Virtual Practice Management
Most practices juggle a billing company that never thinks about growth and a marketing agency that never sees a claim. VPM replaces both. One team fills your schedule and collects your money, run by the people who manage the full revenue cycle for practices in all 50 states.
One Partnership, Two Engines
A practice only makes money when both engines run. Patients on the schedule, and clean claims behind every visit. VPM owns both.
Revenue Engine
Everything between the visit and the deposit. We enroll you, connect you, bill it, and fight for every denied dollar.
- Payer enrollment and credentialing, all 50 states
- EDI, EFT, and ERA setup with your clearinghouse
- Billing, coding, and full revenue cycle management
- Denial management and A/R recovery
Growth Engine
Everything that puts the next patient on your schedule. Built by the team that ranks its own site for the hardest terms in this industry.
- Website design and development
- Local and technical SEO
- Marketing, Google Business Profile, and reputation
- Analytics and plain-English monthly reporting
A Biller and an Agency, Replaced by One Team
Split vendors mean split accountability. When collections dip, the biller blames volume and the agency blames the payers. With VPM there is one number that matters and one team on the hook for it.
| Billing company | Marketing agency | VPM | |
|---|---|---|---|
| Submits and works your claims | |||
| Chases denials and aging A/R | |||
| Enrolls you with payers and keeps credentials current | |||
| Builds and maintains your website | |||
| Ranks you in local search | |||
| Runs your marketing and reputation | |||
| Accountable for total revenue, not one slice of it |
Two Ways In
Already running a practice
We take over the back office you have. Most practices come to us bleeding in one place: denials piling up, A/R aging past 90 days, or a schedule with holes in it. We fix the weak engine first, prove it with numbers, then run both. Onboarding is low friction because you already have collections we can go to work on.
Get a Free Practice AssessmentStarting your own practice
Before you can bill one visit, you will open five to seven government portal accounts and file eight to twelve applications. We run that entire gauntlet for you: entity and NPI setup, payer enrollment, EDI and EFT, plus a website and local SEO that are live before your first patient walks in.
See the Launch PackageHow a Practice Takeover Actually Works
Switching billing or marketing vendors feels risky because most vendors keep the process vague. Here is ours, in the open. The whole design has one goal: at no point does your practice stop billing or stop being found.
The Assessment
Week 0, free, no obligationBefore you commit to anything, we look at the whole practice with you. On the revenue side: your aging report, a sample of recent remittances, your denial patterns, your payer mix, and the fee schedules you are actually being paid on. On the growth side: where you rank for the searches your patients type, what your Google Business Profile looks like next to your competitors, and what happens when someone tries to book.
You get a written findings document: where revenue is leaking, what we would fix first, and what the numbers should look like ninety days in. If the honest answer is that your current setup is fine, we say that too. An assessment that always ends in a pitch is not an assessment.
Parallel Setup
Weeks 1 to 2, nothing changes yetThis is the phase that makes the switch safe. We sign the BAA, get access to your practice management system and EHR, and map every payer enrollment, every EDI connection, and every ERA and EFT agreement you have. Your current biller keeps working exactly as before. Nobody is unplugged.
The output is a cutover runbook: every payer, every portal, every connection, with an owner and a date. Most billing horror stories come from switches that skipped this phase and discovered a missing enrollment three weeks after the old biller was gone. We refuse to run that play.
The Cutover
One defined date, weeks 3 to 4New claims start routing through us on a single agreed date. ERA and EFT redirects are sequenced against your payment cycle so deposits never bounce between accounts. Your legacy A/R gets an explicit plan: your outgoing biller works it through a defined tail period, or we take it over as part of the transition. Either way, every claim in flight has an owner on paper.
For the first two weeks after cutover we watch daily. A rejection spike, a payer that did not process a redirect, an ERA landing in the wrong place: same-day response, because this window is where trust is earned or lost.
Growth Engine Spin-Up
Weeks 2 to 6, runs in parallelWhile the billing transition runs, the growth work starts. Website and Google Business Profile audit in the first week, high-impact fixes live within the first month, and your local search baseline recorded so improvement is measurable instead of anecdotal.
From there it becomes a rhythm: one monthly meeting, one report, both engines. Collections, denial rate, days in A/R, new patient calls, and search visibility on the same page, because a practice is one business, not two vendor relationships.
The Three Fears That Keep Practices Stuck
Every practice owner thinking about switching has the same three worries. They deserve direct answers, not reassurance.
The cash flow gap
Will there be a week where nobody is billing for me?
No, because the phases overlap on purpose. Your current biller works until cutover. We build before cutover. Claims route to us the day they stop. The typical takeover shows no dip in deposits, because at every point in the timeline someone is submitting and someone is following up.
The orphaned A/R
What happens to everything my old biller was chasing?
It gets named in writing before cutover day: worked by them through a tail period, or taken over by our A/R recovery team. Aging claims are the easiest thing to lose in a transition and the most expensive, so the runbook treats your legacy A/R as a first-class item, not an afterthought.
The hostage situation
What if my current biller will not cooperate?
It happens, and it is survivable. Your payer enrollments belong to you, not your biller. Worst case, we re-establish EDI, ERA, and EFT connections directly with the payers and clearinghouse. It adds some weeks, but nothing they hold can stop your practice from billing. We have unwound hostage setups before, and the runbook covers this scenario from day one.
Two Clear Line Items
No mystery bundle. Your growth work bills as a flat monthly retainer. Your billing runs as a percentage of net collections, starting at 2.49%, so we only get paid when you do. New practice launches are a flat one-time package starting at $7,500. We quote the full partnership to your specialty and volume.
Get a Free Practice Assessment
Tell us where it hurts. We will map your billing and your patient pipeline, and show you exactly where revenue is leaking.
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Virtual Practice Management FAQs
One Team for the Whole Practice
Stop refereeing between a biller and an agency. Get one partner accountable for the schedule and the deposits.