Virtual Administration & Reception

Virtual Administration & Reception

Improve efficiency and lighten the administrative load

Engage a high-quality, offsite practice administration team for your practice using our Virtual Administration Reception Service. Enhance your busy in-house team using Call Overflow Virtual Reception to manage in-bound calls and complete administration tasks. Our personal, prompt and professional staff increase reception capabilities for busy GP clinics, single doctor specialised practices, large multidisciplinary services and everything in between. Supporting you and your patients when and how you need it.

Build a complete team

A personalised off-site team supporting your healthcare delivery working with you in your practice.

Increase efficiency

Streamline your admin team and respond to patient calls swiftly thanks to your offsite reception team from Avant Practice Solutions.

Minimise staffing headaches

Easily add staff handpicked for administrative skills, medical industry experience, competency and customer care.

Start with experience

Caring staff with expertise in supporting patients, admission management, billing and theatre list management. We work with all leading practice management software.

Stable and scalable services

Enjoy reliable administration with flexibility in the face of changing needs. When demand surges or you’re short staffed, we’ll handle the overflow.

Shorten the learning curve

We'll help to optimise administration efficiency, reducing costs whilst increasing resilience of your medical practice.

Case Study

Virtual Administration & Reception

Keep the practice running when staff are home sick.


We support all kinds of practices, from single-doctor practices to large multisite, multi-doctor practices.

Our virtual reception services replicate administration tasks on-site using our off-site teams, through a process of careful on-boarding and training. Your Virtual Administration and Reception Team operates as a true extension of your onsite team, representing you and your practice:
  • Bespoke and designed patient care and call answering
  • Our goal is to complete the administration tasks triggered by a phone call
  • Managing appointment bookings and rescheduling directly into your practice software
  • Personal messages relayed via internal messaging, email, text or phone call
  • After hours message recording service and follow up
  • Support for patient and referrer enquiries regarding your practice operations and services as well as general information
  • Two-way correspondence with patients and referring doctors (return messages)
  • For GP and larger specialist practices our Call Overflow Virtual Reception (COVR) service supports your front desk team
  • For smaller practices our Virtual Administration Reception Service (VARS) includes managing inbound phone calls and all other administration duties
As well as managing in-bound calls, and taking and relaying messages, our Administration Services include:
  • Scheduling appointments, in-patient admissions and procedures
  • Managing all correspondence, both electronic and paper
  • Sending appointment confirmation reminders via SMS and letters to new patients
  • Following up outstanding documentation such as referrals and results
  • Sending correspondence and reports
  • Processing patient billing and medical insurance claims
  • Appointment diary management
  • Medical transcription

Absolutely. Our Call Overflow Virtual Reception service (COVR) is an efficient option that improves front-desk efficiency, relieves staffing pressures and ensures patients a consistently positive experience.

Our staff are trained medical secretaries who are managed in small teams of 3 to 5 people, with a focus on patient care and oversight of healthcare workflows. All have a detailed knowledge of the practices they work with, and access to experience in Practice Management, Medical and Surgical Billings, the Healthcare Industry and private medical practice. Our Australian-based VARS and COVR teams are familiar with:
  • Doctor and patient needs
  • All leading medical practice software
  • Medical practice workflows
  • RACGP accreditation standards for call handling and triaging
  • Australian Privacy Principles
  • Medical terminology
  • Medical and surgical billing procedures
  • Processes and procedures specific to your practice

Free eBook

Interested to learn how to streamline your medical practice with virtual administration and reception staff?

Download this eBook to learn how and why successful practices are using our services to enhance capabilities and improve patient care.

After reading this eBook, you’ll know:

  • The 7 signs it’s time to outsource reception duties
  • The benefits of outsourcing reception duties
  • 5 steps to a successful outsourcing strategy
  • The Do’s and Don’ts of outsourcing

It’s a valuable read for any doctor or surgeon wondering how to safely secure the smooth functioning of their practice without the hassle of new hires.

Get even more support for your healthcare business

Overcome the complexities and administrative burden of billing, and boost income with end-to-end billing support. We manage your invoices, insurance claims and follow ups to ensure fast and accurate payment. So you’re free to focus on patient care and enjoy the highest possible return.
Transform your healthcare business with a software platform that makes managing administrative complexity, simple. Track the administrative health of your business and improve team collaboration with a centralised dashboard for all your important information. So, you can focus on what matters the most – patient care.
We understand that Bookkeeping and Payroll has become complex and labour intensive – taking time away from your Practice Manager managing staff and working on your business. Our full suite offering includes services like bank reconciliations, customer and supplier invoice management and filing, reporting on balance sheets, profit and loss, payroll, accounts receivable and more.
Get a 360 view and easily see what you are spending and saving when purchasing Team Medical supplies via PracticeHub!
Grow a resilient business with support from medical practice management experts. We provide guidance to help you overcome your business challenges, capitalise on new opportunities and take your practice to the next level.
Dictate anytime, anywhere and get accurate, on-time transcripts you can trust. Record via our secure and data protected Smartphone App and get rapidly returned transcripts for your approval. We’ll file them safely in medical notes and deliver correspondence where required.

Persons implementing any recommendations contained in this publication must exercise their own independent skill or judgment or seek appropriate professional advice relevant to their own particular practice. Compliance with any recommendations will not in any way guarantee discharge of the duty of care owed to patients and others coming into contact with the health professional or practice. Avant and Avant Practice Solutions are not responsible to you or anyone else for any loss suffered in connection with the use of this information. Information is only current at the date initially published. © Avant Mutual Group Limited 2023.

Professional back-up for your staff and courteous points of contact.

Start building a better practice today.

Phone us on 1300 469 866 or fill out the form below.
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