Practice Fit Assessment

Front Desk Sales Solutions · More patients who Arrive. Pay. Stay.

Services

Practice

Volume

Phone

Tech Stack

Leads

IVA

AI & Tech

Your Info

🗂️

What Are You Looking to Solve?

FDSS places a dedicated Front Desk Sales Associate (FDSA) — one person, focused entirely on your practice, trained to convert more leads into patients who Arrive, Pay, and Stay. Select the service areas you want to explore. Results show a separate estimate for each.

Not a call center. Your FDSA is dedicated to your practice — one person who knows your systems, your patients, and your process. They're your employee in every sense of the word except, you pay us.

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RFD

Front Desk Sales Associate

Pre-arrival sales process: new patient conversion, scheduling, referral & lead management, chart prep, POC fax & signature tracking, Arrive/Pay/Stay follow-up

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IVA

Insurance Verifications & Authorizations

Eligibility checks, benefit lookups, prior authorization requests, payer follow-up

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RCM

Revenue Cycle Management

Billing, claims submission, denial management, collections, AR follow-up

✦ RCM is on our roadmap — we'll follow up separately about this service after your assessment.

Do you currently have a physical (in-person) front desk person at your clinic? This helps us estimate your FDSA's remote scope — separate from any in-clinic coverage you already have.

Yes — full-time in-person receptionist

Yes — part-time in-person coverage

No — front desk is currently unstaffed / remote-only

The owner / clinician covers it

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Practice Basics

The shape and size of your practice sets the baseline for all service estimates.

How many clinic locations do you operate?

1 location

2 locations

3–4 locations

5+ locations

How many physical therapists (or treating clinicians) are on staff?

Just me (solo)

2–3

4–6

7–10

11+

Hours of operation?

Mon–Fri, standard business hours

Extended hours (early/late)

Includes Saturdays

7 days a week

Time zone?

Eastern

Central

Mountain

Pacific

Other

Do you have a dedicated internal point of contact for your remote team?

Yes — someone is ready to supervise / coordinate

The owner will be the point of contact

Not yet defined

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Volume & Scope

The heaviest driver of your FTE estimate. Ranges are fine — go with your best gut number.

Patient Volume

Total patient visits per week?

Under 25

25–75

76–150

151–250

250+

New patient inquiries per week (calls + web leads + referrals combined)?

1–5

6–10

11–20

21–35

36+

Call Load

Total phone calls (inbound + outbound) per week? Include scheduling, new patient inquiries, follow-ups, cancels, and rescheduling.

Under 30

30–60

61–100

101–150

150+

Cancellation / rescheduling volume?

Low — a few per week

Moderate — several per day

High — constant churn / waitlist management

Your FDSA's Pre-Arrival Responsibilities

Which parts of your front-end sales process do you want your FDSA to own? Select all that apply — this directly shapes your estimate and onboarding scope.

✓

Answering & converting inbound calls

✓

Scheduling new & existing patients

✓

Referral intake & new patient activation

✓

Lead follow-up & unconverted inquiry outreach

✓

Chart prep & visit readiness

✓

Plan of care faxing & physician signature tracking

✓

Patient intake paperwork & pre-arrival packet

✓

Appointment confirmations & arrival reminders

✓

EMR data entry & patient registration

✓

New patient payment & benefit conversations

✓

Virtual video check-in (FDSA on-screen in your lobby)

✓

Other / not listed

Follow-up / unscheduled lead funnel size? Prospects who've inquired but haven't scheduled yet.

None / don't track

Under 25

25–75

75–150

150+

How do patients primarily pay?

Mostly out-of-pocket / cash pay

Mostly insurance

Mixed — both

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Phone & Communications

Your phone setup is the single biggest operational prerequisite for FDSA coverage. Your associate works remotely — they need to live inside your phone system from day one.

Phone system type?

Traditional landline

VoIP — basic (Google Voice, Vonage)

VoIP with routing & recording (RingCentral, Dialpad, Weave, 8x8)

Integrated with our EMR (e.g., Weave + Prompt)

Not sure

Call recording supported?

Yes

Not sure

Preferred internal day-to-day communication? Select all that apply.

Text / SMS

Slack

Microsoft Teams

Email only

In-EMR messaging

Automated appointment reminders in place?

Yes — fully automated

Yes — sent manually

No reminders currently

Fax usage in your workflow?

Physical fax machine

Digital / eFax service

EMR-integrated fax

No fax in our workflow

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Technology Stack

Your software environment shapes onboarding speed, training complexity, and automation potential.

EMR / Practice Management

Which EMR or practice management system do you use?

Prompt

WebPT

Therabill

Clinicient / Raintree

DrChrono

Jane App

PT Everywhere

Fusion Web Clinic

Kareo / Tebra

Epic / large hospital EMR

Other

No EMR yet

CRM / Lead Management

How do you currently track and manage new patient leads?

Second Door

GoHighLevel

HubSpot

Salesforce

Zoho CRM

Built into our EMR

Spreadsheet / manual

No system — we don't track leads

Intake & Forms

How do new patients complete intake paperwork?

Digital — integrated with our EMR

Digital — separate tool (JotForm, etc.)

Paper forms at the clinic

Mix of paper and digital

Billing Software

Do you use dedicated billing software separate from your EMR?

No — billing is within our EMR

Outsourced to a billing company

Yes — separate billing software

We don't do formal billing yet

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Lead Sources & Workflow Maturity

Where new patients come from — and how defined your current processes are — tells us how much structure we need to build vs. plug into.

Where do most new patient leads come from? Select all that apply.

Physician / provider referrals

Word of mouth / patient referrals

Google search (organic)

Google Ads

Facebook / Instagram Ads

Insurance directory

Website / web form

Fax referrals

Hospital / facility discharge referrals

Do you have a documented script for new patient phone calls?

Yes — written & used consistently

Informal / in my head

No script

Formal follow-up cadence for missed calls or unscheduled leads?

Yes — defined (e.g., call → text → email)

Informal — whoever has time

No follow-up process

How does your practice handle payment conversations with new patients?

Front desk handles it fully

Clinician handles it

Shared — front desk starts, clinician closes

No consistent process

How are fax referrals currently managed?

Monitored daily — checked & routed consistently

Inconsistent — checked when remembered

No fax referrals in our workflow

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Insurance Verifications & Authorizations

IVA has two distinct layers — eligibility checks (lower skill, often automatable) and prior authorizations (higher skill, payer-specific).

Part A — Eligibility & Benefit Verification

Do you need eligibility and benefits verification for new patients?

Yes — for every new patient

Sometimes — for insurance patients only

No — we don't verify benefits

How many new patients per week require eligibility verification?

Under 5/wk

5–10/wk

11–20/wk

21+/wk

How is eligibility currently verified?

Automated through our EMR / clearinghouse

Manually — logging into payer portals

Manually — calling payers

Not currently done

Part B — Prior Authorizations

Do you need prior authorization management?

Yes — significant volume, multiple payers

Yes — moderate volume

Occasionally — a few per month

No — we don't require prior auths

Which payer types require authorization most often? Select all that apply.

Commercial insurance (BCBS, Aetna, UHC, Cigna, etc.)

Medicare Advantage plans

Medicaid / state plans

Workers' comp

Auto / personal injury

Not applicable

Do you have a system for tracking authorization status and renewals?

Yes — tracked in a system

Informal — tracked inconsistently

No tracking in place

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Technology & AI Readiness

Your openness to automation affects staffing efficiency and shapes your onboarding roadmap. Be honest — there are no wrong answers.

Overall technology comfort level? 1 = mostly manual | 5 = adopt new tools quickly

Manual / paper-heavyTech-forward

How much of your current front desk workflow is automated?

Mostly manual — little to no automation

Some automation (reminders, intake forms, etc.)

Well-automated — most routine tasks run themselves

AI Tools — Current Use

Which AI or automation tools are you already using? Select all that apply.

AI agent / virtual receptionist (Luma, Arini, Mara)

AI-assisted scheduling

Automated appointment reminders

Automated follow-up sequences (text/email)

Automated eligibility verification

AI call summaries / transcription

Website chatbot / lead capture bot

None yet

AI Tools — Open To Exploring

Which AI or automation areas interest you? Select all that apply — even if you're not sure yet.

AI agent receptionist (handles inbound calls autonomously)

Automated online scheduling (patient self-books)

Automated lead follow-up sequences

Automated eligibility & benefit checks

AI call recording & summary tools

AI chatbot for website lead capture

AI-assisted prior authorization

AI Tools — Prefer to Keep Human

Any areas you want to keep human-only? This helps us respect your boundaries during onboarding.

Phone calls — prefer a human always

Scheduling — prefer human booking

Automated texts to patients

Any AI in payment conversations

No restrictions — open to all of the above

How quickly does your team typically adopt new software or processes?

Fast — within a week or two

Takes a few weeks with coaching

Slow — significant hand-holding needed

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Almost There

Your practice fit summary will be ready instantly. We'll also send it to your inbox and review it personally before reaching out.

Your name

Your title / role

Practice name

Email address

Best phone number

How soon are you looking to get started?

ASAP — this is urgent

Within 1 month

1–3 months

Just exploring for now

How hands-on do you want to be working with your FDSA week to week? This shapes how we structure communication rhythms and reporting during onboarding and beyond.

Closely involved — I want daily check-ins and visibility

Weekly — a standing touchpoint is enough for me

Hands-off — I trust my team to manage the day-to-day

Not sure yet — let's figure it out together

Anything else you'd like us to know? Optional — the only free-text field in this assessment.

Your Practice Fit Summary

Based on your responses, here's our estimate of the remote support your practice needs — broken down by service bucket. These estimates guide your discovery call, not bind a contract.

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Total Estimated Remote Support

Weekly Referral Volume

—

new inquiries / week

Weekly Call Volume

—

calls / week

Tech Readiness

—

of 5 — affects onboarding timeline

AI Leverage Potential

—

ability to reduce FTE over time

🚦 Your Arrive · Pay · Stay Funnel Health

Based on your responses, here's a quick read on where your practice's patient funnel has gaps — and where your FDSA can drive the most immediate impact.

📋 Key Observations for Your FDSA Engagement

Your Next Step: The FDSS Interview

Every FDSS engagement starts the same way — a personal 20-minute discovery call with our team. We review every submission before we reach out. No automated follow-ups, no sales pressure.

If it's a fit, here's what happens next: Interview → FDSA Training → Onboarding → Start Date.

Questions first? info@frontdesksupportservices.com