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Medical Billing Virtual Assistant

Revenue in a medical practice leaks in small places: an eligibility check that was skipped, a claim that bounced and was never resubmitted, an underpayment nobody noticed, a patient balance that aged past the point of collection. Each is fixable; together they cost real money.

A medical billing virtual assistant is a dedicated remote team member who works your revenue cycle admin: eligibility checks, claim follow-up, denial work, A/R calls, payment posting and patient balances, inside your practice management system and payer portals.

What your VA takes on

• Eligibility and benefits: checking coverage before visits and flagging problems for your front desk.
• Claim follow-up: tracking submitted claims and following up those that stall.
• Denial management: working denials by reason: correcting and resubmitting what your rules allow, routing the rest to your coder or biller.
• A/R follow-up: payer calls and portal checks on aged claims, logged against each account.
• Payment posting: posting ERAs and payments, and flagging underpayments against your fee schedule.
• Patient balances: statements, reminders and payment plan admin per your policy.
• Reporting: a weekly A/R aging and denial summary.

A typical week

• Daily: eligibility for tomorrow's schedule, ERA and payment posting.
• Monday: denial queue by reason.
• Tuesday: A/R follow-up: oldest and largest balances first.
• Thursday: patient balance reminders and payment plans.
• Friday: A/R aging and denial report.

Tools they work in

• Practice management and billing: Tebra (Kareo), AdvancedMD, athenahealth, eClinicalWorks, DrChrono
• Clearinghouses: Availity, Waystar, Office Ally
• Payer portals you grant access to

The bright line

Your VA works billing admin under your rules. Coding decisions and anything that changes what was documented stay with your certified coder or provider, and appeals that need clinical justification are prepared by your team. Privacy obligations, including HIPAA where it applies, are discussed and agreed with you before any access is given, and your VA works only inside your systems with the role you assign. If a setup cannot meet your obligations, we will say so.

Signs it is time

• Your A/R over 90 days keeps growing.
• Denials are written off because nobody had time to work them.
• Eligibility problems surface only after the claim is denied.
• Patient balances are not followed up.

What it costs

Flat monthly plans, one dedicated VA: Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) and AI Manager $2,599/mo (full-time, AI-fluent). Worked out per hour from those published prices, that is about $10/hr, $9/hr and $15/hr all-in. Every plan includes a free shortlist of 2–3 vetted VAs in 72 hours, a $0 recruitment fee, payment only once your VA starts, month-to-month terms and a 30-day replacement. See pricing.

Small practices often start on Essentials for eligibility and A/R; billing companies and larger practices usually need full-time VAs. Each VA is dedicated to you.

Your first 30 days

1. Week one: system access with your role, eligibility checks.
2. Week two: payment posting and the denial queue.
3. Week three: A/R follow-up on the oldest balances.
4. Week four: patient balances and the weekly report.

Related

• Virtual assistant for medical practices
• Virtual bookkeeper
• Chiropractor virtual assistant
• Virtual assistant for dental practices
• All industries we support

FAQ

Can a VA code claims? No. Coding stays with your certified coder or provider. The VA handles the admin around claims.

Do they work in our practice management system? Yes: Tebra, AdvancedMD, athenahealth and others, with the role you assign.

Can they call payers? Yes, for claim status and A/R follow-up, logged in your system.

Do you work with billing companies? Yes. Each VA is dedicated to your company and works inside your systems.

What about HIPAA? Privacy obligations, including HIPAA where it applies, are discussed and agreed with you before any access is given, and your VA works only inside your systems with the role you assign. If a setup cannot meet your obligations, we will say so.

What if the fit isn't right? Tell us within 30 days and we replace your VA at no cost, carrying the documented context over so you do not start from zero.