When you work in an industry that is as demanding and hectic as healthcare, you need to ensure that every member of your team is devoted and reliable. Every single body that actively contributes to patient care must have the right skills and mindset to assist you in providing better services to your patients, from your co-doctors and nurses to your billers and medical assistants.
That is the goal we will help you reach.
The role of a virtual office assistant is highly valued in today’s healthcare landscape. These virtual assistants provide invaluable support in reducing your administrative burden. They complete administrative tasks so that you are given more time and energy to focus on your patients.
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Why DocVA?
Partner with DocVA and you can work and rest easy knowing that you have trained experts looking after your medical practice. Our virtual assistants can streamline your operations, reduce your workload stress, and empower you to focus on delivering exceptional patient care.
DocVA is comprised of professionals who understand the unique challenges medical professionals face on a regular basis. As such, we let our virtual assistants undergo a series of rigorous training and thorough education so that they are more than prepared to fulfill your needs.
Through our assistants who are trained in HIPAA compliance, medical workflow, healthcare technologies, and more, DocVA promises a commitment to quality, professionalism, and client satisfaction.
Virtual Assistant Services You Can Rely On
A DocVA virtual office assistant offers a diverse range of services that are tailor-fitted to meet your very specific needs. Whether you require assistance in scheduling, billing, administrative tasks, or customer service, your virtual office assistant is trained and skilled to handle it all.
Handling Appointment Schedules
Efficient appointment management is crucial for any healthcare practice. This is one aspect of the virtual assistant job we consider highly seriously. Your administrative virtual assistant excels at handling appointment schedules. They’ll ensure that your schedule is packed and your patients are booked seamlessly.
The virtual assistant will also make sure that appointments are confirmed. On top of that, they will manage reschedules and cancellations.
Medical Billing and Coding Support
Billing and coding are vital for any medical practice, but this is also one of the clinic’s more time-consuming tasks. Many clinics employ a medical biller for this particular task, but a virtual office assistant is also trained to fulfill this role.
Your virtual office assistant will ensure that your billing processes are managed efficiently. They’ll see to it that claims are submitted promptly to reduce the risks of errors and delays.
Assisting in Patient Inquiries
Your patients will have a range of questions from time to time, and tending to every single one of them can be time-consuming for you. Your virtual administrative assistant can take over this task and handle patient inquiries with professionalism and empathy.
The virtual assistant will make sure all patient questions that come from text messages, calls, emails, and online direct messages are addressed properly. This helps maintain a high level of patient satisfaction, thus keeping your practice’s reputation high.
Calendar Management
A well-managed calendar isn’t only key to the success of your medical practice, it is also vital for your mental health. Virtual assistants are experts at calendar management. They will make sure that your appointments, meetings, deadlines, and other commitments outside of the clinic are scheduled efficiently.
When your schedule is organized, you can focus better on your core responsibilities and make the most of your time. Through the assistance of your personal assistant, your schedule will be in capable hands.
Medical Report Preparation
Our virtual assistants are trained and experienced to be accurate and organized. These are virtual assistant skills that are required to prepare and organize medical reports properly. They will make sure that all relevant information is included in each report and that it is delivered in a timely manner so you can deliver proper patient care without delays.
Virtual assistants can prepare reports for patient records, insurance claims, referrals, prescription refills, and more. This task will significantly increase the productivity rate of your clinic.
Telehealth Assistance
In our day and age, more and more healthcare professionals have been offering telehealth services so they can continue to support their patients remotely. If this is a service you offer as well, your virtual assistant is also more equipped to make this aspect of your practice more seamless.
The virtual assistant will support your telehealth services by making sure virtual appointments are scheduled, managed, and documented properly. They will also handle the administrative aspects of telehealth such as patient communications, follow-ups, and appointment setting.
Patient Follow-Ups
Patient follow-ups after appointments and procedures are important to ensure continuity of care. Doctors and physicians may not always have time to do follow-ups themselves, which is where virtual assistants come in.
Your virtual assistant will make sure that all necessary actions are taken following an appointment or procedure when it comes to patient care. They can check on progress and relay additional care instructions when necessary.
Insurance Verification
Insurance verifications need to be precise and timely to ensure the satisfaction and convenience of your patients. On top of that, this is also beneficial for your clinic’s financial health. Virtual assistants will make sure that a patient’s insurance information is accurate and updated.
They will also handle the verification process and communicate with insurance providers whenever necessary. This will make the process more seamless and convenient for you and your patients.
Prescription Refills Coordinator
Patients who have prescriptions to keep up can take better care of themselves when they are assisted whenever they require refills. A virtual assistant can take on the role of prescription refills coordinator to make life considerably easier for your patients.
The virtual assistant can communicate directly with pharmacies and manage refill requests. They can make sure all necessary documentation is in place so that your patients no longer need to go through the hassle of this process.
Patient Progress Tracking
Your virtual assistant can continue to monitor and document the progress of your patients following appointments and procedures to ensure efficient patient care. They can manage patient records, update progress, and communicate with the necessary party should concerns arise.
The virtual assistant can help ensure treatment plans are effective and whether or not any necessary adjustments must be made. All in all, they provide support so that your patients can recover properly.
Liaison Duties
The world of healthcare is extremely busy most of the time. During certain situations wherein you must communicate with other parties, your schedule may not allow you to do so. To mitigate this, you can send your virtual assistant in your stead to communicate, coordinate, and meet with other parties such as healthcare providers, patients, insurance companies, and more.
Virtual assistants are trained and experienced to be highly professional. They also have excellent communication skills so they are more than capable of interacting with your colleagues and partners without issues.
Medical Research Assistance
Healthcare professionals must always stay up to date with the latest advancements in the industry, whether that’s on treatments, technology, practices, or regulations. However, as frequently iterated in this article, doctors may not always have the time to keep up with every advent.
A virtual assistant can assist in medical research so that you can simply peruse through them later on. Virtual assistants are highly skilled at research tasks, gathering information, and organizing data. Through them, you can stay informed about the latest developments in your field.
Guaranteed Efficiency
Efficiency plays a vital role in ensuring the success of any healthcare practice. We at DocVA are very well aware of this. That is why our virtual assistants are trained to ensure that all administrative tasks that contribute to efficiency and productivity are frequently tended to. A DocVA virtual assistant is committed to performing a service that meets the highest industry standards.
Through their series of administrative tasks such as appointment management, customer service, data entry, and other support, they empower your clinic to run more efficiently. They make sure everything runs smoothly behind the scenes so that you and other healthcare providers can deliver the best patient care you can at the forefront.
Benefit From Our Assistance
The clients of DocVA have taken advantage of numerous benefits over the years. With the support of our administrative virtual assistants, clinics from all around the U.S. and beyond have been able to operate more efficiently, as well as experience the following additional benefits.
Cost-Efficient Method
Hiring a virtual assistant over an in-house employee is a much more cost-effective solution when it comes to managing your practice’s administrative tasks. A virtual assistant has the flexibility to meet your needs according to your size and scale. They offer full support without the overhead costs associated with in-house staffing.
Improved Patient Experience
When your clinic is well organized, you are more likely to provide an improved patient experience. Through their series of administrative tasks such as appointment scheduling, data entry, customer service, billing assistance, and more, everything else in the clinic can run smoothly, allowing it to provide a better experience for patients.
Reduced Burnout
Burnout is tragically abundant in the healthcare industry due to the heavy workload and paperwork healthcare professionals have to deal with. Thankfully, reducing your workload and handling your paperwork is exactly a part of the virtual assistant job description. They take on tasks that are time-consuming and stress-inducing so you are allowed to ease up and have a healthcare work-life balance.
Enhanced Compliance
In the world of healthcare, compliance with regulations isn’t only important, but unyieldingly necessary. Your virtual assistant is trained to complete the tasks assigned to them in accordance with the latest regulations.
Access to Broader Talent Pool
Opting to hire a freelance virtual assistant rather than an in-house employee gives you access to a broader talent pool of skilled and experienced professionals, especially when you work with DocVA. Our company is comprised of medical experts with diverse backgrounds and expertise. This gives you the chance to find a virtual assistant who can complete the specific tasks your clinic needs.
Increased Revenue
When your clinic performs at its best, it will see a higher influx of patients. When you deal with more patients, your clinic’s revenue will steadily and consistently increase. On top of the important tasks they do that increase your clinic’s productivity, their virtual assistant services in the area of billing and insurance processes also all lead to the benefit of your clinic’s financial health.
Getting Started With DocVA 
When you finally decide to work with us, the process moving forward is relatively simple. We will do our best to streamline this process so that you can finally work with the virtual assistant that your practice deserves.
Initial Consultation
The first step we will take is the initial consultation. We will take the time to understand the unique needs of your practice. This pertains to what your challenges are and the means to address those challenges. We will assess the specific tasks in your clinic that need assistance the most.
Talent Assessment
Following the consultation, we will then conduct a talent assessment to find the best virtual assistant for your clinic. Here, we will take a look at the virtual assistants in our talent pool and see which one can help your practice the most. Whether you require someone who is more experienced in billing, customer service, inbox management, or administrative support, we have the talent to give you the assistance you deserve.
Onboarding
Once we find the perfect administrative assistant for your practice, we will then guide you through the onboarding process. This involves assisting you and the VA set up the necessary systems, tools, and workflow to ensure a seamless integration.
Continued Support
At DocVA, we are fully committed to the success of your practice. To this end, we will continue to provide ongoing support past onboarding to ensure that your virtual assistant continues to meet your needs. Our connection also remains open should you require additional services, plan adjustments, and other assistance.
Let Our Virtual Assistants Carry Your Burden Today
Work with a virtual assistant from DocVA and you can rest easy knowing that your practice is in capable hands. Allow us to handle the most time-consuming administrative tasks in your office so you can reduce your stress levels and focus on the thing that matters most in your practice: quality patient care.
Our assistants aren’t only skilled and experienced, but they are also highly passionate about delivering quality service for the betterment of your healthcare practice. Let us help you carry your burden today so we can deliver exceptional service to your patients together.
