Focus on Patient Care
We Handle Your Administrative Tasks
Focus more on patient care when you engage virtual medical assistants (VMAs) to streamline processes, optimize workflow, and reduce staffing costs.
Spend More Time With Patients,
Less Time In Paperwork
Preauthorization and Insurance Verification
Get approved without delay. Our VMAs can help you navigate policy complexities so that your patients immediately get the care they need.
Virtual Office Administration
Free your staff from time-consuming tasks. We manage patient records and process paperwork so that you can focus on delivering quality care.
Calendar Management
Our VMAs ensure a smooth patient flow. They help schedule appointments and send patient reminders to optimize your hours.
Bookkeeping, Accounting, and Payroll
Streamline medical billing with the help of our VMAs. Their expertise helps minimize errors and maximize reimbursements for improved cash flow.
Healthcare Marketing
Reach more patients and grow your practice organically. Our VMAs can effectively craft and implement targeted online medical marketing strategies.
Medical Scribe and Transcription
Maintain accurate medical records with our scribes. They transcribe encounters accurately and in real-time, allowing you to spend more time with patients.
Practical & Affordable
For All Medical Practices
Primary Care Physicians (PCPs)
Family Medicine
Internal Medicine
Neurologists
Oncologists
Psychologists and Psychiatrists
Dermatologists
Obstetricians and Gynecologists
Podiatry
Urology
Dentists
Cardiologists
Orthopedic
Gastroenterology
Practical & Affordable For All Medical Practices
Primary Care Physicians (PCPs)
Dentists
Dermatologists
Internal Medicine
Orthopedic
Podiatry
Oncologists
Psychologists and Psychiatrists
Family Medicine
Cardiologists
Obstetricians and Gynecologists
Neurologists
Gastroenterology
Urology
Our Medical Virtual Assistant Services
Virtual Medical Receptionist
Greet your patients with a friendly and cheerful front desk experience. Our virtual medical reception services cover basic inquiries and appointment setting, giving your patients the perfect first impression.
Provider Support
Ensure your doctors have time for what matters most by providing dedicated virtual support. You can rely on our VMAs to cover various back-office processes directly related to patient care, such as charting and research.
Medical Billing
Get complete and prompt reimbursements with the help of our VMAs. We optimize the medical billing process, from claim preparation and submission to payment posting and patient billing.
Medical Coding
Maximize revenue, reduce denials, and ensure compliance. Our certified medical coders translate diagnoses and procedures into accurate codes, improving your practice's revenue cycle efficiency.
Virtual Medical Scribe
Enhance doctor productivity and ensure complete medical records with our virtual transcription services. We use specialized and secure software to document doctor-patient encounters in real time within the patient’s EHR.
Virtual Patient Coordinator
Ensure a positive healthcare journey for every patient. Our virtual coordinators ensure patients are well taken care of, from intake and pre- and post-appointment to portal management and insurance verification.
Remote Patient Monitoring
Provide proactive and preventative patient care through our remote monitoring services. We can help you gain real-time and frequent access to data so that you can prioritize in-person visits and give patients the care they deserve.
Virtual Administrative Assistant
Say goodbye to daunting back-office tasks and work overload. We offer virtual administrative support for routine tasks, such as scheduling, email management, and data entry, so that you can focus on your core service—patient care.
Virtual Medical Receptionist
Greet your patients with a friendly and cheerful front desk experience. Our virtual medical reception services cover basic inquiries and appointment setting, giving your patients the perfect first impression.
Provider Support
Ensure your doctors have time for what matters most by providing dedicated virtual support. You can rely on our VMAs to cover various back-office processes directly related to patient care, such as charting and research.
Medical Billing
Get complete and prompt reimbursements with the help of our VMAs. We optimize the medical billing process, from claim preparation and submission to payment posting and patient billing.
Medical Coding
Maximize revenue, reduce denials, and ensure compliance. Our certified medical coders translate diagnoses and procedures into accurate codes, improving your practice's revenue cycle efficiency.
Virtual Medical Scribe
Enhance doctor productivity and ensure complete medical records with our virtual transcription services. We use specialized and secure software to document doctor-patient encounters in real time within the patient’s EHR.
Virtual Patient Coordinator
Ensure a positive healthcare journey for every patient. Our virtual coordinators ensure patients are well taken care of, from intake and pre- and post-appointment to portal management and insurance verification.
Remote Patient Monitoring
Provide proactive and preventative patient care through our remote monitoring services. We can help you gain real-time and frequent access to data so that you can prioritize in-person visits and give patients the care they deserve.
Virtual Administrative Assistant
Say goodbye to daunting back-office tasks and work overload. We offer virtual administrative support for routine tasks, such as scheduling, email management, and data entry, so that you can focus on your core service—patient care.
We go beyond
resumes so that you get the best.
At Unity Communications, we take pride in our highly selective hiring process for VMAs. Our candidates undergo meticulous screening, comprehensive testing, and specialized training.
This process is part of our commitment to fostering excellence within our organization and delivering exceptional healthcare services.
The results? An elite pool of unmatched, highly proficient VMAs that offers enhanced patient care and provides peace of mind for your practice.
Why Choose Our Virtual Medical Assistants?
Trained Healthcare Professionals
Our VMAs are certified medical professionals who understand your workflow and industry language.
HIPAA Certification
We require our VMAs to complete a training program on HIPAA and other data privacy best practices to protect patient data.
Adaptability to Any EMR/EHR
Our services seamlessly integrate with any EMR/EHR system, maximizing your existing technology.
Top-Tier Talent
Every VMA undergoes a thorough vetting and selection process to ensure our clients receive the most qualified talent.
Dedicated Virtual Assistant
We give our clients dedicated VMAs to guarantee optimal personalized support and continuity for their practice.
Cost-Efficient Service
Get the expertise you need to boost efficiency without breaking the bank. Our services start at $9.50 per hour, with no hidden fees!
Cost-Efficient Support Tailored to Unlock
Your Practice’s Full Potential
Our VMAs become an extension of your team. They understand your unique challenges and customize solutions to complement your practice.
They work to reduce your administrative burdens so that you can direct your resources to what truly matters—delivering exceptional patient care and growing your practice.
HIPAA Compliance
Reduce risks, enhance focus, and unleash the full potential of your practice. We are HIPAA-compliant, ensuring the highest level of security for your patient’s sensitive health information.
Cost-Efficient Support Tailored to Unlock Your Practice’s Full Potential
Our VMAs become an extension of your team. They understand your unique challenges and customize solutions to complement your practice.
They work to reduce your administrative burdens so that you can direct your resources to what truly matters—delivering exceptional patient care and growing your practice.
HIPAA Compliance
Reduce risks, enhance focus, and unleash the full potential of your practice. We are HIPAA-compliant, ensuring the highest level of security for your patient’s sensitive health information.
Healthcare Reimagined: Optimized Care Through Expert Support
Create a smoother workflow with our VMAs. They handle time-consuming administrative tasks to empower healthcare providers to:
- See more patients.
- Conduct thorough consultations.
- Provide personalized care.
- Spend more time on innovation.
- Build stronger relationships.
Virtual with a Human Touch: The Future of Healthcare Starts Here
Virtual doesn’t have to be impersonal. When you work with us, you work with real people.
Our VMAs are dedicated to giving your patients the personalized touch they deserve.
They understand the nuances of patient communication. VMAs easily foster trust, build relationships, and create a positive healthcare experience.
Virtual with a Human Touch: The Future of Healthcare Starts Here
Virtual doesn’t have to mean impersonal. When you work with us, you work with real people.
Our VMAs are dedicated to giving your patients the personalized touch they deserve.
They understand the nuances of patient communication. VMAs easily foster trust, build relationships, and create a positive healthcare experience.
Hear Our Virtual Medical Assistants on the Phone
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See What Our Happy Clients Have to Say
“Thanks to Unity Communications, we boosted customer satisfaction ratings by 20%, reduced operating costs by 15%, and response times by 30%.”
“The team holds monthly check-ins to address issues. Moreover, they excellently supply talented professionals for every service needed.”
“The virtual assistant they recruited freed up a tremendous amount of time for us. The team established an effective workflow through great communication.”
“Unity Communications’s work met our expectations. Their great understanding of the task at hand ensures quality results. Their responsiveness and thoroughness keep the partnership going.”
“Unity Communications met all needs and handled 90% of the user requests, saving the in-house team a tremendous amount of time. Highly professional, they became a reliable partner and delivered ahead of the deadlines.”
“The team was able to master the role in just two weeks, allowing me the time and energy to grow my business. They provide simple, efficient assistance at an excellent rate.”
Hear from Our CEO
“Our journey at Unity Communications began with two major goals: helping businesses find cost-efficient ways to grow and providing talented individuals with sustainable careers.
Thus, we are committed to supporting healthcare practices in navigating the ever-evolving medical landscape through top-tier talent.
We’re here to help you create a healthcare environment where patients receive the best possible care by maximizing efficiency, optimizing costs, and ensuring compliance behind the scenes.”
Patrick Brown
CEO and Founder of Unity Communications
Hear from Our CEO
“Our journey at Unity Communications began with two major goals: helping businesses find cost-efficient ways to grow and providing talented individuals with sustainable careers.
Thus, we are committed to supporting healthcare practices in navigating the ever-evolving medical landscape through top-tier talent.
We’re here to help you create a healthcare environment where patients receive the best possible care by maximizing efficiency, optimizing costs, and ensuring compliance behind the scenes.”
Patrick Brown
CEO and Founder of Unity Communications
Hiring Virtual Medical Assistants: A Comprehensive Guide
Virtual medical assistants (VMAs) are indispensable allies of healthcare providers. These professionals adeptly provide clinical support, harnessing advanced telecommunication tools to streamline operations and elevate patient care standards.
From expediting administrative processes and facilitating seamless telemedicine consultations to ensuring stringent healthcare regulatory compliance, VMAs are pivotal in optimizing practice workflows and enhancing service quality.
This guide explores the significance of VMAs and how they can be assets and catalysts for efficiency, accessibility, and excellence in patient care delivery.
Read until the end to gain more insights.
Understanding the Role of a VMA
A VMA is a remote healthcare professional who helps medical organizations with administrative and clinical functions to improve practice operations and patient care. Their specific functions include:
- Administrative efficiency. VMAs specialize in administrative activities involving scheduling, registration, billing, and electronic health record (EHR) maintenance. They streamline office management and allow for more concentrated patient care.
- Telecommunication facilitation. VMAs speed up provider-patient contact, telemedicine consultations, and documentation. They also improve care accessibility, particularly in distant or underserved locations.
- Clinical support. VMAs provide critical medical assistance by evaluating patients, remotely monitoring vital signs, balancing prescriptions, educating patients, and enhancing health outcomes.
- Compliance and security. VMAs adhere to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) throughout virtual interactions. Their competence protects patient confidentiality and data integrity.
VMAs use the following telecommunication technologies to perform their responsibilities:
- Video conferencing platforms. VMAs use Zoom, Microsoft Teams, or Cisco Webex to conduct virtual meetings, telemedicine, and remote training with healthcare personnel and patients.
- Secure messaging systems. VMAs utilize Slack or Microsoft Teams to communicate securely with healthcare providers and personnel, allowing immediate replies, file sharing, and task collaboration.
- EHR systems. VMAs employ EHR systems (e.g., Epic, Cerner, or Athenahealth) to access patient information, contact clinicians, and coordinate treatment.
- Telemonitoring devices. VMAs leverage telemonitoring equipment, such as blood pressure cuffs, glucometers, or wearable sensors, to remotely measure vital signs and collect real-time data.
- Telehealth platforms. VMAs depend on telehealth technologies such as Amwell, Teladoc, and Doxy.me for remote appointments. These programs include secure video conferencing, chat, and file-sharing capabilities.
- Document management systems (DMS). VMAs securely store, organize, and share medical and administrative documents using Google Drive, SharePoint, Dropbox, and other safe DMS programs.
How VMAs Differ From Traditional Medical Assistants
VMAs operate remotely, unlike on-site medical assistants. Both perform administrative and clinical functions, but VMAs use telecommunication technologies from virtual offices. On the other hand, traditional medical assistants assist with in-person patient encounters in hospitals, clinics, and private offices.
Furthermore, VMAs support healthcare practitioners and patients from different areas, whereas on-site assistants are confined to specific practices or institutions. They also require extensive technical knowledge of virtual platforms, while on-site assistants emphasize hands-on care and personal contact.
Despite their distinctions, both positions are critical to ensuring effective healthcare delivery and meeting patient and provider requirements.
Identifying Your VMA Needs
Defining your VMA needs is vital to improving your healthcare practice’s operations and ensuring the efficient integration of remote support professionals. Here are critical elements to help you examine and determine your VMA requirements:
- Workflow analysis. Analyze workflows to identify places where VMA support might improve efficiency. Identify time-consuming, repetitive, or resource-intensive jobs to delegate.
- Skill requirements. Outline the skills that VMAs must have to accomplish their roles effectively. Include administrative (scheduling, billing, and EHR) and clinical skills (terminology, telehealth communication).
- Workload evaluation. Assess the workforce and workload to determine VMA requirements. Consider patient volume, scheduling, and peak periods to ensure enough coverage and assistance.
- Technology infrastructure. Evaluate the technical infrastructure for VMA cooperation. Ensure compatibility with telecommunications, messaging, and EHR systems for smooth communication and data transfer.
- Compliance concerns. Learn about healthcare rules such as HIPAA for VMA usage. Train VMAs on compliance and ensure they follow regulatory norms when working remotely.
- Communication protocols. Establish explicit communication requirements for VMAs and practice teams. Create virtual meetings, communications, and task assignment channels to promote successful cooperation.
- Performance metrics. Define key performance indicators (KPIs) for measuring VMA impact. Track criteria such as scheduling efficiency, patient satisfaction, and revenue performance to assess the value of VMA assistance.
- Scalability plans. Consider personnel scalability for future development. Think about how development into new service lines, changes in patient demographics, and technological improvements affect VMA requirements.
Benefits of Hiring VMAs Through Outsourcing
Hiring VMAs through outsourcing benefits healthcare professionals, practices, and patients. This practice increases efficiency, accessibility, and quality of care. Let us check the details:
- Cost-effective services. VMAs operate remotely, lowering the cost of office space, equipment, and utilities. This feature makes them an economical staffing choice for healthcare practices.
- Flexible services. Third-party VMAs offer open schedules, aiding providers during peak periods, nights, and weekends. This adaptability successfully accommodates variations in patient volume and scheduling preferences.
- Expanded talent pool. Outsourcing VMAs provides more access to varied talent, regardless of location. Medical firms can hire competent individuals with specialized knowledge and language abilities, improving patient care.
- Enhanced productivity. VMAs streamline administrative duties such as scheduling and invoicing, allowing physicians to focus on patient care. They improve practice efficiency by lowering administrative costs.
- Improved patient access. VMAs support telemedicine by increasing care access for remote patients. They provide prompt advice and medications, removing physical obstacles to healthcare access.
- Better patient engagement. VMAs strengthen patient engagement by delivering timely reminders for visits and refills, promoting care continuity and satisfaction.
- Assured compliance and security. Third-party VMAs are HIPAA-compliant, guaranteeing privacy and security in virtual interactions and documentation and protecting patient confidentiality.
- Scalable operations. VMAs provide versatility for practice volume fluctuations. Clinical practitioners can adjust VMA and healthcare offshore services to optimize resource allocation and practice management.
- Optimized practice. VMAs improve procedures by helping with inventory and personnel management. Their adaptability facilitates operations, allowing providers to concentrate on development and patient care.
Hiring the Right VMAs Through a BPO Provider
Choosing a trustworthy business process outsourcing (BPO) enterprise to supply VMAs requires a strategic approach to guarantee alignment with your practice’s objectives and goals. Follow these steps:
- Specify your requirements. Define VMA responsibilities and qualifications. Consider administrative and clinical activities and specialized skills or certifications that might be necessary.
- Investigate BPO providers. Seek healthcare outsourcing services from reliable BPO organizations with medical experience and HIPAA compliance.
- Assess the service provider’s skills. Evaluate third-party providers for suitability. Look for specialized solutions, a flexible workforce, and intense VMA training and support programs.
- Review VMA profiles. Collaborate with BPO prospects to align VMA skills with practical requirements. Consider VMAs’ education, language proficiencies, and healthcare experience.
- Conduct interviews. Virtual interviews measure VMAs’ communication, professionalism, and suitability for your practice. Inquire about experience, technical skills, and healthcare responsibilities.
- Request references. Ask for references to check third-party VMAs’ performances. Speak with healthcare practitioners to gain insight into patient satisfaction.
- Consider trial durations. Perform experiments before making a long-term commitment. Assess competencies, flexibility, and alignment with the healthcare practice’s workflow and culture.
- Set clear expectations. Communicate your expectations and metrics with potential business process outsourcing companies. Provide extensive training, orientation, and assistance for proper duty performance.
- Track performance. Monitor VMA performance, provide feedback, and assess KPIs for improvements in practice operations and patient care.
- Adjust as required. Adapt personnel and duties in response to practice needs, provider and patient feedback, and healthcare developments.
Legal and Ethical Considerations for VMAs
Legal and ethical issues are crucial when employing VMAs from a BPO provider. Examine key considerations:
- HIPAA compliance. Complying with HIPAA is critical to protecting patient privacy. VMAs must adhere to the rules when dealing with protected health information (PHI). BPO businesses must set robust security measures.
- Data security. VMAs and BPO firms must emphasize privacy protection and HIPAA compliance. They must also ensure secure communication, software upgrades, and VMA cybersecurity training.
- Practice scope. VMAs must remain within their mandate, avoiding duties that require clinical judgment. Service providers should set clear rules to guarantee legal compliance.
- Patient consent. Before conducting telemedicine consultations, VMAs should acquire patients’ informed permission. Patients must understand the responsibilities, dangers, and restrictions.
- Cultural competence. VMAs should demonstrate cultural sensitivity and respect for all origins, traditions, and beliefs. They must avoid using discriminatory or disrespectful words and actions.
- Continuous education. VMAs need ongoing training to stay updated on regulations and tech. Third-party partners should provide regular training to keep VMAs competent.
- Documentation and recordkeeping. Accurate documentation is vital for legal compliance. VMAs should maintain thorough, organized records, following established protocols for record-keeping.
- Confidentiality agreements. VMAs sign non-disclosure agreements (NDAs) to protect sensitive information. Service providers must include confidentiality clauses in business process outsourcing agreements to reinforce privacy commitments.
- Ethical conduct. VMAs must uphold moral standards in interactions, including integrity, professionalism, and respect for patient autonomy and dignity.
Training and Onboarding for VMAs
Training and onboarding ensure VMAs have the appropriate skills, knowledge, and tools to perform their roles within expectations in a remote healthcare setting. The following are some pointers for this process:
- Orientation. Give VMAs a complete orientation that covers practice regulations, team introductions, role descriptions, and expectations for professionalism and communication.
- Technical training. Prepare VMAs for their roles by training them on technology tools such as EHR systems and communications applications. Offer hands-on practice and troubleshooting assistance.
- HIPAA conformity. Teach VMAs about HIPAA standards, privacy policies, and security protocols. Emphasize patient confidentiality, EHR security, and HIPAA compliance.
- Clinical training (if necessary). Train VMAs in clinical activities such as terminology, patient evaluation, and drug management. Provide supervised practice to establish competence and confidence.
- Communication skills. Demonstrate practical communication abilities in virtual healthcare. When interacting with patients and coworkers, emphasize etiquette, active listening, clear communication, and cultural awareness.
- Role-specific training. Customize VMA training to match job descriptions. Provide specific directions for administrative and clinical duties such as scheduling, billing, and telemedicine assistance.
- Help and feedback. Provide VMAs with direction and input as they adapt. Encourage open communication, respond to issues swiftly, and provide constructive comments for improvement.
- Performance review. Regularly examine VMAs to determine their proficiency and productivity. Evaluate KPIs, identify areas for improvement, and work together to develop successful action plans.
Managing VMAs Through a BPO Provider
Managing VMAs via a nearshore or offshore BPO provider demands clear communication, expectations, and support for seamless integration. Adhere to these guidelines:
- Develop clear expectations. Define VMA roles and expectations explicitly. Job descriptions must include details about work and KPIs for success.
- Implement effective communication. Encourage open communication between the VMAs, BPO vendors, and the healthcare team. Use technology to host virtual meetings and provide rapid feedback.
- Schedule meetings. Schedule frequent check-ins with VMAs to review progress and goals. Review metrics, fix issues, and provide advice.
- Provide training and assistance. Supply comprehensive training and continuing support for VMA success. Provide access to materials on best practices and processes.
- Establish specific metrics. Determine quantifiable KPIs for VMA productivity, accuracy, and efficiency. Carefully monitor scheduling, patient satisfaction, and quality requirements.
- Encourage professional development. Nurture VMAs’ advancement via instruction and recognition. Encourage program participation and recognize accomplishments to keep people motivated.
- Respond quickly to difficulties. If VMAs experience issues, give training or guidance to help overcome them.
- Facilitate cooperation. Encourage VMA collaboration among healthcare team members. Provide chances for cooperation, information exchange, and cross-training to increase patient care efficiency.
- Evaluate and adapt as warranted. Conduct regular evaluations of VMA performance. Use feedback to determine your strengths, places for development, and growth potential. Adjust the support accordingly.
- Maintain involvement and motivation. Recognize and inspire VMAs to be positive. Motivate workers by celebrating successes, acknowledging effort, and rewarding excellent performance.
Evaluating the Impact of Hiring VMAs
Measuring the effects of employing VMAs entails weighing several aspects, including practice efficiency, patient satisfaction, and overall effectiveness. Consider these strategies for evaluating the impact of VMAs:
- Practice efficiency. Assess the impact of VMAs on practice efficiency using KPIs such as appointment scheduling, patient wait times, and billing accuracy. Compare pre- and post-VMA data to measure and enhance further.
- Productivity. Using patient volume and paperwork time indicators, examine VMAs’ effects on productivity. Determine if they help providers focus on patient care, increasing throughput and income.
- Cost savings. Calculate the money saved from hiring third-party VMAs over on-site workers, considering decreased costs, increased productivity, and improved revenue management for verifiable advantages.
- Patient satisfaction. Using questionnaires or interviews, obtain patient input on the influence of VMAs. Evaluate scheduling, communication, and overall experience to enhance care quality.
- Quality of care. Analyze the impact of VMAs on care delivery by looking at clinical outcomes, treatment plan adherence, and follow-up rates. Assess patient satisfaction with telehealth and support services.
- Employee satisfaction. Examine the influence of VMAs on staff satisfaction and morale at your practice. Collect comments from healthcare professionals and administrative workers to determine their perceptions of task distribution and collaboration effectiveness.
- Compliance with rules. Ensure that VMAs follow regulatory standards, including HIPAA and data security laws. Conduct audits and training sessions to verify legal and ethical virtual interactions and documentation.
The Bottom Line
Virtual medical assistants enhance practice efficiency, patient access, and care quality. They utilize telecommunications technology for administrative, telemedicine, and clinical care tasks and HIPAA compliance.
Hiring VMAs through a BPO provider has various advantages. However, workers must be properly optimized and integrated into the healthcare team to maximize these perks.
Let’s connect if you are considering hiring virtual medical assistants. Unity Communications can help you find the perfect fit for your practice’s needs!
