HIPAA-Trained Healthcare Virtual Assistants
Virtual Medical Assistant Services That Give Your Team Time Back for Patients
Phones, scheduling, insurance checks, prior auths, billing follow-ups: a dedicated virtual medical assistant from MedAxis takes them off your plate. Our US-managed virtual medical assistant services work inside your EHR during your office hours, for a fraction of the cost of an in-house hire.
- BAA signed before day one
- Works in your EHR
- Your time zone, your hours
Your Virtual Medical Assistant
Front Desk & Billing
Today's Schedule
Mon · 18 patients
New patient · Annual physical
Follow-up · Cardiology
MRI referral · Ortho
Telehealth visit
Prior auth approved
Submitted & tracked by your VA
Every call answered
Missed calls returned same day
Claims followed up
Denials worked, A/R down
- HIPAA Compliant
Up to 60%
lower admin staffing cost
100%
HIPAA-trained assistants
15+
EHR & PM systems supported
US Hours
EST, CST, MST & PST coverage
7–10 Days
from consultation to go-live
Sound Familiar?
Is Admin Work Pulling Your Team Away From Patients?
Most practices don’t have a care problem. They have a paperwork problem. These are the bottlenecks we hear about most from busy medical offices, and exactly where a virtual assistant for your medical office helps first.
Phones That Never Stop
Missed calls mean missed appointments. Patients who reach voicemail often book somewhere else.
Prior Auth Backlogs
Hours on hold with payers delay treatment, frustrate patients and push procedures back.
Denials & Slow Payments
Eligibility errors and claims nobody follows up on quietly drain revenue every month.
Burnout & Turnover
Your best staff are stretched thin, and every resignation restarts the hiring and training cycle.
Today's Task List
- Verify insurance for tomorrow's patients (24/24)
- Return voicemails & confirm appointments
- Submit prior auth for MRI referral
- Post ERA payments & flag denials
- Send refill requests to provider (2:00 PM)
4+ hrs
admin time saved per provider, per day*
The Basics
What Is a Virtual Medical Assistant?
A virtual medical assistant is a trained, HIPAA-compliant healthcare professional who works remotely to handle a practice’s administrative tasks, such as patient calls, scheduling, insurance verification, prior authorizations, EHR updates and billing support, so in-office staff and providers can focus on patient care.
Sometimes called a virtual medical office assistant or virtual medical administrative assistant, they’re a full member of your front office who just doesn’t need a desk. They log into your systems securely, follow your workflows, and report to you, not to a call center.
Remote & HIPAA-Trained
Secure devices, MFA and a signed BAA protect every patient record.
Works Inside Your EHR
No new software for your team to learn. Your VA adapts to your tools.
Dedicated to Your Practice
The same assistant every day, who learns your providers and your patients.
Our Services
Healthcare Virtual Assistant Services for Every Part of Your Practice
Our medical virtual assistant services flex to fit you. Start with one task or hand off the whole front and back office. Each medical virtual assistant is matched to the work your practice needs most.
Medical Virtual Receptionist
A virtual front desk for your medical practice. Your medical receptionist virtual assistant gives every patient call a friendly, professional answer, even when the office is busy.
- Inbound & outbound patient calls
- Refill & records requests
- Message triage to your clinical team
Patient Scheduling & Reminders
Fuller schedules and fewer no-shows with proactive booking, confirmations and waitlist management.
- New & follow-up appointments
- Reminder calls and texts
- Recall & reactivation lists
Insurance Verification & Prior Auth
Your insurance verification and prior authorization virtual assistant checks benefits before the visit, then submits, tracks and follows up on auths until they’re approved.
- Eligibility & benefits checks
- Prior authorization submission
- Payer follow-ups & appeals prep
Medical Billing Virtual Assistant
Cleaner claims and faster payments. Every medical billing and coding virtual assistant is backed by MedAxis’s in-house billing specialists.
- Charge entry & payment posting
- Claim follow-up & denial work
- Patient statements & balances
EHR & Documentation Support
Accurate, up-to-date records without your providers charting late into the night.
- Chart prep before visits
- Lab, fax & document indexing
- Charting & scribe support
Patient Intake, Referrals & Follow-Ups
A smooth patient journey from the first form to the post-visit check-in.
- Digital intake & registration
- Referral coordination
- Post-visit & care-gap follow-ups
Charts already prepped
Your VA reviewed today’s patients overnight
Auth approved for afternoon procedure
No calls to the payer from your nurse
Inbox clear. Heading home.
Refills, messages & labs routed and handled
Time for family, not pajama charting
That’s the goal.
For Physicians & Providers
A Virtual Assistant for Doctors Who Want Their Evenings Back
Physicians spend hours every day on EHR tasks and inbox work. A virtual assistant for doctors and physicians takes on the non-clinical work so you can see patients, close charts on time and leave the office when the day is done. It’s the support of a medical virtual assistant for doctors, built around how your office runs.
- Inbox & patient message management
- Pre-visit chart preparation
- Refill request coordination
- Lab & imaging result routing
- Referral & specialist scheduling
- Calendar & personal admin support
Benefits
Benefits of Hiring a Medical Virtual Assistant
What changes when the admin work finally has an owner.
Lower Overhead
No recruiting fees, payroll taxes, benefits, equipment or extra office space.
Better Patient Experience
Calls answered, questions resolved and appointments confirmed without the wait.
Faster Reimbursements
Verified eligibility and steady claim follow-up mean fewer denials and shorter A/R days.
Less Staff Burnout
Your in-office team gets room to breathe and focus on the patients in front of them.
Scale Up or Down
Add hours, tasks or assistants as you grow, open locations or hit seasonal peaks.
More Provider Time
Hand off non-clinical work so providers can see more patients or go home on time.
Security & Compliance
HIPAA-Compliant Medical Virtual Assistants You Can Trust With Patient Data
Protecting PHI is not an add-on. A HIPAA-compliant virtual assistant starts with how we hire, train and set up every healthcare virtual assistant before they touch a single record.
Signed BAA
A Business Associate Agreement is in place before any patient data is shared.
Secure Access
Encrypted connections, MFA and role-based permissions you control.
Vetted Professionals
Background-checked assistants with ongoing HIPAA training.
QA & Oversight
US-based management and regular quality reviews of every account.
Technology & EHR
Fluent in the EHR and Practice Management Systems You Already Use
Your virtual medical assistant works inside your current software. No migrations, no new logins for your staff, no disruption to patient care.
Using something else? We’ll train your assistant on your system during onboarding.
Practice Dashboard
This week
Patients verified
142
▲ 18%
Open auths
6
▼ 9
Calls answered
98%
▲ 22%
Resubmitted with corrected modifier
Knee MRI · Aetna
How It Works
Get Your Virtual Medical Assistant in 3 Simple Steps
A simple, guided process. We handle the hiring, training and setup.
STEP 01
Free Consultation
Tell us about your practice, your systems and the tasks that eat up your team’s day. We’ll recommend the right coverage.
STEP 02
Meet Your Matched VA
We match you with a medical virtual assistant who has experience in your specialty and your EHR. You interview and approve.
STEP 03
Onboard & Go Live
We set up secure access, learn your workflows and go live, with a dedicated MedAxis manager checking quality along the way.
Who We Support
Medical Virtual Assistants for Every Type of Practice
Whether you need a virtual assistant for a private practice, a medical clinic or a growing multi-location group, our assistants are trained on the workflows of your specialty.
Independent & Primary Care
Family medicine, internal medicine and pediatrics.
Specialty Clinics
Cardiology, oncology, dermatology, GI and more.
Orthopedics, PT & Chiropractic
Auth-heavy workflows, therapy scheduling and plan-of-care tracking.
Behavioral & Mental Health
Discreet intake, recurring sessions and telehealth scheduling.
Dental Practices
Insurance breakdowns, recall lists and treatment-plan follow-ups.
Multi-Location Groups
Standardized workflows and centralized support as you scale.
“We don't just place an assistant. We give you a whole practice-management team behind them.”
- Your dedicated virtual medical assistant
- MedAxis billing & coding specialists
- US-based account manager in Flower Mound, TX
Why MedAxis
Why Practices Choose MedAxis for Virtual Medical Assistants
Most virtual healthcare staffing companies place a person and step away. As a full Management Services Organization (MSO), MedAxis delivers virtual assistant services for medical practices with the expertise to back your assistant up.
MSO Expertise Behind Every VA
Billing, coding and practice-management pros support your assistant when questions come up.
Dedicated, Not Shared
One assistant who knows your practice, not a rotating pool.
Healthcare-Only Talent
Every assistant is experienced in medical offices, terminology and payers.
Quality You Can See
Regular reporting and QA reviews so you always know what's getting done.
Compare
Virtual Medical Assistant vs. In-House Hire
Same essential work. Very different cost and commitment. Virtual medical assistant cost covers only the hours you need, with no hidden overhead.
What You Get
MedAxis Virtual Assistant
In-House Staff
Trained in medical admin & HIPAA
No recruiting, payroll tax or benefits costs
No office space or equipment needed
Backup coverage for sick days & PTO
Billing & coding experts on call
Scale hours up or down quickly
Works inside your EHR
Client Stories
What Practices Say About Their MedAxis Assistant
FAQs
Virtual Medical Assistant FAQs
Quick answers to the questions practices ask us most. Still unsure? Our team is happy to walk you through it.
What does a virtual medical assistant do?
A virtual medical assistant handles the administrative side of your practice remotely: answering patient calls, scheduling appointments, verifying insurance, submitting prior authorizations, updating the EHR, and supporting billing and follow-ups. They work inside your existing systems during your office hours.
How much does a virtual medical assistant cost?
Cost depends on the hours and tasks you need. Because there’s no recruiting, payroll tax, benefits, equipment or office space to cover, most practices pay significantly less than they would for an in-house hire. We give you a fixed, transparent quote after a free consultation.
Are your healthcare virtual assistants HIPAA compliant?
Yes. Every MedAxis healthcare virtual assistant completes HIPAA training, works on secured devices with multi-factor authentication, and only accesses the systems your practice approves. We sign a Business Associate Agreement (BAA) before any patient data is shared.
Can a medical virtual receptionist answer my patient calls?
Yes. A medical virtual receptionist answers and returns patient calls, books and reschedules appointments, handles refill and records requests, and routes urgent clinical questions to your team using the protocols you set.
Can a virtual assistant help with medical billing?
Yes. A medical billing virtual assistant can verify eligibility, enter charges, post payments, follow up on unpaid claims, work denials and send patient statements. At MedAxis, they’re supported by our in-house billing and coding team.
Which EHR and practice management systems do you work with?
Our assistants work in the most common EHR and PM platforms, including athenahealth, eClinicalWorks, Epic, NextGen, Tebra (Kareo), AdvancedMD, DrChrono and ModMed. If you use something else, we train your assistant on it during onboarding.
How quickly can I get started?
Most practices are matched with a virtual medical assistant within a few days of the consultation and go live after a short, guided onboarding on your workflows and systems.
Can I hire a medical virtual assistant part-time?
Yes. You can hire a virtual medical assistant for a few hours a day, full-time, or as a team across several locations. Many practices start part-time with one task, like phones or prior auths, and add hours as they see results.
What's the difference between a virtual medical receptionist and a medical answering service?
An answering service takes messages. A virtual medical receptionist works inside your scheduling system and EHR, so they can book appointments, verify insurance and resolve requests on the spot instead of just passing notes along.
Is a virtual medical assistant the same as a medical scribe?
Not exactly. A medical scribe focuses on documenting visits in real time, while a virtual medical assistant covers a broader set of front-office and back-office tasks. Many of our assistants can also provide charting and documentation support if you need it.
Ready When You Are
Hire a Virtual Medical Assistant and Get Back to Patient Care
Book a free, no-obligation consultation and see exactly how a MedAxis healthcare virtual assistant would fit into your practice.
- No long-term commitment to start
- HIPAA-compliant from day one
- Custom quote in 24 hours