Virtual Medical Assistant Services
A virtual medical assistant is a dedicated, HIPAA-trained team member who works inside your existing scheduling system, EHR, and phone lines. The same person every day, handling the front-office work that pulls your clinical staff away from patients, at a fraction of the cost of an in-house hire.
Roles We Staff
Each role is a dedicated assistant trained on your workflows. Open any role for the full scope, the metrics it moves, and how onboarding works.
Patient Scheduling
Books, reschedules, and confirms appointments in your calendar. Manages the waitlist and works the no-show list so slots stay full.
Insurance Verification
Checks eligibility and benefits before every visit, captures deductible and copay, and flags coverage problems before they become denials.
Prior Authorization
Initiates authorizations in payer portals, prepares the clinical packet, and tracks every request to approval.
Front Desk and Reception
Answers inbound calls, registers patients, captures demographics and insurance, and keeps the message queue clear.
Medical Scribe
Documents the visit in your EHR so the provider finishes notes the same day instead of after hours.
Follow-up and Recall
Works recall lists, closes care gaps, recovers no-shows, and follows up on patient balances.
See What a Virtual Medical Assistant Would Save You
Tell us which front-office tasks are eating your staff's time. We'll map the roles and the cost.
Virtual Medical Assistant Savings Calculator
Most practices underestimate what front-office work actually costs in-house, because the wage is only part of it. Enter your numbers to see the fully loaded cost and what the virtual model typically saves against it.
Across everyone who touches this task. 40 hrs is roughly one full-time person.
Base wage only. Benefits, payroll tax, and overhead are added automatically below.
Your fully loaded in-house cost
$62,972
per year for front-office work
Typical annual savings with the virtual model
$31,486 to $44,080
a virtual model commonly runs $18,892 to $31,486/yr
Estimate only. Employer burden and overhead use standard ranges; the savings band reflects what outsourced virtual staffing is widely reported to deliver versus a fully loaded in-house hire. Your quoted rate is a flat monthly figure based on scope. Call 888-701-6090.
What a Virtual Medical Assistant Actually Is
A virtual medical assistant is not a call center and not a shared pool. It is one trained person assigned to your practice, logged into your scheduling system and EHR, following your protocols. Patients experience them as part of your team because they are answering your phone line, using your templates, and following your financial policies.
The work that fits this model is the repetitive, system-based front-office work that does not require a clinician in the room: scheduling, eligibility checks, authorization follow-up, registration, documentation, and patient outreach. Each of those is a job a person can be trained to do well and held accountable for. Moving it to a dedicated assistant gives your nurses and front desk their day back, and it removes the single biggest hidden cost in most practices, which is clinical staff doing clerical work at clinical pay.
What does not fit the model is anything requiring physical presence or clinical judgment: rooming a patient, drawing blood, triaging a symptom. The assistant works around that clinical core, not inside it.
How Engagement Works, Step by Step
Step 1: Scope. We map the tasks you want covered and which role or roles fit, then size the weekly hours against your volume so you are not paying for idle time or under-covered at peak.
Step 2: Documentation. We write down your workflows the way your team actually does them: your call flow, your scheduling rules, your verification checklist, your financial policy. This becomes the assistant's playbook, not a generic script.
Step 3: Access. We provision system access scoped to the role. A scheduler does not get clinical chart access. A scribe does not get billing access. Least privilege by default.
Step 4: Shadow and supervise. The assistant shadows your team, then works supervised with a reviewer checking output, then moves to independent operation once quality is proven.
Step 5: Run and review. You get a named assistant, a trained backup for coverage, and a supervisor who audits quality and reports on the metrics the role is supposed to move.
What Is Included in Every Engagement
Every engagement, regardless of role, includes the following so there are no surprises after onboarding:
A named, dedicated assistant. Not a rotating pool. The same person learns your practice and gets better at it over time.
A trained backup. A second assistant is briefed on your account so leave, illness, or volume spikes do not leave you uncovered.
A supervisor and quality review. Output is audited against your standards, not left unchecked. You are not the only person watching the work.
Workflow documentation. Your processes are written down and maintained, which also protects you if staff turn over on your side.
A flat monthly rate. No recruiting fee, no benefits, no payroll tax, no paid time off, no severance, no turnover churn. One predictable number.
How This Differs From Our Managed Services
Our eligibility verification and prior authorization services are managed services. We own the process and run it our way, end to end, and report results to you. A virtual medical assistant is the opposite delivery model: a person who works your way, inside your systems, on the tasks you direct, reporting to your office manager.
Practices choose the assistant model when they want control and continuity, a familiar voice for patients, and the flexibility to shift the assistant across tasks as the day demands. They choose managed services when they want the entire function off their plate and do not want to manage anyone. Many practices run both: a managed service for a back-office function and a dedicated assistant for the front. The work is the same caliber either way. The difference is who directs it.
Security and HIPAA in Practice
Every assistant is HIPAA-trained before they touch your systems and works under a signed business associate agreement that specifies how protected health information is used, the safeguards in place, and breach reporting obligations. This is not a checkbox. It is the legal floor for letting anyone outside your walls touch a patient record.
Access is scoped to the systems the role requires and nothing more. Sessions are logged. Devices follow access and storage controls, and protected health information stays inside your systems rather than being exported to spreadsheets or personal email. You set the access level, and the default is the minimum the role needs to do the job.
Onboarding Timeline and What It Costs
Onboarding runs about two weeks: a few days to document workflows and provision access, a week of shadowing and supervised work, then independent operation with quality review continuing in the background. Practices that already have clean written processes onboard faster. Practices that do not get those processes documented as part of onboarding, which is value on its own.
Pricing is a flat monthly rate per assistant scoped to the hours and role you need. The calculator above shows the part most practices get wrong: the in-house alternative is not the wage, it is the wage plus roughly thirty percent employer burden plus workspace, software, recruiting, supervision, and the cost of turnover when that person leaves. Against that fully loaded number, the virtual model typically removes half to two thirds. Call 888-701-6090 for an exact quote.
Frequently Asked Questions
Give Your Clinical Staff Their Day Back
Call 888-701-6090 to scope the roles your practice needs and get a flat monthly quote.