Medical Virtual Assistant
Trained remote administrative staff for small practices — scheduling, verification, authorizations and patient messages — so your clinical team can stop doing paperwork between appointments.
What Moves Off Your Front Desk
Five administrative functions, staffed remotely, working inside your own practice management system.
Our staff are administrative, not clinical. Nothing requiring clinical judgement is answered by us — it is routed to your team, with the context already gathered.
Before Anyone Touches A Chart
Working with patient information is the whole risk of this arrangement. Here is exactly how we treat it.
A business associate agreement, signed first
Executed before any access is granted, covering every member of staff assigned to your practice.
Access you grant and revoke
Named logins in your own practice management system, at the permission level you set, removable by you without contacting us.
Named staff, background checked
You know who works on your practice. Nobody is swapped in without being introduced and covered by the same agreement.
Annual training, documented
Privacy and security training completed annually, with certificates available to your compliance officer on request.
No records leave your systems
We work inside your software. Patient information is never copied to our own storage, email or devices.
Staffed By The Week
Priced per assistant, per week, so the cost is predictable whatever the month looks like.
Part Week — 20 hrs · $1,980/mo
One named assistant, four mornings a week. Usually scheduling and verification, which is where most practices start.
Most Days — 30 hrs · $2,850/mo
Daily coverage with a named assistant and named backup. Adds prior authorizations and portal messages.
Full Time — 40 hrs · $3,700/mo
A dedicated assistant working your full week, effectively a remote member of the front office.
Authorization Desk — quoted
A specialist team working only prior authorizations across a multi-provider practice. Priced on volume.
Tell Us What Your Front Desk Is Drowning In
Usually it is authorizations or the recall list. We will tell you what one assistant would realistically clear in a week.
Three Weeks To Coverage
Scoping Call
Thirty minutes on your systems, your volumes and which functions you would move first. No obligation and no proposal deck.
Agreement & Access
The business associate agreement is executed and your practice grants named, scoped logins. Nothing happens before this is done.
Protocol Week
Your triage rules, scheduling templates and payer quirks are documented with your practice manager and approved by you.
Go Live
Coverage starts with daily check-ins for the first fortnight, then a weekly summary and a monthly review.
After A Quarter
My front desk was doing prior authorizations between patients and both jobs were suffering. Moving the authorizations off site gave us our waiting room back.
Verification happens the day before, every day, without me asking. We have not had a surprise coverage conversation at check-in in over a year.
They understood the business associate agreement before I raised it, which told me everything about whether they had done this before.
What Practice Managers Ask
Are your assistants based in the US?
Yes, all of them, working Eastern and Central hours. For work touching patient information we do not use offshore staff, and we will not quote against providers who do.
Do you sign a business associate agreement?
Always, before any access is granted. We will sign yours or provide ours, and it covers every named assistant assigned to your practice.
Which systems do you work in?
Yours. Our staff are trained on the major practice management and records systems and work through named logins you create and control.
Can your staff give clinical advice?
No. Anything clinical is routed to your team with the context gathered. That boundary is written into the protocols we agree in week one.
What happens if our assistant is sick?
A named backup, trained on your protocols and covered by the same agreement, steps in. You meet them before they are needed.
Is there a minimum term?
Thirty days' notice after an initial ninety days. The first ninety exist because protocol work takes about three weeks and nobody should judge the arrangement before it has started properly.
Small And Mid-Size Practices
Primary care and family medicine
Where recalls, scheduling and verification volume outgrew the front desk two providers ago.
Specialty practices
Orthopedics, dermatology, cardiology and others where prior authorizations are a full-time job nobody was hired for.
Dental and multi-site groups
Several locations sharing one administrative standard rather than each front desk inventing its own.
Two Things We Will Not Do
Touch Clinical Decisions
We gather, route and document. Triage that requires clinical judgement stays with your licensed staff, and our protocols are written to make that unambiguous.
Quote Without Seeing Volumes
Authorization and call volumes vary enormously between practices. A price given before we have looked is a price that will change later.
Move The Worst Job First
Most practices start with prior authorizations or verification. One assistant, twenty hours, and a clear before-and-after.
Book A Discovery Call
Tell us your systems, your specialty and which function is hurting most. We reply the same business day.