Frequently Asked Questions About Virtual Care Assistant
Get answers to the top asked questions about our virtual medical assistant services!
About Our Services
A virtual medical assistant (VMA) assists healthcare providers with various administrative and non-clinical tasks, including insurance verification, front desk duties, patient follow-ups, billing, credentialing, social media management, appointment scheduling, and charting. What makes them different from regular MAs is that virtual medical assistants work remotely, reducing the overhead costs for the healthcare providers.Â
Our virtual medical assistants are trained to perform a wide range of administrative tasks, including medical scribing, EHR documentation, billing, coding, patient intake, lab result coordination, and direct patient communication, for specialties such as cardiology, orthopedics, mental health, and pediatrics. We also provide virtual front desk receptionists for appointment scheduling, insurance verification, general admin support, telehealth assistance, and non-clinical patient communication.
Yes. We have VMAs with academic backgrounds in medicine & healthcare, along with real-world experience in specialties such as cardiology, internal medicine, primary care, podiatry, mental health, nutrition, and more.
Absolutely. Our assistants are proficient in 30+ EHRs and healthcare platforms, including Epic, eClinicalWorks, NextGen, Oracle Health, Athena, and many more.
We hire only the top 1% of candidates after a rigorous testing and training process. Most of our VMAs have prior experience working with US healthcare providers and come from medical backgrounds. We also offer US-based or bilingual assistants upon request.
Our VMAs include medical graduates, MDs, NPs, DPTs, PharmDs, and other licensed professionals. The minimum qualification is A Levels, with all candidates receiving comprehensive training in US medical protocols.
Getting Started
It's easy. Click the "Sign Up Today" button on our website and schedule a consultation. We'll discuss your challenges, recommend suitable candidates, and arrange interviews to find the best fit. Once you select your assistant, onboarding takes just a few hours.
Most practices go live within one to two weeks. This includes consultation, assistant matching (2–3 days), and setup/training (2–3 days). Need help faster? Express onboarding can get you a fully operational VMA within 2–3 business days.
All our VMAs are pre-trained in US healthcare systems and common EHRs. If your practice has unique workflows, we encourage a short orientation session to help the assistant align with your preferences.
Workflow & Support
We assign a trained backup VMA to each provider to handle unexpected scenarios. Planned absences are communicated in advance, and emergency replacements are arranged immediately to ensure uninterrupted service.
Yes. We offer flexible scheduling, including evenings, weekends, and holidays. We also provide emergency support during periods of high patient volume.
80% of our VMAs are licensed medical professionals. Each assistant undergoes hands-on training in US healthcare systems, customer service, and compliance protocols. Ongoing performance reviews and client feedback help us ensure consistently high standards.
Security & Compliance
VirtualCare Assistants implements strict measures to ensure full HIPAA compliance. Our virtual medical assistants work from secure, access-controlled environments, use encrypted communication tools, and perform administrative tasks on Virtual Private Servers (VPS) with no direct patient data access unless authorized. All team members undergo over 40 hours of HIPAA training, and we maintain SOC 2 Type II compliance, verified through regular third-party audits.
In the unlikely event of a breach, we follow a strict incident response protocol that includes immediate investigation, mitigation, and notification in line with HIPAA breach notification requirements. We also conduct a root cause analysis and implement corrective measures to prevent future incidents. All clients are kept fully informed throughout the process.
Our virtual medical assistants are not authorized to make clinical decisions or provide medical advice unless specifically directed by the provider. They operate under your supervision and only carry out administrative or documentation-related tasks. In cases where licensed professionals are involved (e.g., an MD acting as a scribe), their role is still non-decisional unless pre-defined in the scope. We maintain strict role boundaries and provide training to prevent such scenarios from occurring.
Access is granted on a need-to-know basis. Administrative VMAs typically handle non-clinical tasks such as scheduling or insurance verification and may not require full access to PHI. When clinical access is necessary (e.g., for scribing or documentation), assistants use secure, monitored systems with limited, role-based permissions.
Yes. Every virtual assistant signs a Non-Disclosure Agreement (NDA), a Business Associate Agreement (BAA), and a confidentiality contract before beginning work with any healthcare provider. These agreements are legally binding and strictly enforced.
We use internal compliance teams and monitoring tools to track task execution, log activities, and conduct routine performance audits. Supervisors regularly review call recordings, documentation quality, and adherence to SOPs. Any anomalies are flagged and addressed immediately.
Pricing & Contracts
We offer flexible plans based on your workload and practice needs. All pricing is transparent, with detailed time tracking and no hidden charges.
No, we don't lock healthcare providers into long-term contracts. We believe in earning your trust through exceptional service. While basic service terms help ensure smooth operations, our model is built on flexibility and transparency.
Making the Shift to Virtual Support
VMAs reduce staff burnout by taking over time-consuming tasks, allowing your team to focus on patient care. They also eliminate overhead costs associated with onsite hiring, helping you increase productivity and improve workflow efficiency.
Outsourcing lets you save time and resources without sacrificing quality. Our VMAs are trained professionals who provide the same level of service as in-house staff with more efficiency and a fraction of the cost.
Unlike in-house staff, VMAs work remotely, saving you overhead and administrative expenses. They're also easier to scale, offer round-the-clock coverage, and bring specialized expertise tailored to your practice's needs.
Outsourcing will improve the quality of care you provide. Our virtual medical assistants support your clinical and administrative teams, allowing you to focus more on patients.
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Still Have Questions?
If there are any questions left about our virtual care services that we’ve not addressed; you can always reach out to us!
