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Frequently Asked Questions

How can a Virtual Medical Associate from Vital Virtuals benefit my practice?
A virtual medical associate assistant can significantly enhance a doctor’s practice by streamlining administrative tasks, patient care and allowing the doctor to focus more on patient care. With a wide variety of healthcare virtual assistants, a practice can outsource any non face to face task, like call handling, medication refill request (from patient and pharmacy), scheduling, patient reminders, insurance verifications, balance collections and assist physicians with scribe. Our services cater to all types of medical specialties and electronic medical records (EMRs), making them versatile and adaptable for any practice.

Our healthcare virtual assistants are highly vetted and undergo extensive training to adapt to your specific workflows. This ensures seamless integration into your practice, whether you are using the latest EMR systems or traditional methods. By entrusting routine administrative tasks to a virtual assistant, doctors can dedicate more time to their core responsibilities, improving the quality of care provided and enhancing the efficiency of their practice.

How are virtual team members monitored for attendance and productivity?
All our Virtual staff members are required to clock in and out during their shift. Your Virtual staff member will not track the breaks provided according to your schedule. Our time tracking software not only takes the screen shots of their screen but also calculates the mouse activity and keystrokes. As a practice, you are provided an access to view this data. For any concerns or issues, feel free to contact the client account manager assigned to your practice.
How much savings in revenue should I be expecting by bringing a virtual staff member into my practice?

By hiring a full time virtual staff member, average practice saves about $63,672 per year. Please click here to see a used case scenario.

How do you ensure the quality of the candidates who are trained at Vital Virtuals?
  1. A rigorous application, screening, interview and vetting process. 
  2. All our VAs must possess a degree or certificate in the field in which they are going to provide service. Most of the candidates come from healthcare or finance backgrounds and some of them already have more than 2 years of experience in their respective fields. 
  3. Virtual Associates provided by Vital Virtuals, receive approximately 2-3 weeks of specialized training in using few commonly used EMRs like eClinicalWorks, Practice Fusion or DrChrono
  4. In nutshell, a strong educational background and structured VA training at Vital Virtuals, makes their learning curve very short and an asset to the practice within a very short period of time.
How do you protect patient PHI for HIPAA compliance?

As with any healthcare facility in the US, It is the responsibility of the practice/facility administrator to ensure HIPAA-compliant procedures are in place when working with contractors or employees. Our healthcare virtual assistants are certified in HIPAA training and are governed by the Data Privacy Act of 2012 in the Philippines.

Each Virtual Associate provided by Vital Virtuals must obtain an NBI clearance, similar to an FBI background check in the U.S. In case of a deliberate breach of protected health information overseas, the Philippines Data Privacy Act of 2012 ensures accountability and protection for affected U.S. individuals.

Clients have their individual HVAs sign a Business Associate Agreement (BAA). Our corporation does not handle any client PHI, so we do not sign BAAs.

Who manages the Virtual Assistant assigned to my practice?
You would ultimately onboard, train, manage, and work directly with them just like working with any of your internal hires, but we’re here to help take care of the logistics such as payroll, operational tasks, and benefits of your VA. Aside from that, we also help out in providing coaching and monitoring should there be performance issues/concerns raised to us by our clients. If you have any hesitations or you feel frustrated with your VA at any point, we’d be glad to source a replacement for you at no additional cost — trial period for the new VA included!
What is the minimum number of hours I can hire the VA for?
After the trial period, you have the option to work with your VA for a minimum of 20 hours or up to 40 hours per week based on your needs. A VA hired for less than 30 hours is considered part-time and is shared with another practice/client.

Still Have Questions?

Be sure to email our team at hello@vitalvirtuals.com