Administrative services
Your front office, handled.
Phones answered, schedules managed, leads followed up. Professional administrative support that feels in-house — without the overhead of another hire.
Like hiring a great office manager. Without hiring.
Most small businesses lose customers in the gaps: the call that went to voicemail, the lead nobody followed up with, the appointment that never got confirmed. Support Squad closes those gaps.
We become your front office — answering and returning calls, monitoring your communication channels, handling scheduling, and following up on every lead — all under your rules, your scripts, and your policies. You stay in control; we do the work.
And because we’re also your tech team, your admin support comes with something no staffing agency offers: the people answering your phones are the same people who can automate your intake, fix your scheduling software, and build you a better workflow.
What’s included
Everything a front office does.
We answer and return your calls during agreed coverage hours using your greetings and scripts, and monitor your texts, emails, and customer channels.
Booking, rescheduling, cancellations, and confirmations — handled under your rules, your policies, and your providers’ real availability.
Intake forms, appointment instructions, location details, reminders, and standard follow-up messages, sent on time, every time.
New leads contacted promptly, every lead’s status and next step tracked, and approved follow-up continued until they book or close.
Material calls, actions, and outcomes documented in your systems — so you always know what happened and what’s next.
Sensitive, urgent, or unusual matters are routed straight to you under an agreed escalation procedure — never guessed at.
We tune your tags, templates, reminders, intake, and scheduling workflows as we go, so the whole operation keeps getting smoother.
Documented workflows and trained backup coverage mean essential tasks continue even when the primary administrator is unavailable.
How it works
Set up once. Covered every day.
Onboarding
We agree coverage hours, channels, greetings and scripts, scheduling rules, and escalation contacts — then get set up in your systems with individual, secure accounts.
Coverage
During coverage hours we actively monitor your phones and channels, aiming to acknowledge calls and messages within 30–60 minutes — with documented backup coverage behind the primary administrator.
Review & refine
We review volume and results together, report on leads and follow-ups, and keep improving your workflows. Flat monthly pricing; scope changes are agreed in writing — never silent overage billing.
Healthcare-ready. HIPAA-aware.
We support physical therapy and other healthcare practices under Business Associate Agreements, using only client-approved systems, individual accounts, and no shared credentials. And we keep a strict non-clinical boundary: we never give medical advice — clinical, sensitive, or urgent matters are escalated straight to you, every time.
FAQ
Admin service questions
Is Support Squad a call center?
No. Support Squad is a small, dedicated team that answers using the practice's own greetings and scripts, knows the business, and escalates anything sensitive or unusual directly to the owner.
Can Support Squad provide administrative support for healthcare practices?
Yes. Support Squad supports physical therapy and other healthcare practices under Business Associate Agreements, using client-approved systems, individual accounts, and a strict non-clinical boundary — no medical advice, ever.
What hours does Support Squad cover?
Coverage hours are agreed during onboarding — typically standard business hours. Calls and messages received outside coverage hours are handled during the next coverage period.
How does administrative service pricing work?
A flat monthly fee scoped to the practice's ordinary volume, agreed up front. If volume grows, scope and fee are adjusted together in writing — never silent overage billing.
Stop losing leads to voicemail.
Tell us how your front office works today, and we’ll show you what it could feel like with a squad behind it.