Hiring a Medical Virtual Assistant
Costs, HIPAA and BAAs, EMR access, vetting and how quickly a role can be filled. The questions practices actually ask before they book a call.
A trained remote professional who handles the administrative and documentation work of a practice: answering patient calls, scheduling, chart documentation, insurance verification, prior authorizations and billing follow-up. A medical virtual assistant is not clinical staff. They do not take vitals, draw blood or room patients, and they work remotely rather than in your office.
A Medical Assistant is a clinical, in-person role. They room patients, take vitals and assist with procedures, and they have to be physically in your office. A medical virtual assistant is an administrative role performed remotely. If you need someone at the treatment room door, you need a local MA. If you need the phones answered, charts closed and claims chased, a virtual assistant does that at a fraction of the cost.
Around $1,999 per month for a full-time assistant. That is an average rather than a fixed price. Front-desk, intake and scheduling roles sit nearer $1,900, while billing, coding and prior authorization specialists run up to $2,500. Part-time cover runs $1,200 to $1,500 a month. There is no separate recruitment or placement fee.
Latin America. Our assistants work your time zone rather than their own, a full 9 to 5 on your clock, so you get the whole clinic day covered rather than a few hours of overlap. Because the region sits close to US hours, that is a normal working day for them rather than a night shift. Most are also fully bilingual in English and Spanish.
The main difference is the clock. The Philippines is roughly 12 to 13 hours ahead of US Eastern time, so an assistant covering your clinic day is working through the night. Our assistants are in Latin America and work your time zone directly, a full 9 to 5 on your clock, which is a normal working day for them. That is far easier to sustain, and it shows in retention and in how alert someone is on a 4pm phone call.
HIPAA compliance is a property of your practice's overall safeguards rather than something an individual can be certified in, so treat anyone claiming to supply a certified HIPAA assistant with caution. What we do: every assistant completes HIPAA training before starting with a client, takes annual refresher training for as long as they are placed, signs a confidentiality agreement and passes a background check. We execute a Business Associate Agreement with your practice, and access to protected health information is limited to the systems you choose to grant.
Yes, and it is a hard requirement rather than a preference. We only shortlist candidates who have already worked for US medical practices or billing companies. They know US payers, US documentation standards and US patient expectations before day one, so they hit the ground running instead of learning your market on your time.
Front desk and phones, virtual medical scribing, medical billing and AR follow-up, prior authorization, insurance verification and eligibility, patient intake, referral coordination, and medical records support. Most practices start with whichever one is hurting most and add roles later.
Yes, and it is the most common first task. Because our assistants work US hours, calls are answered live during clinic hours rather than returned the following morning. Most are bilingual, so Spanish-speaking patients do not need a language line.
Yes. Our assistants have worked across the systems US practices run, including Athenahealth, eClinicalWorks, NextGen, Kareo and Tebra, Dentrix and others. You grant access under your own credentialing and access-control policies, exactly as you would for an in-office employee.
Every candidate goes through five stages: prior US medical experience verified, background check, role-specific skills assessment covering EMR navigation, medical terminology and payer knowledge along with spoken and written English, HIPAA training before kick-off, and a final interview with our placement team. You then interview the shortlist and make the hire yourself.
It varies by role. Front-desk and intake roles move fastest; billing, coding and prior authorization take longer to match well. We give you a realistic timeline on the first call rather than a number designed to close you.
Tell us early rather than working around it. We will run a fresh shortlist and re-match you for the same role at no extra cost.
No. Assistants supply their own workstation and internet connection. You provide access to your software, and nothing else.
No. You are billed monthly for as long as the assistant is placed, and you can stop when the need ends. Many practices start part-time and move to full-time once volume justifies it, keeping the same assistant.
We hire experienced medical administrative professionals across Latin America. If you have worked for a US practice or billing company and want stable remote work on US hours, apply through our jobs page.
Still have a question?
Book a short call and ask it directly. We will tell you which role fits your practice, what it costs, and how quickly we could fill it. If a virtual assistant is not the right answer for what you are dealing with, we will say so.
