Managing a medical or dental practice comes with unique administrative challenges that can pull your focus away from patient care. Our specialized office administration services are designed to handle the essential back-office tasks, such as patient coordination, insurance verification, authorizations, and scheduling, so your team can operate more smoothly and efficiently. With a deep understanding of healthcare workflows, we provide reliable, HIPAA-compliant support that integrates seamlessly into your practice, helping you deliver better care while reducing administrative stress.
Our patient services representatives are the frontline of your practice, ensuring every patient interaction is handled with professionalism and care. They manage incoming calls, answer patient questions, assist with appointment coordination, and provide essential support that fosters a welcoming environment. By managing patient communications efficiently, they help improve satisfaction and streamline your front-office operations.
Key Services Include:
Promptly answering patient inquiries via phone or email
Assisting with appointment confirmations, rescheduling, and follow-ups
Providing clear, compassionate information about services, policies, and procedures
Coordinating communication between patients and clinical staff
Verifying insurance eligibility is a crucial step in the patient intake process that helps avoid billing delays and claim denials. Our team performs thorough eligibility checks before appointments to ensure coverage is confirmed and benefits are clearly understood. This proactive verification helps your practice reduce administrative bottlenecks and maintain steady cash flow.
Key Services Include:
Verifying insurance coverage and patient benefits prior to visits
Checking copayments, deductibles, and coverage limits
Providing real-time updates on eligibility status to your team
Communicating with insurance providers to resolve discrepancies
Managing new patient referrals with care helps your practice grow while maintaining high standards of service. We coordinate between referring providers and your office to ensure patients are scheduled promptly and have a smooth onboarding experience. By handling the administrative details, we free your staff to focus on delivering excellent clinical care from day one.
Key Services Include:
Receiving and processing referral information accurately and promptly
Scheduling initial appointments and sending confirmations
Communicating effectively with referring providers and patients
Tracking referral progress to support patient retention
Handling prior authorizations efficiently ensures that patients receive timely care without unnecessary delays. Our authorization specialists manage the entire process, from submitting requests to tracking approvals, allowing your clinical staff to focus on treatment rather than paperwork. We keep you compliant with insurance requirements while minimizing interruptions in patient care.
Key Services Include:
Preparing and submitting prior authorization requests to insurance companies
Monitoring the status of authorizations and following up as needed
Notifying your team of approvals, denials, or additional requirements
Maintaining detailed records to support compliance and audits
Well-prepared patient charts are essential for productive and informed clinical visits. Our team ensures that all necessary documentation, histories, and test results are organized and available before appointments. This preparation supports your providers in delivering thorough and efficient care, while reducing wait times and administrative overhead during visits.
Key Services Include:
Collecting and updating patient medical and dental records
Ensuring charts contain all required documentation and are ready for review
Coordinating with providers to integrate new test results and notes
Organizing digital and physical charts for easy accessibility
Efficient scheduling is vital to maximizing your practice’s productivity and improving patient satisfaction. Our scheduling specialists manage appointment calendars, optimize patient flow, and reduce no-shows through timely reminders and confirmations. By keeping your schedule organized and balanced, we help ensure that your providers’ time is used effectively.
Key Services Include:
Booking, rescheduling, and canceling patient appointments
Sending appointment reminders via phone, email, or text
Coordinating provider availability and managing multiple calendars
Addressing scheduling conflicts and optimizing patient load
Coordinating outgoing patient referrals ensures continuity of care and helps maintain strong relationships with specialists and external providers. Our team manages referral documentation, communication, and follow-up, making sure patients are guided smoothly through the referral process. This support enhances patient satisfaction and reduces administrative burdens on your practice.
Key Services Include:
Preparing and sending detailed referral documentation to specialists
Communicating with external providers to coordinate care
Tracking referral outcomes and updating patient records accordingly
Following up with patients to ensure referral completion
We don’t just support your office, we understand it. From HIPAA compliance to daily follow-ups, our admin solutions are designed with healthcare in mind. Contact us today and let’s take your practice to the next level.
We provide a full range of services, including patient scheduling, insurance eligibility verification, authorization management, invoice creation, bookkeeping, answering services, and office management tailored for medical, dental, and business clients.
Absolutely. We work with a variety of industry-standard platforms such as electronic health record (EHR) systems, practice management software, scheduling tools (like Calendly, Google Calendar, Outlook), and accounting software including QuickBooks and Xero. Our team will collaborate with you to ensure smooth integration, minimizing disruption and maximizing workflow efficiency.
We support a wide range of clients including private practice physicians, multi-specialty clinics, dental offices and DSOs, pediatric practices, hospitals and outpatient centers, telehealth providers, startups, small businesses, and professional service firms. Our flexible solutions scale from solo practitioners to large organizations.
We employ multiple layers of security, including data encryption, secure VPN access, multi-factor authentication, and regular security audits. All team members undergo training on data privacy and confidentiality, and we maintain strict compliance with HIPAA and other regulations to protect all client information.
We get how demanding a medical or dental office can be. Our team offers specialized, behind-the-scenes support that keeps your operations running smoothly.
Our administrators are trained in HIPAA compliance and understand the flow of both medical and dental office operations.
We manage appointment booking, confirmations, recalls, and cancellations with professionalism and care, keeping your chairs full and your calendar organized.
From answering the phone to inbox management, we ensure patients and vendors receive timely, accurate responses that reflect your office’s tone and professionalism.
Whether you’re a pediatric dental office or a specialty medical clinic, we tailor our support to match your existing systems, tools, and preferences.
Give Us a Call
(619) 342-9090
Send Us a Message
Info @Blackwood Admin.com
Business Hours
Monday - Friday | 8am - 5pm PST
Blackwood Administrative Solutions provides expert remote administrative support tailored for medical, dental, and business practices across California. We simplify your back-office tasks so you can focus on delivering exceptional care and service.
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