A dermatology practice with an active Mohs surgery program operates with clinical and administrative complexity that far exceeds a standard outpatient practice. Between managing biopsy specimen chains, tracking pathology results from multiple external labs, scheduling multi-stage Mohs procedures, and processing prior authorizations for biologic therapies like dupilumab and secukinumab, the administrative surface area is enormous. Virtual assistants trained in dermatology-specific workflows and platforms like Modernizing Medicine (EMA) and Nextech are providing meaningful relief.
Pathology Tracking: Closing the Loop on Every Biopsy
Pathology result management is a patient safety and liability-critical function in dermatology. A biopsy result that is received but not communicated to the patient — or received and filed without triggering the appropriate follow-up action — creates both clinical risk and regulatory exposure. The American Academy of Dermatology (AAD) estimates that dermatology practices perform millions of biopsies annually, generating a continuous stream of pending and resulting reports.
Virtual assistants can own the pathology tracking workflow within Modernizing Medicine's EMA or Nextech. After a biopsy is performed, VAs log the specimen in the tracking system, monitor for the pathology report's return from the external lab (typically within 5 to 10 business days), confirm receipt within the EHR, and flag the result for physician review. Once the physician has reviewed and signed off, the VA schedules result communication — either a patient portal message, a phone call, or a follow-up appointment — based on the practice's protocol. For malignant results requiring Mohs surgery or further excision, the VA initiates surgical scheduling immediately.
Mohs Surgical Scheduling: Coordination Across a Complex Case Mix
Mohs micrographic surgery scheduling requires more coordination than standard dermatologic surgery. Procedures are performed in stages, patients must be counseled on block time requirements (often half-day or full-day commitments), and surgical trays, reconstruction supplies, and support staff must be aligned. The American College of Mohs Surgery reports that procedural volume at Mohs programs has grown steadily, with the average fellowship-trained surgeon performing over 400 Mohs cases annually.
VAs can manage the full Mohs scheduling workflow: obtaining consent documentation in advance, confirming pathology reports that indicate the appropriate surgical approach, sending detailed patient preparation instructions, and coordinating post-surgical follow-up appointments. For cases requiring plastic surgery reconstruction or ophthalmology consultation (periocular tumors), the VA can manage cross-specialty referral coordination, ensuring all parties are scheduled in the appropriate sequence.
Biologic Prior Authorization for Psoriasis and Atopic Dermatitis
The expansion of biologic and JAK inhibitor therapies for psoriasis, atopic dermatitis, and hidradenitis suppurativa has created a substantial prior auth burden for dermatology practices. Medications like dupilumab (Dupixent), ixekizumab (Taltz), and risankizumab (Skyrizi) require initial authorizations and annual renewals, often with step therapy documentation showing inadequate response to topical corticosteroids or conventional systemics.
The AAD's 2023 Prior Authorization Report found that dermatologists spend an average of 11 hours per week on prior auth tasks. A VA can compress this workload by managing auth submissions through payer portals, assembling required documentation (IGA scores, BSA involvement, DLQI quality-of-life measures, prior treatment history), and tracking the status of pending requests. When appeals are necessary, the VA prepares the administrative portions of the appeal package for physician signature.
Dermatology and Mohs surgery practices ready to eliminate pathology tracking gaps and prior auth backlogs can engage trained VAs through Stealth Agents.
Sources
- American Academy of Dermatology. Prior Authorization in Dermatology: 2023 Report. aad.org.
- American College of Mohs Surgery. Procedural Volume and Practice Benchmarks. mohscollege.org.
- American Academy of Dermatology. Biopsy Volume and Pathology Management in Dermatology. aad.org.
- Medical Group Management Association. Administrative Workload by Specialty. mgma.com.