The demand for efficient and streamlined administrative support has allowed remote administrative assistants to be more indispensable in the last couple of years. The work of these helpful assistants offers the solution to the common problem in healthcare clinics, which is the tendency of administrative tasks to pile up easily, preventing the clinic from being more efficient. Remote administrative assistants can take on these daunting tasks, allowing healthcare professionals to focus more on clinical duties rather than clerical burdens.
Benefits of Hiring a Virtual Administrative Assistant
With a skilled virtual administrative assistant under a clinic’s employ, the following benefits will slowly and surely start to take effect.
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Experts in Delegating tasks, Resulting in Smoother Operations
Virtual administrative assistants are experts in delegating tasks. They can handle various non-clinical responsibilities so that healthcare can save valuable time and focus more on on the crucial aspects of patient care. The administrative assistant can prioritize these tasks, manage deadlines, and keep healthcare operations running smoothly regardless of how hectic the clinic is.
Productivity and Efficiency are Increased
One of the main responsibilities of an administrative assistant is to increase productivity and efficiency. The administrative assistant will handle tasks before, during, and after patient visits. They will streamline daily operations and provide proactive support to help the clinic maintain a steady workflow. This will also allow the clinic to see more patients on a given day without bottlenecking tasks.
Elevated Patient Satisfaction
The virtual administrative assistant plays a crucial role in enhancing the experience of the patients. They can manage communication lines, make sure appointments are scheduled accordingly, and assist with billing, insurance, prescription, and more. This patient-centered service ensures patients receive timely and thoughtful assistance, which significantly improves the patient satisfaction level the clinic provides.
Scalability for Healthcare Practices
Hiring a remote administrative assistant offers the scalability a healthcare practice may need as it grows or scales down. An administrative assistant can be hired based on the exact needs of the medical business, meaning the service can be scaled up or down based on a number of factors. This can include patient demand and seasonal changes, among other things.
Broad Talent Pool
Hiring a professional who strictly does remote work allows the employer access to a vast pool of qualified candidates. No longer will physicians be restricted to just hiring virtual administrative assistants from their area; they can hire globally. This wider access ensures providers can find the best-suited worker for their practice regardless of their location.
Cost-Efficient Solution
A remote administrative assistant is considerably more cost-efficient than an in-house assistant. Remote work doesn’t require overhead expenses such as office space and utilities. Healthcare providers can also hire an administrative assistant on a flexible schedule. That way, they don’t have to pay for the salary of a full-time employee while still having access to the scribe whenever they are needed.
Challenges of Hiring Administrative Assistants
While there are significant benefits to hiring an administrative assistant, there are challenges that come with this initiative too.
Communication and Coordination
Given that the administrative assistant is working remotely, one of the primary challenges of this initiative is clear communication and coordination. If the healthcare provider and the virtual administrative assistant are not synchronized in terms of time difference, managing the secure channels, and miscommunications are common, delays and errors can happen a lot on the job.
Dependence on Technology
The work of a virtual administrative assistant relies heavily on digital tools, software, and technology as a whole. The assistant will have to utilize a range of tools, from email management apps and EHR systems to communication tools. Technical difficulties, such as network connectivity problems and power outages, can also restrict the VA from performing the various tasks that are assigned to them.
Data Security and Compliance
Data security and regulation compliance are of paramount importance in healthcare. As the administrative assistant is employing a remote work setup, they must adhere to proper protocols and only use secure communication channels to avoid data breaches. Non-compliance can easily happen if the administrative assistant is not extra careful.
Solutions to Common Challenges
Thankfully, the challenges that come with the administrative assistant service do have solutions as well. Being mindful of this will allow healthcare providers to navigate the tricky situation of this medical initiative and fully take advantage of the benefits that come with it.
Implementing Secure Communication Channels
To combat the communication and coordination issues that may come with remote work, and to mitigate potential risks of data breaches, the healthcare provider must establish secure and reliable communication channels. They must also make sure the platforms they use are compliant with HIPAA regulations. Secure tools ensure patient information remains confidential, and they streamline communication with the administrative assistant.
Set Proper Schedules
To avoid miscommunications and to allow the administrative assistant time to adjust to a different time zone, the healthcare provider must establish a proper schedule before onboarding the VA. Schedule meetings accordingly so that every party can adjust their hours and attend without a hitch.
Education on Regulatory Standards
Every administrative assistant must already be educated on regulatory standards. However, regulation changes over time, and it may be possible that the administrative assistant’s knowledge of regulations is outdated. Having said that, the healthcare provider can offer regular training sessions on HIPAA compliance, data management, and cybersecurity so that the administrative assistant can properly safeguard patient data.
Leverage Task Management Tools
Use task management tools to track the progress of the work of the administrative assistants. Task management tools also allow healthcare providers to track deadlines effectively. On top of that, virtual assistants can also use these tools to facilitate seamless coordination, minimize task overlap, and for task monitoring purposes.
Establish Backup Systems
As great as technology is in our day and age, they are not infallible. Downtimes and data loss can happen, and when they do, they can disrupt the virtual assistant’s workflow. Having backup systems in place ensures essential information remains accessible, functional, and, most importantly, secure in the event of technical issues. Having said that, cloud-based data backup solutions and alternative communication channels can ensure continuity in case of emergencies.
How to Choose the Right Virtual Administrative Assistant
In order to get the most out of the services of a virtual assistant, the healthcare provider must make sure they hire the right one for their medical practice. There are several factors the physician can take into account, such as skills and experience, as well as professional and educational background.
At Least High School Diploma Required
A high school diploma is the minimum qualification for entry-level positions, although some specialized fields and other employers may look for VAs who have a bachelor’s degree related to medicine. VAs who have advanced medical education often receive better opportunities and higher compensation.
Technological Proficiency
Given the virtual nature of the role, virtual administrative assistants must be technologically proficient in order to fulfill their job description. They will have to use tools such as EHR systems, scheduling software, office tools, and more. Not only will they need to be familiar with these systems, but they need to be technologically adept enough to adapt should they come across a new tool they have no prior experience with.
HIPAA Trained
HIPAA training is an essential background for every VA. Candidates should have a complete understanding of the principles of HIPAA compliance and the best practices when it comes to data security. A HIPAA-trained VA will be able to handle sensitive data and reports with the care and attention needed to protect them.
Necessary Skillset
Virtual assistants need hard and soft skills to complete the projects and tasks assigned to them on a regular basis. These skills can include:
Communication skills
Empathy
Organization
Attention to detail
Flexibility
Adaptability
These skills should allow the VA to provide valuable support and efficiently handle the fast-paced demands of the world of healthcare.
Relevant Experience
Candidates who have prior experience in the medical field, or in any different field where they have developed transferable skills that apply to the needs of the clinic are the ideal VAs. Not only does experience indicate familiarity with the workflow, but it will prevent them from making consequential errors.
How to Integrate Remote Administrative Assistants Into Your Healthcare Practice
Once the healthcare provider has found the perfect virtual assistant for them, these are the next steps they should consider so that the VA can integrate seamlessly into the medical practice.
Setting Up the Onboarding Process Remotely
Provide a clear and thorough overview of the clinic’s protocols, tools and software used, and other relevant information. This will allow the new hire to get acclimated quickly, thus allowing them to prepare better for the job. The healthcare provider must let the VA know about their scope of work, the tools they use, and every other relevant thing.
Establish Strong Communication Channels and Feedback Loops
Make sure to do regular check-ins and maintain a proper feedback loop so that the virtual assistant is always aligned with the objectives of the clinic. Schedule meetings regularly and do a progress review session every once in a while.
Establish Clear Goals
Let the VA know everything the medical clinic requires so that they can meet the expectations of the practice. Specific goals also allow virtual assistants to prioritize their responsibilities.
Maximize the Benefits of Remote Administrative Assistant Services With DocVA
Once you’re ready to take your career to the next level, contact us now and we will make sure that your practice is elevated through the services of a skilled virtual assistant. With a carefully selected talent pool, we stand out by delivering high-quality services to those in need.
Through us, you can improve your clinic’s efficiency and productivity, thus allowing you to offer better clinic services to patients.
About Nathan Barz, CEO, DocVA
Nathan Barz is dedicated to integrating virtual assistants into healthcare practices across the United States, Canada, and beyond. With firsthand experience in healthcare, he has successfully implemented virtual medical assistant services in numerous practices, improving profitability and service quality and reducing staff burnout. Nathan firmly believes virtual assistants are the solution to addressing staffing shortages and economic challenges in the healthcare industry.
