Kareo (Tebra) Virtual Assistants: Dedicated Support for Independent Practices

Kareo — now rebranded as Tebra — is the go-to practice management and billing platform for independent medical practices, serving over 100,000 providers. Its cloud-based architecture makes it ideal for remote VA access, and its integrated billing, scheduling, and patient engagement tools mean one VA can handle multiple practice functions from a single platform. A Kareo virtual assistant through ShoreAgents gives your independent practice the administrative depth of a large group — at a fraction of the cost.

Platform Data: Tebra (Kareo) processes over $28 billion in medical claims annually for 100,000+ providers. Independent practices using Kareo with dedicated billing support achieve 15% higher collection rates than those managing billing part-time, according to Tebra's 2025 practice performance data.

What a Kareo VA Does

Your VA operates within Kareo's integrated platform to manage daily practice operations:

• Patient scheduling — booking appointments, managing provider calendars, handling waitlists and reschedules through Kareo's scheduling module
• Insurance verification — running eligibility checks through Kareo's built-in verification tools
• Charge entry — posting charges from encounter forms, verifying CPT/ICD-10 coding accuracy
• Claim submission — scrubbing claims through Kareo's rules engine, submitting via integrated clearinghouse
• Payment posting — posting ERA/EOB payments, applying adjustments, managing patient balances
• Denial management — working Kareo's denial queue, correcting and resubmitting claims
• Patient engagement — managing Kareo Engage campaigns, appointment reminders, and patient communication
• Reporting — running financial reports, A/R aging, provider productivity, and practice KPIs

For practices considering other platforms, compare with our AdvancedMD virtual assistant resource. For clinic-level operations beyond the PM system, see our clinic virtual assistant guide. Broader healthcare support is covered in our medical virtual assistant resource.

Kareo Billing: Maximizing Collections

Kareo's billing module is powerful but requires consistent attention. Most independent practices underutilize it — claims sit unsubmitted, denials go unworked, and patient balances collect dust. Your VA ensures nothing falls through the cracks:

• Same-day charge entry — all encounters entered and submitted within 24 hours of service
• Daily claim scrub — reviewing Kareo's error queue before batch submission
• Weekly denial review — working all denied claims within 48 hours of receipt
• Monthly A/R cleanup — addressing all claims over 60 days, escalating 90+ day balances
• Statement management — generating and sending patient statements on schedule

Collections Impact: Independent practices with dedicated billing support through Kareo collect an average of 96-98% of allowed amounts, compared to 88-92% for practices with part-time or shared billing staff (Tebra benchmark data). For a practice billing $1.5M/year, that 6-8% gap represents $90,000-$120,000 in annual lost revenue — far more than a VA's annual cost of $15,000-$22,000.

Kareo Engage: Patient Communication

Kareo Engage provides automated patient communication — but someone needs to manage it. Your VA handles:

• Campaign setup — configuring appointment reminders, recall messages, and satisfaction surveys
• Review management — monitoring patient reviews, responding to feedback, requesting reviews from satisfied patients
• Patient portal — managing incoming patient messages, form submissions, and refill requests
• Marketing integration — coordinating Kareo's patient engagement with external marketing efforts

Why Cloud-Based Platforms Excel for VAs

Kareo's cloud architecture is why it works so well with remote VAs:

• Browser-based access — no software installation, works from any secure connection
• Role-based permissions — granular access controls for HIPAA compliance
• Real-time collaboration — multiple users working simultaneously without conflicts
• Automatic updates — no IT maintenance required from VA or practice side
• Audit trails — complete logging of all user activity for compliance

For hospital-scale implementations, see our hospital virtual assistant resource. Administrative support beyond Kareo is covered in our healthcare admin VA guide.

Getting Started

If your Kareo dashboard has unsubmitted claims, unworked denials, or an A/R aging report you're afraid to look at — a dedicated VA fixes all of this within the first month. ShoreAgents provides HIPAA-trained Filipino professionals who know Kareo inside and out. Start within 2 weeks. Scale your independent practice with virtual assistants and outsourcing from ShoreAgents.