Home  →  Services

Virtual Assistant for Medical Practices

Clinics lose staff hours to work that keeps the practice running but is not clinical: booking and rescheduling, referral paperwork, prior authorization follow-up, insurance calls and the inbox. A medical practice virtual assistant takes that administrative load so front-desk staff and clinicians can focus on patients in the building.

What your VA takes on

• Scheduling: booking, rescheduling, waitlists and reminder messages from your templates.
• Referrals: sending and tracking referral paperwork, chasing missing documents, confirming receipt.
• Prior authorizations: assembling submissions from your notes and tracking status with payers for staff review.
• Insurance follow-up: eligibility checks and claim status follow-up as you direct.
• Patient communication: administrative messages only, such as forms, reminders and billing questions.
• Practice admin: inbox triage, vendor orders, staff schedules and reporting.

The bright line

A VA does no clinical work: no triage, no medical advice and no clinical decisions. Messages that need a clinician follow the protocol you set. Privacy obligations, including HIPAA, are discussed and agreed before any access is given, and your VA works only inside your systems. If a setup cannot meet your obligations, we will say so.

Tools they work in

• EHR and practice management: athenahealth, eClinicalWorks, DrChrono, Kareo/Tebra, AdvancedMD, with the role you set
• Payer portals and clearinghouses you grant access to
• Scheduling and reminders: your practice's booking and messaging tools

Where to start

1. Reminder calls and messages for the next day's schedule
2. Referral tracking
3. Prior authorization status follow-up
4. Insurance eligibility checks

These are rule-based, high-volume and easy to check, which makes them the fastest way to free front-desk time.

Signs it is time for a VA

• Patients wait on hold because the front desk is filling in referral forms.
• Prior authorizations sit unsent until a clinician has a spare minute.
• Tomorrow's reminder calls happen only when someone stays late.
• Insurance denials pile up without anyone following up.
• Your office manager spends more time on the inbox than on the practice.

If two or more sound like your week, the bottleneck is capacity, not effort. A dedicated VA who learns your systems fixes that without a full-time hire, and the process takes days, not months.

Pricing

Essentials $899/mo (20 hours a week), Executive $1,599/mo (full-time) or AI Manager $2,599/mo (full-time, AI-fluent). Every plan: free shortlist of 2–3 VAs in 72 hours, $0 recruitment fee, pay only once your VA starts, month-to-month, 30-day replacement. See pricing.

FAQ

Can a VA work in our EHR? Yes, within the role and permissions you set up for them.

What about HIPAA? Tell us your obligations in your request. We agree access and handling rules with you before work begins, and your VA works only inside your systems.

Will a VA talk to patients? Only for administrative matters using your scripts. Anything clinical goes to your staff.

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.