Explore Our Services
What We Offer
Practice Administration
A well-run practice depends on consistent administrative support behind every client interaction. Howe Virtual helps manage the day-to-day administrative responsibilities that keep your practice organized, responsive, and running smoothly.
Whether you are an independent practitioner needing a few hours of support or a growing group practice managing multiple providers, we can develop administrative support around the way your practice operates.
Client Intake
Create a consistent and professional experience from the client's first interaction with your practice.
Support can include:
Responding to new client inquiries
Collecting required intake information
Creating and maintaining client profiles
Sending intake forms, consent documents, and practice information
Monitoring outstanding documentation
Supporting therapist or provider matching processes
Managing consultation requests
Communicating next steps to prospective clients
Maintaining intake and waitlist processes
Ensuring required administrative information is collected before appointments
The goal is a clear intake process that works for both the client and the practice.
Scheduling
Scheduling becomes increasingly complex as practices add providers, locations, appointment types, and different availability requirements.
Howe Virtual can support:
New appointment bookings
Appointment changes and cancellations
Consultation scheduling
Provider schedule management
Multi-provider scheduling
Recurring appointments
Waitlist management
Appointment type administration
Virtual and in-person appointment coordination
Schedule reviews and administrative housekeeping
Identifying scheduling inconsistencies
Supporting cancellation and no-show procedures
We help establish scheduling processes that reduce confusion and keep provider calendars accurate.
Records Coordination
Healthcare records require careful administrative handling and clearly defined processes.
Support can include:
Coordinating records requests
Tracking required consent and authorization documentation
Preparing administrative components of records requests
Coordinating document transfers
Maintaining records request logs
Communicating with clients and authorized third parties
Supporting secure document exchange processes
Administrative file organization
Developing records-management procedures
Clinical decisions regarding disclosure, redaction, or the content of clinical records remain with the appropriate regulated healthcare professional.
Administrative Correspondence
Professional communication is an important part of the client experience.
Administrative correspondence can include:
Responding to general client inquiries
Appointment-related communication
Intake follow-up
Insurance information requests
Billing correspondence
Administrative provider communication
Referral correspondence
Document requests
Follow-up communication
Practice notices and administrative updates
Development of standardized email templates and responses
We can also help develop communication templates so clients receive consistent information regardless of who handles the request.
Referral Management
Referrals should have a clear path from receipt through follow-up.
Howe Virtual can help with:
Receiving and organizing referrals
Collecting required referral information
Tracking referral status
Coordinating provider availability
Communicating with referral sources
Following up on incomplete referrals
Supporting internal referrals between providers
Maintaining referral tracking systems
Developing standardized referral workflows
The objective is to reduce the likelihood of referrals becoming lost in inboxes, spreadsheets, or disconnected administrative processes.
Billing & Insurance Administration
Take the Administrative Weight Out of Getting Paid
Billing is one of the most important administrative functions in a healthcare practice — and often one of the most time-consuming.
Howe Virtual provides administrative support for billing and insurance workflows, helping practices establish consistent processes from insurance setup through claim reconciliation and follow-up.
Direct Billing
Support your practice's direct-billing processes without adding unnecessary administrative burden to clinicians.
Services can include:
Entering client insurance information
Reviewing administrative information required for submission
Maintaining insurance profiles
Supporting primary and secondary insurance coordination
Processing eligible direct-billing submissions
Tracking insurer responses
Recording payments and outstanding balances
Identifying rejected or incomplete submissions
Supporting insurer-specific administrative workflows
Direct billing remains subject to insurer requirements, provider eligibility, client coverage, and individual benefit plans.
Reconciliation
Submitting a claim is only the beginning. Practices also need to know whether it was actually paid.
Reconciliation support can include:
Matching insurer payments to submitted claims
Reviewing remittance information
Identifying outstanding claims
Identifying partial payments
Tracking client balances
Investigating administrative discrepancies
Maintaining reconciliation records
Flagging claims requiring additional review
Supporting billing reports and outstanding account reviews
Claims Submission
Claims administration requires accuracy and consistent follow-through.
Howe Virtual can assist with:
Preparing eligible claims for submission
Submitting claims through supported insurer portals
Verifying required administrative information
Tracking submitted claims
Identifying rejected claims
Correcting administrative submission errors where appropriate
Coordinating client-paid claims when direct billing is unavailable
Maintaining documentation relating to claim status
Claims Follow-Up
Unresolved claims can quietly become lost revenue.
Howe Virtual can support:
Reviewing outstanding insurance claims
Following up on delayed claims
Investigating administrative rejection reasons
Identifying missing information
Coordinating corrections
Tracking resubmissions
Communicating with clients when additional information is required
Maintaining follow-up documentation
Escalating unresolved matters to the appropriate practice contact
Insurance Setup
Good billing starts with good setup.
Support can include:
Adding insurance policies to client profiles
Reviewing policy-holder information
Recording policy and member information
Coordinating primary and secondary coverage
Setting up insurer profiles
Maintaining insurer information
Supporting provider registration processes
Organizing insurer-specific procedures
Establishing internal insurance workflows
Provider Administration
Support the People Behind Your Practice
Adding a provider involves much more than giving them a calendar and an email address.
From documentation and credential tracking to systems access, billing enrollment, and eventual offboarding, Howe Virtual helps practices create a consistent administrative lifecycle for every provider.
Provider Onboarding
Build an onboarding process that doesn't depend on someone remembering what comes next.
Support can include:
Onboarding checklists
Contractor documentation coordination
Collection of required practice information
Provider information forms
Practice profile collection
Privacy and confidentiality documentation
Training coordination
System-access coordination
Direct-billing enrollment administration
Provider directory setup
Internal administrative orientation
Tracking outstanding onboarding requirements
Credential Tracking
Know what is current, what is expiring, and what still needs to be collected.
Support can include:
Practice permit tracking
Registration information
Professional designation records
Insurance documentation
Credential expiry tracking
Supervisor information where applicable
Provider-number tracking
Renewal reminders
Centralized credential records
Administrative compliance checklists
Profile Administration
Provider information changes over time.
Howe Virtual can help maintain:
Internal provider profiles
Public-facing biographies
Professional designations
Areas of practice
Modalities
Demographics served
Availability
Locations
Direct-billing eligibility
Contact information
Professional registration information
This creates a centralized process for keeping provider information consistent across your practice.
System Setup
Ensure new providers are properly established across the systems they need to work.
This can include coordinating setup for:
Practice-management software
Scheduling systems
Email and communication platforms
Shared documentation
Internal forms
Billing systems
Insurer portals
Provider directories
Secure communication systems
Internal administrative resources
Offboarding
A provider's departure should be just as organized as their arrival.
Support can include:
Offboarding checklists
Client transition administration
Schedule closure
System-access coordination
Provider-directory updates
Billing follow-up
Outstanding administrative task review
Document and account administration
Internal communication
Removal from practice systems and resources
Final administrative reconciliation
Systems & Workflows
Build Processes That Don't Live in Someone's Head
When administrative knowledge exists primarily in one person's memory, a practice becomes vulnerable to inconsistency, missed steps, and unnecessary training challenges. Howe Virtual helps turn informal processes into documented, repeatable administrative systems.
SOP Development
Create clear Standard Operating Procedures for recurring administrative responsibilities.
SOP development can cover areas such as:
Client intake
Scheduling
Billing
Direct billing
Records requests
Provider onboarding
Provider offboarding
Referral management
Privacy administration
Practice-management software
Administrative communication
Reconciliation
Incident documentation
SOPs can be supported by checklists, quick-reference guides, templates, and training materials where appropriate.
Forms & Templates
Standardization reduces unnecessary decision-making and creates consistency.
We can develop:
Intake forms
Provider forms
Administrative checklists
Email templates
Tracking documents
Onboarding packages
Offboarding packages
Internal request forms
Billing templates
Administrative reference guides
Training materials
Process documentation
Workflow Design
Sometimes the issue isn't the person doing the work — it's the process they have been given.
We can review:
What triggers the process → Who is responsible → What happens next → Where it is documented → How completion is verified
Workflow design can help eliminate:
Duplicate work
Unclear responsibilities
Repeated data entry
Missed follow-ups
Unnecessary handoffs
Inconsistent procedures
Administrative bottlenecks
Administrative Systems
Individual tools are only useful when they work together.
Howe Virtual can help organize administrative systems involving:
Practice-management software
Shared drives
Email
Online forms
Spreadsheets
Documentation
Scheduling
Billing
Provider information
Training resources
Internal communications
The focus is not simply adding more technology. It is creating a practical administrative structure around the technology you already use.
Forms & Templates
Standardization reduces unnecessary decision-making and creates consistency.
We can develop:
Intake forms
Provider forms
Administrative checklists
Email templates
Tracking documents
Onboarding packages
Offboarding packages
Internal request forms
Billing templates
Administrative reference guides
Training materials
Process documentation
Process Improvement
Practices evolve, but administrative processes do not always evolve with them.
We can review existing processes to identify:
Bottlenecks
Duplicated work
Manual processes
Communication gaps
Unclear ownership
Inconsistent procedures
Missing documentation
Training gaps
Opportunities for automation
Processes that no longer fit the size of the practice
EMR/EHR Administration
Get More From the System Running Your Practice
Your Electronic Medical Record (EMR) or Electronic Health Record (EHR) system is often the operational centre of your practice. Its effectiveness depends not only on the platform itself, but on how it is configured, maintained, and used across your organization.
Howe Virtual provides administrative EMR/EHR support focused on creating organized, consistent, and practical workflows for healthcare practices. From client profiles and scheduling to insurance, billing, and day-to-day system administration, we help ensure your platform supports your operations rather than adding unnecessary administrative complexity.
Client & Provider Profile Management
Accurate profiles are the foundation of effective scheduling, communication, billing, and record management.
Support can include:
Client profile creation and administration
Duplicate-profile identification and review
Contact and demographic information management
Relationship and family profile setup
Couples and family administrative workflows
Insurance-profile administration
Administrative notes and alerts
Profile maintenance and housekeeping
Provider profile administration
Updating provider information, services, locations, and availability
Identifying incomplete or inconsistent administrative information
Billing & Payment Workflows
Your EMR/EHR should support a clear process from appointment completion through billing, payment, reconciliation, and follow-up.
Howe Virtual can help develop and maintain workflows for:
Appointment billing
Direct billing
Client payments
Client balances
Insurance payments
Receipts and invoices
Outstanding accounts
Payment allocation
Reconciliation
Billing follow-up
Failed or declined payments
Administrative billing exceptions
Identifying unresolved balances
Maintaining consistent billing procedures
Ongoing EMR/EHR Administrative Support
Not every system issue requires a major implementation or consulting project. Often, practices simply need experienced administrative support to keep their systems organized and functioning effectively.
Howe Virtual can provide ongoing support for:
Day-to-day EMR/EHR administration
Administrative troubleshooting
Correcting setup inconsistencies
Supporting providers with administrative system processes
Maintaining established workflows
Reviewing schedules
Updating administrative information
Managing system housekeeping
Implementing new administrative procedures
Supporting changes as the practice grows
Developing training and reference materials
Maintaining administrative consistency across the practice
Scheduling & Appointment Management
A well-configured scheduling system helps reduce booking errors, administrative follow-up, and confusion for both clients and providers.
We can support:
Provider schedule configuration
Appointment and service types
Provider availability
Multiple locations
Virtual and in-person appointments
Group appointments
Consultation appointments
Recurring appointments
Schedule maintenance and housekeeping
Administrative booking workflows
Waitlist processes
Cancellation and no-show workflows
Appointment status management
Identifying scheduling inconsistencies
System Configuration & Administrative Workflows
As practices grow, EMR/EHR systems often accumulate outdated settings, inconsistent processes, and workarounds that no longer serve the organization.
Support can include:
Reviewing administrative system configuration
Organizing appointment and service types
Reviewing administrative permissions and access
Standardizing naming conventions
Developing administrative workflows
Creating internal procedures for system use
Identifying duplicated or unnecessary processes
Supporting implementation of new administrative processes
Coordinating system changes with practice operations
Developing internal standards for consistent system use
Training & Standardization
A well-configured system is only effective when the people using it understand the processes behind it.
We can help develop:
Administrative training materials
Provider quick-reference guides
Step-by-step procedures
EMR/EHR administrative SOPs
Onboarding resources
Billing and insurance reference guides
Scheduling procedures
Administrative checklists
Internal system-use standards
This helps reduce reliance on informal knowledge and ensures administrative processes remain consistent as new providers and team members join the practice.
Insurance Configuration & Administration
Insurance administration within an EMR/EHR can become increasingly complex as a practice adds providers, insurers, secondary coverage, and different billing requirements.
Support can include:
Client insurance-policy setup
Primary and secondary coverage
Policy-holder information
Insurer and payer setup
Claim information management
Provider eligibility workflows
Treatment authorization tracking
Insurance notes and administrative alerts
Policy expiry, closure, and renewal processes
Updating insurance information
Administrative insurance troubleshooting
Developing consistent insurance documentation practices
Data Quality & System Housekeeping
Small inconsistencies can become significant administrative problems over time.
Ongoing housekeeping can include:
Reviewing incomplete profiles
Identifying duplicate records
Reviewing missing administrative information
Maintaining provider information
Reviewing scheduling inconsistencies
Updating outdated administrative information
Identifying unresolved billing items
Maintaining insurance information
Supporting routine administrative system reviews
Developing processes to improve data consistency
Your EMR/EHR Should Support Your Practice — Not Create More Work
Whether your practice needs ongoing system administration, workflow cleanup, better billing processes, standardized procedures, or support adapting your EMR/EHR as you grow, Howe Virtual can help create the administrative structure behind the technology.
We work with your existing platform and practice processes to make the system work better for the people who use it.
Operational Consulting
When the Practice Has Outgrown the Way Things Have Always Been Done
Growth often exposes administrative problems that were manageable when a practice was smaller.
A process that worked for two clinicians may not work for ten. A spreadsheet that worked for ten providers may become difficult to manage at thirty.
Howe Virtual helps practices examine the operational structure behind their administration and determine what needs to change.
Administrative Audits
An administrative audit examines how work is currently being completed.
Depending on scope, we can review:
Intake
Scheduling
Billing
Insurance
Provider administration
Records processes
Internal communication
Documentation
Systems
Roles and responsibilities
Administrative follow-up
Practice-management workflows
The outcome is a clearer picture of what is working, what is creating unnecessary work, and where operational risks or inefficiencies exist.
Workflow Improvement
Sometimes you don't need a new system. You need the existing one to work better.
We can map the current workflow, identify friction points, clarify responsibilities, reduce unnecessary steps, and document the improved process.
The result should be a workflow that is easier to follow, easier to train, and easier to maintain.
Practice Growth
Growth creates different administrative requirements.
We can help practices prepare for:
Adding providers
Adding locations
Expanding administrative teams
Increasing client volume
Introducing new services
Increasing direct-billing volume
Delegating responsibilities
Standardizing provider processes
Developing scalable administrative systems
The objective is to build infrastructure that supports growth rather than continually reacting to it.
System Implementation
A new system only solves a problem when it is implemented properly.
Howe Virtual can support:
Requirements identification
Process mapping
System organization
Administrative configuration
Forms and templates
Documentation
Implementation planning
Staff/provider communication
Training resources
Transition support
Post-implementation review
Project Support
Not every practice needs ongoing administrative services.
Howe Virtual can also provide defined project-based support for initiatives such as:
Administrative restructuring
SOP development
Practice-management system cleanup
Provider onboarding redesign
Direct-billing implementation
Documentation projects
Form development
Administrative resource libraries
Workflow redesign
Practice expansion
System transitions
This gives practices access to experienced administrative and operational support without necessarily adding a permanent internal administrative position.
The Bigger Picture
These service areas are designed to work together.
Practice Administration manages the day-to-day work.
Billing & Insurance supports the financial administrative cycle.
Provider Administration manages the administrative provider lifecycle.
Systems & Workflows creates consistency and repeatability.
EMR/ EHR Administration supports the platform where much of that work happens.
Operational Consulting looks at how all of those pieces fit together.
You don't necessarily need more administration.
You need administration that works.
Let's build the support structure your practice needs.