FAQs

Our Virtual Assistants are independent contractors. They are required to provide their own professional workstation, equipment, and reliable high-speed internet to ensure consistent productivity and service quality.

Vital Virtuals removes the risks and complexity of hiring independently by offering:

✅ A rigorous screening, vetting, and local background check process
✅ Industry-specific healthcare virtual assistants
✅ HIPAA-trained VAs with signed HIPAA and NDA agreements
✅ A HIPAA-compliant secure desktop solution that restricts screenshots, downloads, and uploads
✅ Ongoing monitoring, coaching, and replacement support if needed

This structured approach ensures security, reliability, and long-term success for your practice.

We only endorse Virtual Assistants with a minimum of two (2) years of experience working with U.S. healthcare practices. Many of our VAs come from medical, clinical, billing, or healthcare administrative backgrounds.

Yes. We provide industry-specific VAs for:

✅ Medical practices
✅ Dental offices
✅ RCM Companies

Each VA is endorsed based on your specialty, workflows, and operational requirements.

Yes. We match VAs according to your required systems, including popular EMRs and CRMs such as:

✅ Epic
✅ Athenahealth
✅ eClinicalWorks
✅ Practice Fusion
✅ DrChrono
✅ Dentrix
✅ Salesforce

All our VAs are fluent in English. We also offer bilingual Virtual Assistants fluent in both English and Spanish, many of whom are native or near-native Spanish speakers.

A Virtual Medical Associate helps streamline administrative and non-face-to-face tasks, such as:

✅ Call handling and patient communication
✅ Appointment scheduling and reminders
✅ Medication refill requests (patient and pharmacy)
✅ Insurance verification and balance collections
✅ Medical scribing and EMR documentation

By outsourcing these tasks, providers can reduce burnout, improve operational efficiency, and focus more on patient care.

We support HIPAA compliance through multiple safeguards:

✅ HIPAA-certified Virtual Assistants
✅ Signed HIPAA and NDA agreements
✅ Optional HIPAA-compliant secure desktop
✅ Time Doctor activity monitoring
✅ Governance under the Philippines Data Privacy Act of 2012
✅ Each VA also obtains an NBI Clearance (equivalent to an FBI background check in the U.S.).

Clients have their individual VA sign a Business Associate Agreement (BAA). Vital Virtuals does not directly access or store PHI.

We offer a custom-built HIPAA-compliant secure desktop exclusively for Vital Virtuals clients. This environment:

✅ Prevents screenshots
✅ Blocks downloads and uploads
✅ Restricts unauthorized access

We also use Time Doctor, which tracks attendance, productivity, screenshots, mouse movement, and keystrokes. Clients are provided direct access for transparency.

We prevent data breaches and moonlighting through:

Secure desktop access controls
✅ Time Doctor activity and screenshot monitoring
✅ Signed HIPAA, NDA, and compliance agreements
✅ Continuous performance and compliance reviews

These layers ensure your VA is dedicated exclusively to your practice during scheduled hours.

Our Virtual Assistants work according to your preferred schedule and time zone, including U.S. business hours (EST, CST, MST, PST).

All VAs are required to clock in and out for every shift. Break schedules follow your practice’s policies.

Time Doctor provides:

✅ Attendance tracking
✅ Productivity metrics
✅ Screenshots and activity reports
✅ Clients also have access to a dedicated account manager for concerns or performance support.

Virtual Assistants must notify:

✅ At least 2 hours before shift start for sick leave
✅ At least one week in advance for planned personal leave

This allows practices to plan internal coverage as needed.

No. To protect data security, privacy, and consistency of workflows, each VA is assigned exclusively to one practice. Advance notice of leave allows practices to arrange coverage internally.

On average, a U.S. medical practice can save approximately $63,672 per year by hiring a full-time Virtual Assistant compared to an on-site hire. Savings vary depending on role, hours, and practice size.

Our quality assurance process includes:

✅ Rigorous application and interview screening
✅ Local background checks and NBI clearance
✅ Required degree or certification in the relevant field
✅ Minimum experience requirements
✅ Structured EMR and workflow training

This ensures a short learning curve and fast integration into your practice.

You manage your VA day-to-day, similar to an internal team member. Vital Virtuals supports payroll, operational logistics, coaching, and performance monitoring.

If performance issues arise, we provide coaching or offer a replacement at no additional cost, including a trial period.

You may hire a VA for 20 (minimum) to 40 hours per week. VAs working fewer than 30 hours are considered part-time and may be shared with another practice.

Simply notify Vital Virtuals at least two (2) weeks in advance. We will handle the offboarding process, including removal of system access and secure desktop credentials.