WelcomeWare
Certified full-time virtual front-desk staff for PT and rehab clinics on a HIPAA-compliant kiosk platform
Outpatient PT and rehab clinics that want a fully managed, full-time remote front desk - with the hardware, HR, payroll, and compliance layer handled by the provider - rather than an hourly freelance assistant.
At a glance.
- Support model
- Fully managed dedicated full-time staff with hardware, HR, and IT included
- Commitment
- Not published; one-time $1,500 setup fee
- Starting price
- $2,100
- Price basis
- USD monthly per full-time dedicated Welcomer
- Talent geography
- Not published - confirm directly
What stands out, and what still needs checking.
Published pricing: $2,100/month per full-time Welcomer and a one-time $1,500 setup fee · unusually transparent for a managed healthcare staffing model. · Full-stack employment model: the monthly fee bundles HR management and benefits, company-owned hardware, a dedicated account manager, and business-continuity coverage. · Compliance posture with specifics: HIPAA compliance plus ISO 27001-certified processes, enterprise-owned and monitored devices, restricted admin rights, web filtering, centralized identity, antivirus, and mandatory VPNs. · Structured training and onboarding: a 2-week Welcomer Certification Program (healthcare admin, HIPAA, EMR navigation, billing fundamentals, then simulations and shadowing), background checks (police, national, and local clearances), and 30/60/90-day milestone reviews. · Named PT customer stories: Spooner Physical Therapy, ProTailored Physical Therapy, Limitless PTS; customer-published adoption posts at professionalpt.com and sportmed.com. · Backed by Civicom Inc., a business and technology company operating since 2000.
No qualifying independent review-platform record found (no Trustpilot, Clutch, or G2 profile located as of 2026-09-17). Case studies live on the vendor's own domain, including a dev subdomain. · Talent geography is not disclosed on the reviewed pages. · The kiosk-plus-remote-staff model is heavier than a pure VA placement: hardware install, workflow mapping, and a recommended two-FTE commitment raise the effective entry cost. · Contract term, exit conditions, and replacement policy are not published. · Vendor case-study metrics (for example, a 50% cost reduction at ProTailored Physical Therapy) are vendor-published and unaudited.
Welcomer geography and time-zone coverage; contract length and termination terms; what happens when a Welcomer leaves; whether the kiosk hardware is required or optional; the exact scope of the ISO 27001 certification (which entity and which processes); BAA terms; references from PT clinics of similar size.
What we found and where it came from.
6 claims
$2,100 per month for a dedicated full-time Welcomer (40 scheduled hours per week), including HR management and benefits, company-owned hardware, a dedicated account manager, HIPAA and ISO 27001 compliance, and business-continuity coverage; plus a one-time $1,500 setup fee covering hardware setup, workflow mapping, and certification onboarding. Two FTE Welcomers are recommended.
Welcomers are vetted, certified, full-time personnel - not independent contractors - recruited, screened, trained, and supported by WelcomeWare; candidates pass police, national, and local background clearances and a 2-week certification program before client placement.
Live check-in via kiosk, inbound and outbound calls, intake documentation, insurance verification and authorizations, billing and payment posting, and referral management, working directly inside the clinic's EMR.
Welcomers work on enterprise devices owned, monitored, and audited by WelcomeWare, with restricted admin rights, corporate web filtering, centralized identity access, antivirus, and mandatory VPNs, under HIPAA-compliant and ISO 27001-certified processes.
WelcomeWare is a business unit of Civicom Inc., a business and technology solutions company operating since 2000.
Vendor-published case studies name Spooner Physical Therapy, ProTailored Physical Therapy (50% front-desk cost reduction, vendor-reported), and Limitless PTS; Professional Physical Therapy and SportMed published their own adoption announcements.
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