and accounts receivable management. -

**Credentialing and Administrative Support:** Staffing positions responsible for provider enrollment activities, insurance follow-ups, documentation, data entry, and administrative coordination. -

**Onboarding and Training Coordination:** Supporting new team member onboarding, scheduling check-ins, and helping employees transition into assigned responsibilities. -

 **Ongoing Account Management:** Maintaining communication regarding employee performance, staffing needs, scheduling, and operational concerns.

As our business has grown, DocVA has helped us expand our team and adjust staffing resources to meet changing workloads. Our partnership remains ongoing, with continued emphasis on operational efficiency, employee development, accountability, and consistent service delivery to our healthcare clients.

RESULTS & FEEDBACK

Our partnership with DocVA has helped Healthcare Billing360 expand its operational capacity while supporting the continued growth of our medical billing and credentialing business.

Key outcomes include: -

**Expanded Staffing Capacity:** Over the course of our partnership, we have brought on multiple virtual assistants to support medical billing, insurance credentialing, accounts receivable, payment posting, and administrative operations. -

**Increased Operational Coverage:** Additional staffing has allowed us to distribute responsibilities across specialized roles rather than relying on one individual to manage multiple workflows. -

**Improved Claims Follow-Up:** Team members have contributed to identifying outstanding claims, researching denials, and coordinating payer follow-ups. For example, a recently onboarded team member independently identified nine claims with similar denial reasons and researched comparable paid claims to determine appropriate next steps. -

**Structured Training and Accountability:** We have implemented role-specific training, regular operational check-ins, and clearer communication expectations to support employee development and task ownership. -

**Scalable Staffing Support:** As our operational needs have evolved, DocVA has assisted with recruiting, onboarding, and adjusting staffing resources to support our changing workload.

While we have not formally measured percentage improvements in productivity or turnaround times attributable specifically to DocVA, the additional staffing capacity and greater distribution of responsibilities have been meaningful outcomes of the partnership. Overall, DocVA has helped us strengthen our operational support structure while allowing our leadership to focus more attention on client relationships, quality oversight, and business development.

Overall, DocVA's project management and communication have been positive. Their team has been accessible, responsive, and willing to accommodate the evolving needs of Healthcare Billing360 as our business continues to grow.

Our account management team, particularly Thessa and Aivee, has been instrumental in coordinating recruitment, interviews, onboarding sessions, scheduling adjustments, and regular follow-ups. I especially appreciate our scheduled check-in meetings, which provide opportunities to discuss employee progress, operational needs, and areas requiring additional support.

For the most part, staffing requests and onboarding coordination have been handled in a timely manner. When we've needed additional candidates or adjustments to existing assignments, DocVA has generally responded promptly and worked with us to identify appropriate solutions.

One challenge we experienced was an unexpected employee departure that occurred without a formal transition or adequate knowledge transfer. This temporarily created an operational gap. However, I understand that the departure was unexpected for DocVA as well.

What I appreciated most was their response once the concern was raised. Thessa personally contacted me, acknowledged the situation, and proactively offered additional transitional training support. She also committed to improving communication and establishing a more structured transition process for future staffing changes.

Although that experience highlighted an area for improvement, it did not overshadow the overall quality of our working relationship.

DocVA has demonstrated a genuine willingness to listen, address concerns, and maintain a collaborative partnership. I value their responsiveness and the personal attention they provide as we continue building our team.

• Virtual Meeting
• Email or Messaging App

What has impressed me most about DocVA is the personalized attention and genuine care they bring to their client relationships. They don't make us feel like just another account. They take the time to understand our business, our staffing needs, and the challenges that come with operating a growing healthcare billing company.

Thessa and Aivee have been particularly wonderful to work with. Their approach is personable, approachable, and supportive. I appreciate that I can communicate openly with them, whether I'm sharing positive feedback, discussing employee development, or addressing a concern.

Another quality I value is their willingness to receive constructive feedback without becoming defensive. When challenges arise, they make an effort to listen, understand our perspective, and work toward a resolution.

They also recognize that finding the right virtual assistant involves more than matching qualifications on a résumé. Work ethic, communication, initiative, and compatibility with our company's expectations are equally important.

What truly stands out is their commitment to building a lasting partnership rather than simply filling positions. That personal touch has made a meaningful difference in our experience with DocVA.

One area where DocVA could improve is in communication and continuity planning during unexpected staffing changes.

We recently experienced an abrupt employee departure that left us without a formal transition or knowledge-transfer period. I recognize that the situation was unexpected for DocVA as well, and I understand that employees may make career decisions that neither organization can anticipate.

However, for a company like Healthcare Billing360, where virtual assistants support time-sensitive medical billing operations and client accounts, continuity is extremely important.

I believe having a more standardized transition process, including documented responsibilities, outstanding assignments, and essential workflow information, would help minimize disruptions when unexpected departures occur.

I also believe there is an opportunity for more proactive communication when an employee expresses concerns about their current assignment, schedule, or professional goals. While not every concern can be resolved or every departure anticipated, early communication can sometimes help both organizations prepare.

What I appreciate is that DocVA responded positively when I shared my concerns. Thessa personally followed up, acknowledged the situation, offered additional training support, and committed to improving communication and transition procedures moving forward.

Overall, I view this as an opportunity for continued improvement rather than a reflection of our entire partnership. I value DocVA's willingness to listen and take constructive feedback seriously.

BACKGROUND

Introduce your business and what you do there.

I’m the owner of Lotus Healthcare and Wellness, a healthcare company.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with DocVA?

We needed help giving me face-to-face time back with my patients.

SOLUTION

What was the scope of their involvement?

DocVA has provided me with a registered nurse.

What is the team composition?

We’ve worked with 2–5 teammates from DocVA.

How did you come to work with DocVA?

We found them through an online search. We chose them over other options because they had high ratings, their pricing fit our budget, they offered good value for the cost, and their company values aligned with ours.

What is the status of this engagement?

We started working together in November 2025, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We’ve saved five hours each week, and we’ve seen improvements in the number of referrals and prior authorizations completed.

How did DocVA perform from a project management standpoint?

DocVA’s project management has been good; they deliver on time. We primarily communicate via email and messaging apps.

What did you find most impressive about them?

Angelie (Virtual Nurse) has been impressive.

Are there any areas they could improve?

There’s nothing we can come up with.