What Does a Medical Virtual Assistant Do? Invedus

Doctors in 2025 are no longer just treating patients anymore. They chase insurance forms, return emails, update charts, confirm appointments, and answer follow-up calls. For many clinics, admin work is eating up the time and energy meant for patient care.

It’s no surprise that 60% of doctors say too much paperwork is the biggest reason they feel burned out (Medscape, 2021).

That’s where medical virtual assistants come in, because modern problems require modern solutions!

Medical VAs work remotely but function like part of your in-house team, taking over repetitive tasks that slow your day down. From updating health records to handling phone calls and insurance checks, a good virtual assistant keeps things moving behind the scenes so your practice can focus on people and not paperwork.

You might be wondering, what does a virtual medical assistant do that a regular VA can’t? The difference is focus. A general VA might be great at calendar management or social media, but a medical VA understands healthcare systems, medical terms, HIPAA rules, and patient coordination. They’re built for the workflow of a clinic, offering more than the workflow of a generic business.

So whether you’re just trying to reduce the chaos or you’re ready to write your first medical virtual assistant job description, this guide will break down what you need to know clearly and practically.

Let’s begin!

What is a virtual medical assistant?

…and how are they different from your typical VA?

A virtual medical assistant is someone who works remotely to help doctors, nurses, and clinics stay on top of daily admin work. They don’t treat patients, but they keep the backend running.

That means handling things like:

Updating patient records
Verifying insurance
Answering phones and emails
Scheduling appointments
Sending reminders or follow-ups
Entering data into EHRs
Processing forms and referrals

These are the administrative tasks of a medical virtual assistant, and they’re a big part of what slows down many clinics.

Now, how is a medical VA different from a regular VA?

A general virtual assistant might be great at booking travel or doing research. A medical VA, on the other hand, knows how a clinic works. They understand medical terms, know how to work with EHR software, and are trained to follow patient privacy rules like HIPAA.

They often work with:

Private practices
Specialists like dermatologists or physical therapists
Telehealth companies
Medical billing teams
Even solo providers who just need an extra set of hands

In short, they’re admin help, but specialized for healthcare!

What Tasks Can a Medical Virtual Assistant Handle?

Medical virtual assistants are trained to handle the daily grind that slows down clinics. Here’s what a med VA can take off your plate:

Administrative Support

Most clinics spend hours each week just keeping schedules straight.

A medical virtual assistant can manage your calendar, handle back-and-forth with patients, and keep your inbox clean. They’ll answer incoming calls, confirm appointments, respond to non-urgent queries, and make sure nothing slips through the cracks. If your day is constantly interrupted by notifications and reschedules, this is where you’ll feel the biggest relief.

Patient Coordination

Patient follow-ups take time, but they can’t be skipped.

A medical virtual assistant can handle reminders, send check-in messages after visits, and answer basic questions about next steps or prescriptions. If something needs your attention, they’ll pass it along. With someone keeping track, patients are more likely to stay on schedule and follow through.

Documentation & Records

Tired of staying late just to finish your notes?

A virtual assistant can handle transcription, update patient charts, and even scribe live during virtual consults. They’re trained to work with EHR platforms and follow documentation protocols so your records are always accurate, timely, and compliant. Many clinics rely on clinical virtual assistant services to stay on top of digital paperwork without burning out their staff.

Billing & Insurance

Verifying insurance, chasing authorizations, and cleaning up claim forms take hours every week.

A medical virtual assistant can take care of it. They’ll confirm patient coverage, process authorizations before procedures, help input billing codes, and track paperwork status. That means fewer delays, faster payouts, and less back-and-forth with frustrated patients.

Operational Support

Beyond patient care, a med VA can also keep things running behind the scenes.

They can monitor supply levels, flag low inventory, pull basic reports, and assist with research projects. They can also help triage your inbox, organizing emails, routing messages, and keeping your digital desk tidy so you can stay focused on the work that matters most.

Key Benefits of Hiring a Medical Virtual Assistant

Bringing on a medical VA is a simple way to save money, reduce stress, and take pressure off your team.

They can take over routine tasks like confirming appointments, sending reminders, updating records, or checking insurance details. Basically all the jobs that often interrupt your team’s focus during the day. With that work handled, your staff isn’t constantly switching between patients and paperwork, and your time goes where it matters most; CARE!

You can adjust their hours as needed without taking on the cost or commitment of a full-time hire. Whether you’re working alone or running a growing team, a virtual assistant for doctors helps keep day-to-day operations manageable.

If you’re wondering what a virtual assistant can do beyond basic tasks, we’ve covered that in detail in our full blog on the benefits of hiring a medical virtual assistant. Feel free to check it out when you’re ready to hire a VA for your practice.

Must-Have Skills of a Great Medical Virtual Assistant

Skill	Why It Matters
Communication & Empathy	They’ll speak with patients, relay messages, and respond to sensitive concerns. Clear, respectful communication is essential.
Organization & Multitasking	A medical VA may balance scheduling, emails, chart updates, and follow-ups at once. Staying organized keeps things from falling through the cracks.
EHR Knowledge	Familiarity with systems like Epic or Cerner helps them input and retrieve patient data accurately and quickly.
Medical Terminology	Understanding basic terms helps them process forms, transcribe notes, and follow provider instructions without confusion.
HIPAA Compliance Awareness	Patient data must be handled carefully. Certified medical virtual assistants should follow all privacy protocols from day one.
Tech Fluency	They’ll likely work in Zoom, Slack, EHRs, and Google Workspace daily. Comfort with these tools reduces friction.

When searching for the best virtual medical assistant, these are the non-negotiables. Without them, it’s just another admin assistant. With them, it’s someone who fits your workflow, understands your world, and saves you real time.

Sample Templates: Medical Assistant Job Description for Resume & Hiring Use

Whether you’re hiring or applying, a clear job description helps avoid back-and-forth and sets the right expectations from the start.

Below are two practical templates: one for clinics or recruiters to use when hiring and one for professionals looking to highlight their experience using a strong medical assistant job description for resume building.

Virtual Medical Assistant Job Description Template (For clinic owners and hiring managers)

Job Title: Virtual Medical Assistant

Location: Remote

Job Type: Full-Time / Part-Time

Overview:

We want the support of a detail-oriented and reliable virtual medical assistant in our healthcare team. This is a remote role where we want you to handle everyday administrative and patient support tasks like scheduling, insurance checks, EHR updates and follow-ups.

You will be working closely with our physicians and staff members, and you are expected to ensure smooth operations behind the scenes.

Key Responsibilities:

Manage appointments, schedule changes, and reminders
Answer phone calls and respond to patient emails/messages
Update electronic health records accurately and on time
Verify insurance details and process prior authorizations
Assist with billing-related documentation
Handle post-visit communication and follow-ups

Qualifications:

1–3 years of experience in healthcare admin (virtual or on-site)
Familiarity with EHR systems (e.g., Epic, Cerner, Kareo)
Strong communication skills (written and verbal)
Knowledge of HIPAA regulations
Comfort with tools like Google Workspace, Zoom, and secure messaging apps

Feel free to use this job description as it is or tweak it to better fit how your team works and the tools you use day to day.

Resume Objective + Duties Example (for job seekers and VAs writing a CV)

Resume Objective:

I am an organized and dependable medical assistant, having hands-on experience in remotely providing support. I am skilled in scheduling, EHR management, and patient communication. Presently, I am seeking a virtual position where I can use my healthcare admin skills to help clinics and teams improve their patient experience.

Core Skills & Tools:

EHR platforms (Epic, AdvancedMD)
Appointment scheduling & follow-ups
HIPAA-compliant communication
Insurance verification & prior authorizations
Google Workspace, Zoom, Slack

Medical Assistant Job Duties for Resume:

Scheduled and confirmed patient visits across time zones
Maintained up-to-date EHR notes and supporting documents
Handled prescription refill requests and secure messaging
Assisted with basic billing entries and claims tracking
Provided after-visit instructions and follow-up coordination

These examples aren’t one-size-fits-all—but they should save you from starting with a blank page. Use them to write clearer job posts or stronger resumes; just make sure they reflect how you actually work. A good fit starts with being specific.

Tools & Tech Stack Used by Medical VAs

Medical VAs rely on a handful of tools to do their jobs well. Nothing complicated, but they need the right access.

Most clinics rely on an EHR system—whether that’s Epic, Cerner, or something smaller like Kareo. Your VA doesn’t need to master the whole platform, but they should be able to update visit notes, attach documents, and pull patient info without holding up the provider.

Zoom is often used for daily check-ins or note-taking during telehealth consults. For quick back-and-forth with the team, RingCentral or any HIPAA-compliant chat platform works just fine.

When it comes to documentation, Google Drive and Excel are the go-to tools—used for tracking inventory, organizing referrals, or prepping intake forms. Nothing fancy, just clean and shared.

If you’re hiring from a different country or time zone, using healthcare virtual assistant time tracking software like Time Doctor or Hubstaff can help. It keeps hours transparent, lets you spot any gaps, and makes it easier to build trust when you’re not in the same office. If you want to delegate management of the tech stack and the medical VA, contact us today!

The tech doesn’t need to be complex, just consistent! Get your tools sorted early, and most medical VAs will adjust to your systems quickly.

How to Hire a Medical Virtual Assistant?

Hiring a medical VA can save your team hours if you get the setup right. Here’s what to focus on:

Know What You Actually Need

Start by listing the medical assistant job responsibilities you want to delegate e.g. scheduling, billing, updating records, patient calls, or insurance checks. This helps you avoid vague job posts and mismatched hires.

Choose the Right Hiring Model

You can hire a freelancer, work with virtual medical assistant companies, or go through a staffing partner like Invedus Outsourcing for dedicated, pre-vetted talent. Freelancers are fast to onboard but often lack healthcare experience. Good companies handle HIPAA compliance and vetting, which saves time and risk.

Be Clear in the Role Description

Outline expected tasks, working hours, software used, and whether prior healthcare experience is non-negotiable. If you’re hiring a virtual assistant for doctors offices, be specific about how they’ll work with your front desk, billing team, or clinical staff.

Screen for Healthcare Readiness

Look for comfort with EHR systems, familiarity with patient communication, and understanding of HIPAA basics. If they’ve never worked with patient data or can’t describe typical workflows, that’s a red flag.

Red Flags to Watch For:

– No HIPAA knowledge or compliance process.

– Unclear or unrelated work history.

– No references or relevant examples.

– Doesn’t know common tools like Epic or Google Drive.

– No plan for secure communication.

Start With a Trial Period

A short paid trial—2 to 4 weeks is enough to see if they can work independently and follow through without needing constant reminders.

Set Up Onboarding Early

Give access to tools, explain how your systems work, and define when and how updates should be shared. A few Loom videos or shared checklists can speed things up more than calls.

Hiring the right virtual assistant comes down to staying clear on the job, avoiding common mistakes, and building a simple process. Otherwise, you can outsource the entire thing and let outsourcing partners like Invedus take care of finding, vetting, hiring, and administrating the medical VA.

How Much Does a Medical Virtual Assistant Cost?

A business or entrepreneur can hire a virtual medical personal assistant affordably as compared to onboarding an in-house admin. Not to forget, you have flexibility and lower overhead if you choose the prior option.

Cost to hire and sustain also varies on geography, complexity of tasks, and if you hire them through freelancing networks or dedicated outsourcing partners.

Here’s an average cost of hiring medical virtual assistants:

Hiring Model	US-Based VAs	Overseas VAs (PH, India, LATAM, SA)
Freelancers (Hourly)	$20 – $80+ per hour	$4 – $10 per hour
Freelancers (Monthly)	$400 – $1,200	$600 – $1,000
Agency VAs (Monthly)	$800 – $1,500	$1,200 – $2,000
Executive-Level / Bilingual VAs	$2,000+	$1,500 – $2,500

The cost to hire a VA in healthcare also changes as per experience, certifications, and knowledge of advanced tasks like billing, insurance, and physician support.

A virtual administrative medical assistant will manage your inbox, schedules, and EHR updates, which will cost far less than someone who will be responsible for billing, prior authorizations, and HIPAA-sensitive communication.

Some outsourcing partners offering virtual medical assistance may ask for a charge upfront, but that includes security protocols and managed onboarding. However, that saves a lot of time and money and avoids risks in the long term.

When you compare it with the cost of hiring an in-house talent, you’ll also be responsible for payroll, equipment, and compliance. On the other hand, a medical VA will save you all that trouble.

Preferential Support for Mental Health Professionals

Choosing the Right Medical VA: Who Needs One, and Where to Find the Right Help?

If administrative overload is starting to affect patient care or team morale, hiring a medical virtual assistant is the right fix, though the bigger question is how to hire.

Going the freelance route may save a little up front, but it also means doing your own vetting, training, and onboarding. That’s time-consuming, mainly for small teams already stretched thin.

That’s why many clinics now turn to virtual assistant services for medical practice providers who specialize in healthcare support. These partners handle HIPAA-compliant hiring, tool access, and performance oversight, helping you skip the trial-and-error phase entirely.

So who benefits the most? Solo doctors needing part-time support, growing clinics that can’t afford admin bloat, and telehealth teams looking for scalability without adding full-time staff.

At Invedus, we provide the best medical practice virtual assistant services that find, vet, and hire for you trained, reliable VAs from India who understand EHRs, billing, patient workflows, and real-time communication.

Reach out for a quick consult. If it’s the right fit, you’ll save hours each week and a lot of hiring headaches.