Virtual Medical Receptionist
Inbound and outbound patient calls, scheduling, confirmations and front-desk cover during your clinic hours.
Read moreAdd capacity without adding a chair
Verified Jennifer R.
5+ years of clinical operationsJennifer is a Certified Medical Assistant who supports practices remotely across scheduling, intake, EHR documentation, insurance verification and patient communication, with telemedicine coordination experience on top.
EHR Documentation
95%
Scheduling and Intake
93%
Insurance Verification
Front-desk staff in a medical practice spend most of their day on work that does not need to happen at the front desk: returning calls, chasing referrals, verifying coverage, working the fax queue. A dedicated virtual assistant takes that layer off your in-office team so they can stay with the patients in the room.
- Phones answered live and appointments booked in your EHR
- New patients registered, forms collected and insurance verified before the visit
- Referrals, prior authorizations and records requests chased to completion
- Inbox, faxes and portal messages triaged daily
- HIPAA training before kick-off, refreshed annually, plus a signed BAA
- Full-time from $1,900 a month, part-time from $1,200
Why hire a virtual assistant for your practice
Most practices do not need another specialist. They need one reliable person who takes the mixed bag of admin that currently falls to whoever is free: the phone, the fax queue, the referral that needs chasing, the new patient who has not sent their forms. A generalist virtual assistant absorbs that whole layer.
Full US hours overlap
Your assistant works your practice hours, a full 9 to 5 on your clock, so patients and payers reach a person.
Trained and checked
HIPAA training before kick-off, annual refreshers, background checks and a signed BAA.
US practice experience
Only people who have worked in a US practice on Athenahealth, eClinicalWorks, NextGen, Kareo or similar reach your shortlist.
One monthly rate
From $1,900 a month full-time, $1,200 part-time. No placement fee.
What a medical practice virtual assistant does
A generalist virtual assistant takes the whole layer of admin that does not need a body at the front desk. What they focus on each week is set by you; what follows is the typical scope.
- Answer and triage inbound calls, return voicemails and portal messages
- Book, confirm and reschedule appointments in your EHR or practice management system
- Register new patients, collect forms and ID, and verify insurance before the visit
- Send and chase referrals, prior authorizations and outside records requests
- Work the fax queue, scan and file documents to the correct chart
- Send appointment reminders and follow up on no-shows and cancellations
- Prepare charts and pre-visit paperwork the day before
- Handle recall lists, patient outreach and simple billing enquiries
Specialties
Virtual assistants support primary care, internal medicine, pediatrics, OB-GYN, dermatology, orthopaedics, physical therapy, behavioural health and most outpatient specialties. If it is a US outpatient practice with a front desk, the role transfers.
Skills and Qualifications
Practice assistants usually come from medical assistant, front-desk or practice administration backgrounds. What matters is having worked inside a US practice and its systems, not a degree.
- Experience in Athenahealth, eClinicalWorks, NextGen, Kareo, Tebra or similar.
- Working knowledge of insurance verification, referrals and prior authorization.
- Professional English on the phone and in writing, with Spanish a common plus.
- Organised, comfortable owning a task list and reporting on it.
How to hire a virtual assistant for your practice
Which EHR or practice management systems have you worked in day to day?
Candidates should name the system, describe scheduling, charting and messaging in it, and give an example of a workflow they ran end to end rather than a feature they have seen.
How do you prioritise when the phone, the fax queue and a referral deadline all land at once?
Look for a specific triage order: patient on the phone first, urgent clinical messages routed to the provider, then referrals and authorizations by deadline, then the queue. Vague answers about multitasking are a warning sign.
How do you handle protected health information in a remote role?
A strong answer covers minimum-necessary access, not discussing patients outside the practice, secure channels for PHI, and what they would do if they received records for the wrong patient.
Frequently
Asked Questions
