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What Tasks Can I Assign To a Medical Virtual Assistant?
Takeaways
- You don’t have to do everything yourself. Really.
- Medical VAs can take on way more than just answering phones, think scheduling, billing, data entry, and more.
- Start small. Hire someone for 5-10 hours/week and grow from there.
- Make sure they’re trained in healthcare, not just general admin.
What Is a Medical Virtual Assistant, Really?
Think of a medical VA like a front desk assistant, office manager, or admin support staff… just not physically in your office. They work remotely, but they can log into your clinic software, handle calls, and support your team just like someone sitting a few feet away.
The key difference? They’re often more affordable, more flexible, and they don’t call in sick at 8 a.m. on a Monday.
Learn how fast your clinic can go from overwhelmed to optimized with Callhero’s Medical Virtual Assistant.
So… What Can They Help With?
Here’s a breakdown of real tasks that medical VAs are handling every day for clinics just like yours:
1. Taking Care of Patient Calls & Messages
Your VA can jump in during overflow times, lunch breaks, or after hours to:
- Answer phones and route calls
- Return missed calls or voicemails
- Reply to texts or emails from patients
- Follow up on appointment reminders
They don’t need to sound like a call center, either. The good ones sound like part of your team.
2. Managing Scheduling Like a Pro
They can help:
- Book, reschedule, or cancel appointments
- Organize calendars for multiple practitioners
- Handle waitlists and gaps in your day
- Confirm upcoming appointments
Some even know tools like Jane, Cliniko, or Dentrix inside out.
3. Helping With Billing & Insurance Admin
If you’re drowning in insurance paperwork or unpaid claims, a VA trained in this area can:
- Verify insurance coverage
- Help with billing entry and coding
- Follow up on overdue invoices
- Answer billing questions from patients
This is especially useful if you’re short on back office staff but still want to get paid on time.
4. Cleaning Up Your EHR & Patient Files
Let’s be honest, keeping records tidy is a job in itself. Your VA can:
- Upload and organize intake forms
- Update patient charts after visits
- Prep files before appointments
- Scan and sort digital documents
This helps keep your front desk focused on patient flow instead of paperwork.
5. Light Marketing Support
Want to keep your social media going or send out reminders without doing it all yourself?
- Your VA can post content
- Respond to messages or comments
- Send newsletters or promotions
- Monitor reviews and feedback
It’s not full-scale marketing, but it helps keep your clinic visible and connected to patients.
6. General Admin You Keep Putting Off
Let’s not forget the boring but necessary stuff:
- Managing spreadsheets or CRMs
- Organizing meetings or inboxes
- Filing digital receipts
- Double-checking reports
Basically, anything that keeps slipping off your to-do list, they can probably help with it.
Learn how Callhero’s Virtual Medical Assistants are trained to take over your clinic’s time-consuming tasks, so your team can focus on patients.
A Quick Note on Privacy & Security
If your VA is handling patient information, make sure they’re trained on HIPAA (or your country’s privacy laws). Reputable VA services will already have protocols in place, but it’s always worth confirming before giving access to sensitive systems.
Frequently Asked Questions
Absolutely. Most VAs are used to learning new platforms. If they’ve worked in healthcare before, there’s a good chance they’ve already used tools like Jane, Dentrix, or similar.
It depends who you hire. Stick with HIPAA-compliant VA services or individuals with healthcare experience, and use secure logins or role-based access to control what they can see.
Prices vary, but generally range from $8 to $25/hour, depending on experience, country of origin, and whether you go freelance or through an agency.
Medical Disclaimer:
The information presented in this blog post is for educational purposes and should not be interpreted as medical advice. If you are seeking medical advice, treatment or a diagnosis, consult with a medical professional such as one suggested on this website. The Clinic Accelerator Inc. and the author of this page are not liable for the associated risks of using or acting upon the information contained in this article.