Medical VA
Last reviewed September 2026

Insurance Verification Services

There are two honest ways to get insurance verification off your front desk: pay a vendor per verification, or put a dedicated specialist on a flat monthly rate. This page compares both using published pricing, shows you where the crossover point sits, and tells you plainly when we are the wrong answer.

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The short answer

Volume decides this, not marketing. At commonly published market rates of $6.50 to $8.25 per check, the crossover between per-verification pricing and a dedicated specialist sits somewhere around 250 to 300 verifications a month. Below that, a vendor is cheaper. Above it, headcount is, and the gap widens as you grow.

Under 250 a month

A per-verification vendor is almost certainly cheaper. You pay only for what you use, there is nothing to manage, and you can be live this week. Do not hire for this.

250 to 400 a month

It is close enough that price should not decide it. Choose on turnaround time, whether results land directly in your PMS, and how exceptions and re-checks are handled.

Over 400 a month

A flat monthly specialist is materially cheaper and your cost stops scaling with volume. At 500 checks a month the difference is usually over $1,000 a month.

Volume that swings hard

Stay per-verification. A flat rate only wins when volume is steady enough to keep one person genuinely busy every week.

The four ways to buy insurance verification

Pricing below is taken from publicly published vendor rate cards and salary guides as of September 2026. Where a provider does not publish rates, the range reflects commonly cited market pricing rather than a quote we obtained.

Option How it is priced Typical cost Time to productive Commitment Best for
Per-verification vendor Per completed verification, tiered by complexity $3.00 to $12.50 per check Days None, or a small prepaid block Low or unpredictable volume, and practices that want zero management overhead
Full-service RCM firm Percentage of collections, verification bundled into billing Quoted as a share of collections 2 to 6 weeks Annual contract typical Practices outsourcing the entire revenue cycle, not just verification
In-house hire Salary plus payroll taxes and benefits $37,000 to $46,500 base, roughly $3,900 to $4,800 a month loaded 6 to 10 weeks to hire and train Employment Practices that need the person physically on site
Dedicated verification specialist, remote Our model Flat monthly rate, volume does not change the price $1,250 part-time / $1,999 full-time 1 to 2 weeks Month to month Steady volume above roughly 250 checks a month, or anyone who wants one named person working inside their PMS

Find your own break-even point

The defaults use $6.50 per verification, the low end of commonly published market pricing, against our full-time rate of $1,999 a month. Change any number to match the quote in front of you.

Vendor, per month —
Dedicated specialist, per month —
Difference per year —
Break-even volume —

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Where these numbers come from

Vendor rates sourced from published price cards in September 2026: eAssist lists tiered dental verification pricing from $2.75 basic eligibility to $8.25 premium and $12.50 for ASAP requests; Outsource Strategies International advertises rates from $3.00 per verification; industry guides commonly cite $6.50 to $8.25 for a standard check. In-house figures use published 2026 salary guide ranges of $37,000 to $46,500 base, with roughly 20 to 25 percent added for payroll taxes and benefits. Our own rates are $1,250 part-time and $1,999 full-time. This calculator compares direct cost only. It does not price denial rework, turnover, or management time, all of which usually favour whichever option you are not currently using.

Who actually does this work

Five providers worth knowing about, including us. We have flagged what each one is genuinely good at and where the model breaks down, because you will find that out in month two anyway.

eAssist

Pricing

Publishes a full rate card: $0.75 failed, $2.75 basic eligibility, $4.25 standard, $6.75 extensive, $7.25 specialty, $8.25 premium, $12.50 ASAP

Strongest at

The most transparent pricing in the category. Strong dental focus and a proper tiered structure, so you are not paying premium rates for simple eligibility checks.

Watch out for

Dental-first, so medical specialty coverage is thinner. Tiered pricing means your effective cost per check is usually higher than the headline number once the mix is real.

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Outsource Strategies International

Pricing

From $3.00 per verification; also offers FTE and fixed monthly pricing

Strongest at

Long-established, broad medical specialty coverage, and one of the few vendors that will sell you either per-verification or dedicated-resource pricing depending on which suits your volume.

Watch out for

The $3.00 headline is a floor, not a typical rate. Ask what a real mix of your payers costs before comparing it to anything.

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OutsourceRCM

Pricing

Custom quote, no published rates

Strongest at

Full revenue cycle capability, so verification sits alongside coding, billing and denial management rather than being a bolt-on.

Watch out for

No published pricing means no way to compare without a sales process. Better suited if you want to outsource the whole revenue cycle rather than one task.

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pVerify

Pricing

Software and API pricing rather than per-task labour

Strongest at

Real-time automated eligibility checks at scale. If your payer mix is largely electronic and your checks are simple, software is faster and cheaper than any person.

Watch out for

Automation covers eligibility well and benefits detail poorly. Anything needing a phone call to the payer still lands back on your team.

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Medical Virtual Assistants

Pricing

$1,250 a month part-time, $1,999 a month full-time. Volume does not change the price.

Strongest at

One named specialist working inside your own PMS and payer portals, on your schedule, month to month. Cost is flat, so high-volume months do not produce a surprise invoice. Cheapest option above roughly 250 checks a month.

Watch out for

You still manage the person. There is a one to two week onboarding, and it makes no sense below about 250 checks a month or if your volume swings hard.

See how our model works

When we are the wrong answer

We would rather you read this now than cancel in month three. If any of the below describes you, use a per-verification vendor or software instead.

You run fewer than about 250 verifications a month. The maths does not work and you will pay more than you need to.

Your volume swings hard between weeks. Flat monthly pricing only wins when a person is genuinely busy.

Your payer mix is almost entirely electronic and your checks are simple eligibility lookups. Software like pVerify will beat any human on both speed and cost.

You need coverage outside your own business hours. A dedicated specialist works your schedule, not around the clock.

You want the work to be somebody else's problem entirely. A dedicated specialist is your team member, which means onboarding, direction and feedback come from you.

You need medical records release or ROI handling with payer and legal infrastructure behind it. That is a different service and a specialist is not a substitute for it.

See what a dedicated verification specialist actually does

If the numbers above point toward headcount, the role page covers day-to-day scope, the payer and PMS systems our specialists work in, how vetting works, and what the first two weeks look like.

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Insurance verification questions

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