Hiring In-House Employees vs Hiring a Virtual Assistant: Which is Right For Your Business?

Hiring an In-House Employee

An in-house employee can directly control the clinic’s administrative tasks from the clinic itself. Thanks to their presence, they can greet patients directly, manage equipment hands-on, and directly assist with procedures. Providers can also supervise them directly and more easily. On the other hand, hiring in-house employees cost more.

Hiring a Virtual Employee

Virtual assistants, as their title suggests, are remote workers who excel at completing tasks without ever being at the clinic. They manage electronic health records, schedule appointments, and handle patient communications using online tools and applications. Although providers aren’t able to supervise them much, considering the nature of their work, they don’t necessarily require as much supervision in the first place. On top of that, virtual assistants are also more cost-effective.

The Key Differences Between In-House Assistants and Virtual Assistants

While both complete administrative tasks for a medical clinic, both also have defining differences.

Cost Considerations

Hiring an in-house assistant generally costs more than hiring a virtual assistant since the former can have fixed salaries and benefits, and that doesn’t even consider the cost of maintaining an office infrastructure. In contrast, virtual assistants offer a more affordable alternative since they can be hired by the hour or on a project-by-project basis.

Office Space and Virtual Space

One of the things that affect the cost of hiring in-house employees vs. virtual assistants is office space and equipment. An in-house assistant will require desks, computers, and office supplies, among many others. These are costs that are removed when the clinic opts for a virtual assistant. The provider may still need to pay for tools and software, but other than that, virtual assistants operate from their own setups and leverage their own digital tools.

Flexibility

A virtual assistant is significantly more flexible than an in-house assistant. Unlike in-house assistants, who are mostly bound by fixed hours, virtual assistants can work across different time zones and can adjust their schedules to match the needs of the clinic. This adaptability is highly essential whenever the provider requires assistance outside clinic hours.

Scalability

Virtual assistants are also highly beneficial for practices whose operations scale a lot. Some practices may see a higher influx of patients in certain seasons and fewer in others. Virtual assistants are useful for this. The provider can hire either more VAs or extend their hours in busy seasons and reduce their hours in slow seasons. This is something providers can’t do with an in-house assistant who is paid on fixed hours.

Expertise and Specialization

Virtual assistants often possess niche expertise that makes them a valuable asset to healthcare providers that operate in specialized fields. They have deep experience across multiple practices, which has granted them skills in areas such as medical billing, transcription, or insurance claims, regardless of field.

On the other hand, most in-house assistants need to be trained to perform specialized tasks, which require time and additional resources. Virtual assistants are able to contribute effectively from day one.

Control and Collaboration

Clinics that hire an in-house assistant are granted quicker access to them, thus allowing for immediate feedback and close collaboration. Physicians are able to monitor them more closely, ensuring they meet the needs of the clinic. On the other hand, virtual assistants operate on structured workflows and clear communication protocols. They can still be easily communicated by using conferencing tools and messaging apps, but some employers prefer a more direct and physical approach.

Onboarding and Training

The onboarding and training process between an in-house assistant and a virtual assistant varies greatly. An in-house assistant often requires extensive training, including familiarization with office protocols, EHR systems, patient interaction standards, and more. This process may take weeks if not months.

Virtual assistants do not require such training. Most VAs, especially in our day and age, have gone out of their way to train and qualify themselves for the position. The training they’ll most likely only need is the specific workflow of the clinic.

Considerations For an In-House Employee

Enhanced Team Cohesion

A team of in-house assistants gives the provider the opportunity for strong interpersonal connections, which has a positive effect on morale and productivity. Employees who work together in the same office space often develop rapport, making them collaborate more seamlessly. This is highly important in healthcare, where cohesion and teamwork can contribute greatly to patient care.

Accessibility During Business Hours

During office hours, accessibility is never in question when it comes to in-house assistants. They are present during operating hours and can address immediate needs. This is especially useful for busy practices who see a steady stream of patients.

Direct Supervision

One of the most significant advantages of hiring an in-house assistant is that the provider can have a face-to-face interaction with them, giving them the ability to supervise directly. Physicians or managers can closely monitor tasks and offer feedback in real time. This is the perfect setup for physicians who have this kind of managerial style.

Why You Should Hire a Virtual Assistant

Significantly More Cost-effective

One of the biggest advantages of hiring virtual assistants is they are the more cost effective avenue. Unlike full-time employees, many virtual assistants are freelancers or independent contractors, which means they don’t require employee benefits, insurance, or retirement contributions. Even if the physician does decide to hire a full-time virtual assistant, they will save on overhead costs.

Access to the Global Talent Pool

One of the biggest benefits of hiring a virtual assistant is that the employer will no longer be restricted to only hiring within their local area. They gain access to a global workforce of talented professionals, many of whom have vast experience and admirable skills. This wider talent pool access allows physicians to find the perfect assistant for their practice, often at a fraction of the cost of ap physically-present full-time employee.

Removed Need for Physical Office Space and Equipment

Since virtual assistants work remotely, they eliminate the need for additional overhead expenses such as additional desks, computers, supplies, and equipment maintenance. This is highly advantageous for small business owners who operate in urban areas where office space comes at a premium rate.

Flexible Contracts

Virtual assistants offer flexibility that doesn’t come with hiring in-house employees. Physicians can hire a virtual assistant hourly, part-time, or on a project basis. This allows them to adjust the rates of the VA according to how hectic the business operations are.

How to Make the Right Decision

Assess the Needs of Your Business

Start by analyzing the needs of the practice. Does it need an assistant who can tend to matters in the clinic directly, or can the administrative responsibilities be handled remotely? Understanding this is the first step to determining which model brings the most value to a medical practice.

Evaluate the Style of Your Operation

The way the medical business operates, as well as the company culture, may also have a hand in this decision. If the practice relies heavily on face-to-face interactions and teamwork, then opt for in-house assistants. If it can function without it, a virtual assistant can streamline the operations better.

Budget Considerations

The physician must also evaluate their financial situation and see which service the practice can afford. Comparing the cost of hiring a virtual assistant vs an in-house employee before making any decisions is vital here.

Management Style

The management style of the employee or physician also plays a factor in this decision. They may refer direct supervision so they can make corrections and adjustments on the spot, or they may be comfortable with minimal supervision and will only do scheduled meetings. Whichever one of these fits the physician’s style has a say in this decision.

Consider Long-Term Goals

The long-term goal of the clinic must also be considered in this decision. Will it be comfortable staying at its current level, or is it willing to go the extra mile and evolve with the changing tides of the medical industry? More and more practices have employed the services of virtual assistants mainly because more and more patients are opting for telehealth services and remote appointments. Virtual assistants can play a major hand in this initiative. Learning more about how to integrate the services of virtual employees is also a great way to future-proof the business and make it ready for whatever the future holds.

The Best of Both Worlds: Exploring a Hybrid Model

For many practices, it may be beneficial to use a hybrid model, wherein they hire one in-house administrative assistant and another virtual assistant. This is, of course, if the clinic’s budget can account for it. This approach allows the clinic to assign specific tasks that require a more hands-on, in-clinic approach, such as welcoming guests while outsourcing more complex and time-consuming tasks to virtual assistants.

This approach maximizes the efficiency of the practice as it leverages the strengths of both types of employees. It is highly beneficial for those who are transitioning to modern operational models and seamlessly integrates both traditional and digital workflows.

What To Do When You Want to Hire a Virtual Assistant

Seek Expert Consultation

Those who have never hired a virtual assistant before may find this new initiative tricky to manage at first. It’s advisable for such practices to consult with agencies such as DocVA so that the transition can be seamless.

Trial a Virtual Assistant

A trial period can also allow the practice to evaluate the skills and compatibility of the virtual assistant with the workflow of the practice. It can also help the VA familiarize themselves with the clinic’s operations. This trial period can help the physician see just how useful the services of a virtual assistant can be to clinical workflows.

Onboard

Once the practice has selected a virtual assistant, the next step is onboarding. During this phase, the clinic must provide detailed instructions on the clinic’s workflows, tools, and expectations. There must also be regular check-in schedules so that the physician can touch base with the assistant every once in a while. This removes the need for micromanagement.

Challenges of Hiring a Virtual Assistant and How to Overcome Them

Employing a virtual assistant can come with its own set of challenges. Thankfully, these challenges can be easily overcome.

Communication

One of the most common challenges a practice faces when they’re hiring a virtual assistant for the first time is maintaining effective communication. To overcome this hurdle, the practice must simply implement the right systems. The virtual assistant will remain accessible throughout the workday via communication platforms. The physician can take advantage of this.

On top of that, they can also setup regular meeting schedules so that matters that need to be addressed can be addressed accordingly.

Lack of Supervision

Virtual assistants work independently. This may create concerns about accountability and task completion, especially for employers and physicians who are accustomed to direct supervision. The physician must trust in the virtual assistant to complete the tasks that are assigned to them. They can also ask the VA to provide consistent updates regarding the status of certain tasks for the sake of transparency.

Technical Difficulties

Reliance on technology means technical issues are inevitable. Issues such as fluctuating internet connection, software issues, platform outages, or power outages can happen on the job. However, these issues can be easily mitigated by making sure the VA has access to reliable tools.

Hire the Best Virtual Assistants With DocVA

Those who are keen on hiring a virtual assistant but are unsure of where to begin can start right here: with us at DocVA. We specialize in connecting medical professionals with highly skilled virtual assistants who understand the needs of medical practices. Our VAs are carefully vetted to ensure the clinic’s administrative burden is mended while remaining compliant with industry standards.

Let the virtual assistants of DocVA streamline your operations today and experience the benefits of this amazing innovation firsthand.