Phones ring, prior authorizations pile up and patients wait on hold. A medical virtual assistant takes this work away from your in-office team, under a signed BAA.
Virtual Assistant gives medical practices, clinics and telehealth providers a dedicated virtual assistant from $240 a month. You choose the role and the hours, and a US account manager matches you within 1 to 3 business days.
The problem a virtual assistant solves
Physicians spend evenings on paperwork, and front-office staff are stretched between patients in the room and patients on the phone. Slow eligibility checks and unworked claims cost a practice real money, even when the schedule looks full.
What a normal week looks like with an assistant
Your assistant schedules and confirms patients, verifies eligibility ahead of visits and prepares prior authorization paperwork. They process intake forms, route refill requests, check claim status and enter data in your EHR, and your staff get the exceptions.
The work to hand off first
- Patient scheduling and appointment reminders
- Insurance eligibility checks and prior authorizations
- Referral coordination and records requests
- Patient portal messages and refill requests
- Medical billing follow-up and denial tracking
- Virtual scribing and chart prep
Your assistant already knows or will learn your tools, including Epic, athenahealth, eClinicalWorks, Kareo, DrChrono. See more on our page for virtual assistants for medical practices and clinics.
Which assistant to hire
Medical Virtual Assistant
A medical assistant works inside your EHR on scheduling, verification and authorizations, with HIPAA training and a signed BAA.
Your front desk can breathe. Calls, scheduling and forms move off your in-office staff, so they can focus on the patients in front of them.
- Send appointment reminders
- Route prescription refill requests
- Check coverage details through Availity and payer portals
- Check claim status
Assistants do not give medical advice. Clinical decisions stay with your staff. Medical virtual assistant packages start at $300 a month for 20 hours. Hire a medical virtual assistant for your business.
Customer Service Assistant
A customer service assistant handles overflow calls and portal messages, so patients spend less time on hold.
You leave the support queue. Routine questions are handled for you, and only the unusual ones reach you, with a summary attached.
- Tag, prioritize and route tickets
- Point buyers to the right product or plan
- Answer calls using your business name and script
- Process returns and refunds under your rules
Customer service assistant packages start at $240 a month for 20 hours. Hire a customer service assistant for your business.
Administrative Assistant
An administrative assistant manages vendor paperwork, credentialing files and physician calendars.
Nothing depends on your memory. Every recurring job goes on a written checklist, so it still gets done in your busiest weeks.
- Follow up with people who have not replied
- Book meetings, send invites and handle reschedules
- Organize Google Drive, Dropbox or SharePoint with clear folders and names
- Chase unpaid invoices with polite reminders
Administrative assistant packages start at $240 a month for 20 hours. Hire an administrative assistant for your business.
What stays with you
Clinical advice and decisions stay with your providers. Your assistant routes clinical questions to your staff.
What it costs for medical practices and clinics
You pay the same clear price wherever you are, and you see the exact total before you order. Skilled VA prices for the roles above:
- Medical Virtual Assistant: $300 for 20 hours, $570 for 40 hours or $1,080 for 80 hours a month
- Customer Service Assistant: $240 for 20 hours, $456 for 40 hours or $864 for 80 hours a month
- Administrative Assistant: $240 for 20 hours, $456 for 40 hours or $864 for 80 hours a month
Senior Specialists, with 5+ years in the field, cost 35% more. US-Based Specialists, who live and work in the United States, cost 90% more. If you would rather not commit to a monthly package, pay-as-you-go hours start at $14.40 an hour and stay valid for 90 days.
Why hire your assistant from Virtual Assistant
Your assistant works remotely and keeps the business hours of your time zone. You get a person who learns your business, with a team behind them when something needs fixing.
- HIPAA-trained, with a BAA: Assistants complete HIPAA training, and we sign a Business Associate Agreement before they access protected health information.
- Cover the hours you need: Add evening and weekend coverage or a US business phone number, or choose a full-time shift.
- Easy to start small: Begin with the inbox and calendar on 20 hours a month, then add more as you see what can come off your plate.
- Free replacement: If your assistant is not the right fit, we match you with a different one at no extra cost.
- Clear prices, no lock-in: See your exact price before you order. Month-to-month packages can be cancelled any time, and unused hours roll over within your package limit.
- A US account manager: One person matches you, runs your kickoff call and stays your contact if anything needs fixing.
A virtual assistant or an in-house hire?
An in-house hire makes sense when the job needs someone physically on site. For work done on a screen or a phone, a virtual assistant usually costs far less, because you pay only for working hours, with no recruiting, desk, equipment or payroll taxes to arrange. You can also start with 20 hours a month and grow, instead of committing to a full-time salary before you know how much work there is.
How to get started this week
- Build your package: choose a role, your hours and an experience level, and see your price straight away
- Pay your itemized invoice by card or crypto
- Your US account manager matches you within 1 to 3 business days and runs your kickoff call
- Your assistant starts on a written checklist of your first tasks for your business