From Discovery Call to Launch, Step by Step
A clear, five-step process from your first conversation to a dedicated remote team supporting your practice, with Xovia coordinating every stage.
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1
Discovery Call
We learn about your practice, current operational challenges, staffing requirements, preferred working hours, and the responsibilities you want to delegate.
- A 30-minute conversation with no obligation
- Your workflows, systems, and working hours
- The responsibilities you want to hand off
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2
Customized Staffing Proposal
We recommend a team structure based on your requirements, including responsibilities, staffing coverage, management support, and pricing.
- Recommended roles and team structure
- Coverage hours aligned to your time zone
- Management arrangement and pricing
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3
Candidate Selection
We identify and screen suitable professionals, then present qualified candidates for your review and approval.
- Candidates screened against your role requirements
- A shortlist presented for your review
- You approve who joins your team
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4
Onboarding & Training
Selected professionals undergo practice-specific onboarding and preparation based on your systems, workflows, and expectations.
- Orientation to your systems and tools
- Your procedures, scripts, and standards
- System access arranged with your practice
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5
Launch & Ongoing Management
Your remote team begins supporting your practice. Xovia provides ongoing operational coordination, supervision, and communication.
- Your team begins supporting daily operations
- Ongoing coordination and supervision
- Adjustments as your needs change
How We Select Your Healthcare Professionals
Xovia's recruitment standard is built around five stages. The checks applied to each placement are tailored to the role and confirmed in your staffing proposal.
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01
Initial Screening
Review relevant education, professional background, healthcare experience, and role requirements.
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02
Communication Assessment
Evaluate spoken and written English, professionalism, and communication skills.
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03
Role-Specific Skills Evaluation
Assess capabilities relevant to the position, such as scheduling, insurance verification, billing, or revenue recovery.
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04
Interview & Verification
Conduct structured interviews and applicable professional credential or reference checks.
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05
Client Selection & Onboarding
Present suitable candidates for client review and coordinate role-specific onboarding.
What Your Practice Gets With Xovia
A managed service, not a placement. Here is what comes standard and what is shaped around your practice.
- Dedicated healthcare professional or team
- Recruitment and candidate selection
- Practice-specific onboarding and preparation
- Ongoing coordination and supervision by Xovia
- A Xovia point of contact for your practice
- Defined communication and escalation procedures
- Ongoing staffing and management support
- A written service agreement
- Coverage hours and time zone
- Team size and role mix
- Specialized roles and responsibilities
- Quality review and performance check-ins
- Operational reporting format and cadence
Agreed in your proposal and set out in your service agreement.
Privacy and confidentiality
Confidentiality obligations are defined in the written service agreement. If a role requires access to protected health information, the appropriate legal, contractual, and security requirements are addressed with your practice before any work begins.
How it works, answered
How long does it take to launch a team?
It depends on the roles, the number of professionals, and your onboarding requirements. Your staffing proposal includes an expected timeline for your specific team.
Do we have to change our software?
No. Your team is onboarded to the systems and tools your practice already uses.
Who manages the team day to day?
Xovia provides ongoing coordination and supervision, with a Xovia point of contact for your practice. The management arrangement is set out in your proposal.
Do we choose who joins our team?
Yes. We screen and shortlist candidates against your requirements, and you review and approve the professionals who join your team.
Is there a long-term contract?
No long-term lock-in. We use a written service agreement that covers responsibilities, pricing, billing, confidentiality, and termination, without requiring a lengthy fixed-term commitment.
Which countries do you support?
We support practices in the United States, Canada, the United Kingdom, Australia, and other markets, subject to role-specific requirements and applicable regulations. Working hours are arranged around your time zone.
How is patient information handled?
Confidentiality is defined in the written service agreement. If a role requires access to protected health information, the appropriate legal, contractual, and security requirements are addressed with your practice before work begins.
Ready to talk through your team?
Book a free 30-minute discovery call. We'll walk through your workflows and recommend a team structure for your practice.
Prefer email? hello@xoviahealth.com