Virtual Medical Assistant
Run a calmer front desk. Keep patients moving. Reduce admin drag without adding on-site headcount. Our Virtual Medical Assistants help you stay responsive, keep records tidy, and protect schedule integrity so your clinical team can focus on care.
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What is a Virtual Medical Assistant?
A Virtual Medical Assistant (VMA) is a specialized remote professional who manages non-clinical administrative tasks, patient coordination, and EHR documentation for healthcare providers. VMAs support scheduling, intake, patient messaging, insurance workflows, and revenue cycle tasks while following your SOPs, escalation rules, and privacy requirements. They do not diagnose, treat, prescribe, or provide clinical advice.
Why do practices hire a virtual medical assistant?
When admin volume increases, patient experience and staff morale often suffer first. A medical VA gives you consistent coverage for repeatable workflows so you can reduce backlog and improve response times. It also helps eliminate the pajama time spent by clinicians catching up on administrative documentation after hours.
- Reduce front-desk pressure with structured call handling and scheduling support
- Improve patient satisfaction with faster replies and fewer missed messages
- Stabilize your schedule with reminders, confirmations, and recall workflows
- Keep records cleaner with intake processing and timely EHR updates
- Support revenue cycle workflows with consistent insurance and follow-up processes
Core services
We scope your virtual assistant around the workflows that create the most friction in your practice. The goal is simple: fewer bottlenecks, fewer errors, and faster patient communication.
Front desk and patient communication
- Answer calls, route messages, and manage voicemail using your scripts
- Confirm appointments, handle reschedules, and send reminders
- Respond to common non-clinical questions using approved responses
- Manage patient portal messages using approved templates and escalation rules
Scheduling and clinic coordination
- Coordinate provider calendars, rooms, and appointment types
- Manage referrals, follow-ups, and recall scheduling
- Prep daily schedules and flag gaps, cancellations, and priority callbacks
Patient intake and documentation
- Send intake forms and collect documents before visits
- Verify demographics and insurance details against your checklist
- Upload files, update patient records, and maintain required fields in the EHR
- Prepare admin-ready visit packets based on your process
Insurance and revenue cycle support (RCM workflows)
- Eligibility verification and benefits checks
- Prior authorization support, status tracking, and follow-ups
- Claims status follow-up and documentation requests
- Support tasks tied to ICD-10, CPT, and HCPCS workflows where your process requires it
- CMS-1500 workflow support tasks when applicable
- EOB and payment posting support tasks, where your workflow allows
Telehealth operations support
- Telehealth appointment setup and patient instructions
- Pre-visit reminders and patient prep messages
- Post-visit follow-up scheduling and documentation collection
- Basic support across your telehealth platforms, including Doxy.me or Zoom for Healthcare
Software and systems supported
Your medical VA works inside your existing tools with permissions you control. Common platforms include Epic, Cerner, athenahealth, eClinicalWorks, NextGen, DrChrono, and SimplePractice, plus patient portals, scheduling tools, and VOIP phone systems.
Scope of service: clinical vs non-clinical
Non-clinical tasks virtual medical assistants handle
- Scheduling, reschedules, reminders, and recall workflows
- Patient communication using scripts and approved templates
- Intake processing, document collection, and EHR updates
- Insurance eligibility checks and prior authorization tracking
- Claims follow-ups and documentation coordination
- Administrative support for RCM workflows, such as EOB handling, based on your process
Clinical tasks that virtual medical assistants do not handle
- Patient triage or clinical decision-making
- Diagnosing, prescribing, or treatment planning
- Providing medical advice
- Interpreting clinical results or imaging
- Any duty that requires a licensed clinician
Medical VA vs general virtual assistant
A general VA can help with basic admin. A Medical VA is trained for healthcare workflows and terminology and can follow the structure your practice requires.
- Medical terminology awareness and accurate documentation habits
- Experience with EHR workflows, patient portals, and compliance-sensitive processes
- Understanding of insurance workflows like eligibility, prior authorization tracking, and claims follow-up
- Tighter SOP adherence for patient communication and escalation rules
- Higher accuracy in repetitive tasks that directly impact patient experience and revenue flow
Clinical Specialties We Serve
- Telemedicine and virtual-first practices
- Primary care and family medicine
- Dental practices
- Chiropractic and physical therapy clinics
- Mental health practices
- Specialist clinics across most outpatient fields
HIPAA and patient data security
If your VMA will access PHI, your setup must match your compliance standards. We align your workflows to practical safeguards and your internal policies, so your team stays in control of access and escalation.
- Business Associate Agreement (BAA) support, where required by your compliance process
- Role-based access aligned to assigned responsibilities
- Least-privilege permissions with documented escalation rules
- Secure access practices, such as VPN access, are required where required
- Data security measures aligned to your systems, including data encryption where supported
- Clear SOPs for patient communications, documentation, and message handling
Note: Compliance requirements vary by practice and jurisdiction. Your clinic policies and compliance counsel should guide the final setup.
In-house vs virtual medical assistant
| In-house hire | Virtual medical assistant |
|---|---|
| Coverage limited by local hours and on-site availability | Coverage aligned to your time zone and patient demand |
| Added overhead such as workspace and equipment | No on-site desk required |
| Harder to scale quickly | Easier to adjust support as volume changes |
How it works
Step 1: Tell us what you need
We define scope, hours, tools, and responsibilities.
Step 2: Get an instant quote
Pricing is based on workload and experience level.
Step 3: Hire your virtual medical assistant
We onboard your virtual medical helper using your SOPs, scripts, and access rules
Ready to reduce admin load?
Book a free consultation or get an instant quote and we will recommend a setup based on your clinic volume, systems, and required coverage.
Frequently Asked Questions
A virtual medical assistant integrates into clinical workflow by automating repeatable tasks and enforcing standardized processes. The assistant executes predefined scripts for patient communication, updates the electronic health record (EHR) according to clinical rules, and routes sensitive information through a defined escalation protocol. Permissions, templates, and tasks requiring licensed staff are controlled directly by the clinic.
A virtual medical assistant can work inside an EHR or patient portal by following clinic-defined access rules and performing predefined tasks. Tasks include updating demographic information, uploading documents, sending approved patient messages, and preparing charts based on checklist protocols. Virtual assistants are trained across major EHR and EMR platforms.
Virtual medical assistants support prior authorizations by managing payer communication, tracking request statuses, and escalating cases requiring clinician input. They use clinic-defined processes such as payer portals, follow-up calls, and documentation checks to prevent delays and maintain full visibility.
A virtual medical assistant can be HIPAA compliant when operating under a Business Associate Agreement (BAA) and following clinic-defined security protocols. Compliance includes safeguarding protected health information (PHI), using approved access rules, and aligning with documented processes for handling sensitive data.
Getting started with a virtual medical assistant requires a defined task scope, access permissions, and standard operating procedures (SOPs). Optional materials like phone scripts, intake steps, and escalation rules accelerate onboarding. Missing components can be structured before deployment.
A virtual medical assistant cannot handle medical emergencies and does not provide clinical care. Emergency scenarios are routed to designated staff using predefined escalation protocols based on clinic policies.
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