Hire a Tebra Virtual Assistant (formerly Kareo)

What is a Tebra Virtual Assistant?

Tebra (formerly Kareo) is one of the most widely used EHR and practice management platforms among independent practices in the US, built specifically for small to mid-sized providers who need scheduling, billing, and clinical documentation in one place. A Tebra virtual assistant is a remote professional trained to work inside this platform and handle the administrative workflows that pull providers away from patient care.

At Wishup, our Tebra VAs come with hands-on EHR experience, HIPAA training, and a working understanding of the insurance workflows that run through the platform daily. They are not learning what prior authorization means on your time. They know it before they start. For a broader look at how virtual assistants support healthcare practices across specialties, visit our healthcare virtual assistant hub.

What Does a Tebra Virtual Assistant Do?

Patient Scheduling and Calendar Management

Managing appointments in Tebra requires more than booking a slot. A VA handles new patient intake, reschedules, reminder outreach, and makes sure the provider's calendar does not have double bookings or gaps that cost the practice revenue. One of the psychiatrists we work with was double-booking herself several times a week before her VA took over the schedule entirely. For practices looking to systematise this further, here is how to set up healthcare appointment scheduling with a dedicated VA.

Prior Authorization

Prior auth is tedious, time-sensitive, and unforgiving. Your VA submits authorization requests through insurance portals, tracks the 90-day validity window on each approval, follows up on pending requests, and coordinates the documentation needed to appeal a denial. When an insurance company sends back a "not medically necessary" decision, your VA knows the next step. This is a core part of what our medical billing virtual assistant service covers end to end.

Insurance Eligibility Verification

A claim rejected because an insurance card was expired or a patient ID was entered incorrectly is a claim that costs the practice twice: once in lost revenue, and once in the time spent fixing it. Your VA verifies eligibility before every appointment, catches mismatches before they become rejections, and keeps the billing queue clean.

Pending Notes and EHR Hygiene

Providers leave notes in the pending queue. It happens in every practice. But every note that stays pending is a delayed claim. A Tebra VA monitors the queue, generates weekly reports on pending notes by provider, and sends reminders so nothing ages past 90 days without being addressed. For practices that also need clinical documentation support, our virtual medical scribe service runs alongside this workflow.

Billing Code Audits

CPT codes need to match the ICD-10 diagnosis codes in the provider's note. When they do not, the claim fails. Your VA reviews coding before submission, flags mismatches, and coordinates corrections, catching errors at the source rather than after the rejection arrives.

Patient Communication and Intake

New patients need intake packets. Returning patients need reminders. Some patients call when they are anxious, distressed, or confused about their coverage. Your VA handles all of it, with the warmth and patience that healthcare communication requires. For practices managing ongoing patient relationships, our patient management service covers the full communication layer.

Which Practices Benefit Most from a Tebra VA?

Tebra was built for independent practices, and the practices that get the most from a Tebra VA tend to be the ones where the provider is also carrying the administrative work.

Solo practitioners carrying scheduling, prior auth, and billing alongside a full clinical load are the clearest fit. The psychiatrist we work with was managing 300 patients' data herself before her VA came in and consolidated everything under one system.

Small mental health and psychiatric practices where the provider needs a calm, empathetic front, someone who understands that the first voice a patient hears on a call matters. Wishup has a dedicated team of virtual assistants for psychiatrists matched specifically for these environments.

Dermatology and specialty clinics running complex prior authorization workflows with multiple CPT codes per procedure, multiple insurers, and regular denials. Our dental virtual assistant team handles similar complexity for dental and cosmetic practices.

Multi-provider practices where the scheduling calendar needs to stay clean across providers and the pending notes queue needs a dedicated person watching it.

What Should You Look for in a Tebra VA?

Hands-on Tebra or EHR experience: not familiarity from a training course. Real daily use across scheduling, documentation, and billing workflows.

HIPAA compliance: non-negotiable for anyone handling patient data.

Insurance workflow knowledge: eligibility verification, prior authorization, denial management. The VA should know the difference between a CPT code and an ICD-10 code and why it matters.

Patient-facing communication skills: warm, clear, and calm on calls. Healthcare patients are not like other customers. The empathy has to be real.

Reliability and low turnover: healthcare practices cannot absorb constant VA changes. Our VAs stay an average of 3.7 years.

How to Get Started

Define what you want to hand off first. Scheduling and prior auth are the two highest-volume tasks most practices delegate first. Billing support usually comes in once the VA has the practice rhythm down.

Interview before you commit. At Wishup, you meet shortlisted candidates before anyone starts. Listen for warmth on patient calls, clarity on insurance workflows, and comfort inside an EHR.

Give it two to three weeks. Most practices know by week two whether the fit is right. If it is not, we replace at no cost.