Virtual medical assistants
Virtual medical assistants for medical and mental health practices
A virtual medical assistant handles the front-office work that fills your day: scheduling, patient intake, insurance verification, prior authorization follow-up, phones, email and EHR data entry. Our assistants are HIPAA-trained, work inside your systems under a signed BAA, and can be full-time or part-time.
- Scheduling, intake and insurance verification
- Prior authorization follow-up and payer calls
- Spanish-speaking support available
- Full-time or part-time, priced by custom quote
What they do
The front-office tasks a virtual assistant can take off your plate
A virtual assistant does the repeatable admin work that does not need a clinician. You decide which tasks they own.
Scheduling
Booking new and returning patients, managing reschedules and cancellations, filling open slots from a waitlist and sending reminders through your EHR or phone system.
Patient intake
Sending intake packets, following up on missing forms and consents, collecting insurance cards and IDs, and making sure the chart is complete before the first visit.
Insurance verification
Checking eligibility and benefits before visits: active coverage, copay, deductible, visit limits and whether a referral or authorization is needed. Patients hear about their cost up front.
Prior authorization follow-up
Tracking pending authorizations, calling payers for status, sending the documents the clinician has prepared and logging approval numbers and dates so claims do not deny.
Phones and email
Answering calls and the shared inbox, routing clinical questions to the right person, returning voicemails and handling routine requests such as records and receipts.
EHR data entry
Creating patient profiles, updating demographics and insurance, uploading documents and keeping the calendar and chart in order in the EHR you already use.
How it works
Getting a virtual assistant started
Most practices start with a short call, a written task list and a trial period on real work.
- 01
Scope call
We talk through your day, your systems and the tasks you want handed off. You tell us the hours and coverage you need.
- 02
Quote and BAA
You get a custom quote for full-time or part-time support. We sign a business associate agreement before anyone touches patient information.
- 03
Access and training
You give the assistant their own logins to your EHR, phone and email tools. We learn your scripts, templates and rules for what goes to a clinician.
- 04
Daily work and check-ins
The assistant works your task list during agreed hours. You have a point of contact for changes, and a real person replies within 1 hour during business hours.
Privacy and quality
HIPAA-trained assistants who work under a BAA
Every assistant on our team is HIPAA-trained, and we sign a business associate agreement with every client. Assistants work inside your systems with their own logins, so you control what they can see and can remove access at any time.
Our team of 25+ people is a mix of US-based and offshore staff. We tell you who is assigned to your practice and what hours they cover, so there are no surprises for you or your patients.
Clinical questions always go to your clinicians. Assistants follow your scripts for triage, crisis calls and anything that needs a licensed provider.
- Signed BAA before work starts
- Individual logins, no shared passwords
- Your scripts for routing clinical and urgent calls
- Spanish-speaking support for Spanish-speaking patients
Billing connection
Front-office work that protects your revenue
Many denials start at the front desk. Wrong insurance details, missed eligibility checks and lapsed authorizations all turn into unpaid claims.
When the same team handles your front office and your billing, the handoff is cleaner. Insurance is verified before the visit, authorizations are on file, and demographic errors are fixed before the claim goes out.
If you also use us for billing, claims go out within 24 hours of receiving charges and denials are worked within 5 business days. You can also hire an assistant on their own, without billing.
Pricing
Virtual assistant pricing is a custom quote
We price virtual assistants by the hours and tasks you need, full-time or part-time. You get a written quote after a short scope call.
Billing services start at 2.5% of collections, and you can combine billing, credentialing and a virtual assistant in one plan. No long-term contract is required.
Common questions
What does a virtual medical assistant do?
A virtual medical assistant handles remote front-office work such as scheduling, patient intake, insurance verification, prior authorization follow-up, phones, email and EHR data entry. They do not provide clinical care or advice.
Are your virtual assistants HIPAA compliant?
Our assistants are HIPAA-trained and we sign a business associate agreement with every client before work begins. Each assistant uses their own login to your systems, so you control and can revoke access.
Can I hire a part-time virtual assistant?
Yes. We offer full-time and part-time assistants. You tell us the hours and tasks, and we give you a custom quote.
Do you have Spanish-speaking assistants?
Yes. Our team supports Spanish-speaking practices and patients. Tell us on the scope call if you need Spanish-language phone or intake support.
Where are your virtual assistants located?
Our team of 25+ people is a mix of US-based and offshore staff. We tell you who is assigned to your practice and which hours they cover.
Which EHR and phone systems can they use?
Our assistants work in SimplePractice, TherapyNotes, Tebra (Kareo), AdvancedMD, Valant, Osmind, athenahealth, DrChrono and other systems. They use your existing phone, email and scheduling tools.
Do I need to use your billing service to get an assistant?
No. You can hire a virtual assistant on their own. Many practices combine an assistant with billing and credentialing so front-office and billing work stay in one team.
Find out what your claims are leaving on the table
Tell us about your practice. We will review 90 days of claims and show you what is recoverable, at no cost.
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