What Does a Virtual Medical Assistant Do?
A Virtual Medical Assistant (VMA) is a trained, remote professional who handles many routine non-clinical administrative and support tasks for healthcare practices. These tasks include:
Patient onboarding
Scheduling
Insurance verification & eligibility
Document intake
Point-of-service collections
Pre-certification & prior-authorization submissions
Clinic staffing & scheduling
Charge capture, documentation & coding audits
Indexing & routing documentation
Patient communication
Revenue cycle management
And more
By working off-site/remotely, VMAs can schedule patient appointments, manage electronic health records (EHRs), handle billing and insurance follow-ups, and communicate with patients on behalf of providers.
This frees up clinicians and front-desk staff to focus on patient care. Virtual medical assistants often work across tools like EHR systems, email, phone/SMS, and telehealth platforms, seamlessly integrating with your practice’s workflow.
Because they’re not on-site employees, VMAs are usually more cost-effective than hiring extra staff. Your medical practice saves on office space, equipment, and benefits while gaining flexible support.
Importantly, professional VMAs are HIPAA-trained: they sign Business Associate Agreements and use secure, encrypted systems, so all patient data is handled safely.
At Wishup, for example, our healthcare virtual assistants not only perform these tasks, but they are also automation specialists.
Stringently Vetted Healthcare Automation Expert VAs
Top professionals to streamline healthcare workflows, scheduling, patient support, automation & more.
Improve quality, productivity, efficiency, timeliness, effectiveness, and operational safety.
We train them to identify repetitive processes and build digital workflows (using tools like Zapier or EHR integrations) to automate tasks such as appointment reminders, form processing, and claims follow-ups.
This blend of human and software power means many tasks (such as sending reminder texts or updating patient charts) can run automatically, saving your practice hours each week and reducing errors.
Below is an overview of the tasks a medical virtual assistant can handle for a healthcare practice:
Appointment Scheduling & Reminders
Coordinating patient bookings, calendar management, and follow-ups. The virtual administrative medical assistant will confirm new appointments, reschedule or cancel as needed, and send automated reminders (email/text/WhatsApp) to patients. In practice, automating reminders virtually eliminates no-shows and keeps the schedule full.
Patient Communication & Follow-Up
Handling incoming patient inquiries by phone, email, or portal messages. VMAs can answer general questions, provide instructions (e.g, telehealth login details), and conduct post-visit follow-ups such as calling patients about test results or care instructions. This ensures patients stay informed and engaged in their care.
Medical Records / EHR Management
Updating and maintaining electronic health records. This includes entering patient demographics and insurance data, transcribing physician notes, uploading lab/imaging results, and organizing medical documents. A virtual medical assistant makes sure each chart is complete and compliant after every visit. Keeping EHRs current frees clinicians from clerical work and helps with accurate billing and reporting.
Billing, Coding & Insurance Support
Managing the revenue cycle tasks. A virtual medical assistant can verify patient insurance coverage before visits, prepare and submit claims, code encounters correctly, and follow up on unpaid or denied claims. They can also generate invoices, process payments, and handle patient billing inquiries. By taking on these duties, VMAs reduce billing errors and speed up reimbursements.
Administrative & Office Tasks
Performing general back-office work. This includes data entry, managing correspondence, preparing reports, coordinating referrals, and even tracking inventory or ordering supplies. Essentially, any repetitive office task, from filling out forms to updating spreadsheets, can be handled by a VMA. Offloading these chores helps the clinic run smoothly without overwhelming on-site staff.
Telehealth Support
Assisting with virtual care processes. Many VMAs help set up telemedicine appointments by sending patients secure video links, ensuring the technology works, and providing any needed instructions. They can also follow up with patients after telehealth visits, improving continuity of care.
Workflow Automation & Technology
Building automated workflows to streamline tasks. Modern virtual medical assistants often have training in tools like Zapier, CRM/EHR APIs, or AI chatbots. They can create triggers (e.g., when a new appointment is booked, send an email confirmation and reminder) or link systems so that data (like intake forms or lab results) flows automatically into your EHR.
This means much of the routine work gets done by software under the VMA’s supervision, greatly reducing manual effort. In short, our Wishup virtual assistant healthcare VAs are automation experts who have freed up staff time by setting up these digital processes.
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Hire a Wishup Healthcare Automation Expert VA
Ready to reduce manual work, speed up routine processes, and improve patient satisfaction? Our Healthcare Virtual Assistants specialize in automating repetitive workflows so you and your team can focus on care and not paperwork.
Compliance & Security
Ensuring HIPAA and data security standards are met. A qualified medical VMA will be trained in patient privacy regulations. Reputable services (like Wishup) require VAs to sign BAAs and use encrypted, permission-controlled systems. This means scheduling, reminders, and record-keeping are all done in a secure, audit-ready way, so patient information stays protected.
By taking on these responsibilities, a medical virtual assistant becomes an invaluable extension of your healthcare team.
They boost efficiency (dozens of tasks done remotely), improve patient communication (more timely follow-ups and fewer missed calls), and often cut operational costs.
In practice, many clinics find that a skilled virtual medical assistant, especially one with automation expertise, helps them wrap up on time each day by handling the paperwork and routine workflows that would otherwise pile up.
Advantages of Onboarding a Wishup Medical Virtual Assistant:
Experienced Professionals: Every Wishup virtual assistant (VA) has a minimum of 3 years of professional experience, and we vet only the top 0.1% talent through our 6-step hiring process.
HIPAA Compliant: At Wishup, all the medical virtual assistants are HIPAA-trained for your practice.
Fast Turnaround Time: All the medical virtual assistants you’ll work with are trained to respond within 5 minutes, and your dedicated client success manager will respond within 60 minutes during working hours.
36 Month Average Retention Rate: All our medical virtual assistants have a good retention rate with Wishup and its clients.
Direct Interviews: You can interview VAs directly for FREE. Our talent has a 90%+ interview success rate.
A Dedicated Team: You hire 3 people at the price of 1. A dedicated VA + VA manager + customer success manager.
$1000 Offer: Hire a VA and get $500 worth of productivity tools free + $500 worth of bookkeeping service free.
Money Back Guarantee: You get to work with the virtual assistant with a 3-day money-back guarantee. No headache at all. Easy refund policy.
Free VA Management App: Clients get free access to our in-built workforce management app to track productivity.
Trusted Globally: Supporting 1000+ founders in 2026, with 1500+ high-ownership VAs managing 5000+ tasks monthly.
Tool Expertise: VAs trained on 200+ AI and 70+ no-code tools via an intensive 8-week program.
Zero Risk: No cancellation fees, no VA interview fees, no 30-day notice before cancellation.
Proven Reliability: 98.8% client satisfaction - rated 4.8 in Trustpilot and 4.9 in Clutch.
Fastest Onboarding: Match with a pre-vetted virtual assistant in 60 minutes through a simple 3-step process.
Pricing:
Full-time Elite Medical Virtual Assistant: $1999/month (160 hours/month)
Part-time Elite Medical Virtual Assistant: $1299/month (80 hours/month)
Full-time Elite Automation Expert VA: $2999/month (160 hours/month)
Part-time Elite Automation Expert VA: $1999/month (80 hours/month)
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