Scheduling & Reminders
Virtual assistants manage calendars, appointments, reminders, and confirmations for your practice.
Virtual Medical Assistant
Virtual medical assistants who work as part of your team
A dedicated virtual medical assistant gives your practice trained, HIPAA-aware support without the overhead of hiring. From scheduling and patient calls to EHR data entry and admin follow-up, your VMA handles the busywork so your clinical team can focus on care.
- HIPAA-trained & BAA-covered
- Fluent in your EHR
- Dedicated, not rotating
- Part-time or full-time plans
What is a VMA?
Trained healthcare admin support — remote, dedicated, and HIPAA-ready
A virtual medical assistant is a trained healthcare administrative professional who works remotely inside your systems, handling the calls, scheduling, data entry, and payer follow-up that pull your staff away from patients.
- Lower administrative overhead
- More time for patient care
- Trained, HIPAA-aware support
- Flexible, scalable capacity
Inbound Patient Support
Trained VMAs answer patient calls, messages, and routine inquiries with empathy and accuracy.
Records & Data Entry
Accurate EHR data entry, chart prep, and document management keep your records clean and current.
Administrative Tasks
From inbox management to prior-auth follow-up, VMAs absorb the administrative load that pulls staff away from patients.
What a VMA Does
Tasks your virtual medical assistant can take over
Pick the work you want handled — your VMA is trained on exactly those workflows in your systems.
Front Desk & Patient Communication
- Inbound patient calls, voicemail & messages
- Appointment scheduling, rescheduling & cancellations
- Appointment reminders & no-show follow-up
- New-patient intake & registration
Clinical Administration
- EHR / EMR data entry & chart preparation
- Prescription refill request coordination
- Lab results & referral coordination
- Patient portal & secure inbox management
Revenue Cycle Support
- Insurance eligibility & benefits verification
- Prior authorization submission & follow-up
- Charge entry & superbill preparation
- Patient balance calls & payment reminders
Practice Operations
- Provider calendar & email management
- Medical records requests & document handling
- Fax, e-fax & document indexing
- Reporting, spreadsheets & admin projects
Who It's For
Built for practices of every size and specialty
Solo practitioners
Get a full-time front desk and admin assistant without adding payroll, benefits, or office space.
Group & multi-location practices
Standardize scheduling, intake, and follow-up across providers and locations with one trained team.
Specialty clinics
Assistants trained on specialty workflows — from prior auths in orthopedics to recalls in dermatology.
Telehealth providers
Remote-first support for virtual visits: booking, pre-visit checks, links, and post-visit follow-up.
Behavioral health
Discreet, empathetic patient communication and recurring-session scheduling handled with care.
Urgent care & walk-in
Overflow call handling, registration, and callbacks during peak hours so waiting rooms keep moving.
VMA vs In-House
The support of a new hire, without the overhead
In-house hire
Med Revenue System VMA
Hiring & training
Weeks of recruiting, onboarding & turnover
Pre-trained assistant, matched to your practice
Overhead
Salary, benefits, taxes, desk & equipment
One predictable monthly fee
Coverage
Limited to office hours; gaps for leave
Hours set around your practice schedule
Compliance
Your team manages HIPAA training
HIPAA-trained, working under a signed BAA
Scaling
Hire again for every volume increase
Add hours or assistants as you grow
How It Works
From first call to a working assistant
- 1
Discovery call
We learn your workflows, EHR, patient volume, and the tasks you want off your team's plate.
- 2
Matched assistant
We shortlist VMAs with the right specialty, software, and schedule fit for your practice.
- 3
Interview & select
You meet the candidates and choose the assistant who will join your team.
- 4
Onboarding & training
Your VMA is set up on your systems, trained on your SOPs, and signed under a BAA.
- 5
Go live & ongoing QA
Your VMA starts work with a supervisor, regular quality checks, and a single point of contact.
Engagement Models
Flexible plans that fit your practice
Every plan is quoted to your hours and tasks — no long hiring cycles, no hidden fees.
Part-time
~20 hours / week
Ideal for solo providers and small practices that need steady admin help.
- Dedicated assistant
- Scheduling, calls & reminders
- EHR data entry
- Weekly activity report
Full-time dedicated
~40 hours / week
A full member of your team working your hours, on your systems.
- Everything in Part-time
- Insurance verification & prior auths
- Supervisor & QA oversight
Team / overflow
Flexible capacity
Multiple assistants or overflow support for groups, hospitals, and peak periods.
- Multiple dedicated VMAs
- Team lead & account manager
- Custom KPIs & reporting
Software & Technology
EHR, EMR & billing platforms we work in
Our billers and coders are trained across the major EHR/EMR and practice-management systems — so we plug into your existing workflow instead of forcing you into ours.
Don't see your system? Our teams adapt to whatever EHR, EMR, or medical-billing software your practice already runs on — including clearinghouse and patient-engagement tools.
Security & Compliance
Read our security practicesYour patients' data stays protected
A VMA works inside your systems, so we treat access to PHI with the same controls we apply across our revenue cycle operations.
Signed BAA & NDA
Every engagement runs under a Business Associate Agreement and confidentiality agreements.
HIPAA-trained assistants
VMAs complete HIPAA and PHI-handling training before they touch your systems, with regular refreshers.
Role-based access
Assistants get only the EHR and system access their tasks require — and it can be revoked at any time.
Secure workstations
Work happens on access-controlled, monitored workstations over secure connections — no PHI on personal devices.
Explore
Other medical billing services
FAQ
Virtual medical assistant FAQs
A virtual medical assistant (VMA) is a trained, remote healthcare administrative professional who handles tasks like scheduling, patient calls, EHR data entry, insurance verification, and prior authorizations — working as part of your team, on your systems, without being in your office.
Yes. Our VMAs are HIPAA-trained, work under a signed Business Associate Agreement, use role-based access to your systems, and work only on secure, access-controlled workstations.
Our assistants work in the major platforms — including eClinicalWorks, athenahealth, Epic, AdvancedMD, NextGen, Kareo/Tebra, DrChrono, and ModMed. If you use something else, we train your assistant on it during onboarding.
Ready to maximize your revenue and scale operations?
Book a free consultation and we'll map out a tailored medical billing and BPO solution for your organization.