Medical Virtual Assistant Services for U.S. Healthcare Practices
Your remote healthcare support team. Dedicated medical virtual assistants who handle scheduling, intake, verification, prior authorizations, and patient follow-up inside your existing workflow.
- Admin Hours Saved Weekly
- 30+
- Cost vs. In-House Hire
- Up to 60% Less
- Typical Onboarding Time
- 2 Weeks
Task coverage
Everything we take off your front desk
Reduce administrative workload and keep your practice running smoothly with dedicated Medical Virtual Assistants from MI MedCare LLC. From patient scheduling and intake to insurance verification, prior authorizations, referral coordination, EHR support, and patient follow-ups, our team works within your existing practice workflow to provide dependable day-to-day administrative support. Each VA is HIPAA-trained, assigned exclusively to your practice, and works your business hours in your time zone, so there is no hand-off gap and no rotating cast of temporary staff. You get the coverage of a full-time administrative hire without the recruiting, payroll, benefits, or workstation overhead, and you can scale hours up or down as patient volume changes.
- Appointment Scheduling & Reminders
- Patient Intake & Follow-Up
- Insurance Eligibility & Benefits Verification
- Prior Authorization Support
- Referral Coordination
- EHR/EMR Administrative Support
- Medical Records Coordination
- Patient Balance Follow-Up
- Phone & Email Management
- Telehealth Coordination
- Administrative & Back-Office Support
A day with your VA
What your assistant actually does, hour by hour
A typical weekday for a dedicated MI MedCare assistant working your schedule, in your time zone, inside your EHR.
- 8:00 AM
Schedule review & confirmations
Confirms the day's appointments, backfills cancellations from the waitlist, and flags any visit missing an authorization or referral.
- 9:30 AM
Eligibility & benefits checks
Verifies active coverage, copay, deductible, and benefit limits for tomorrow's schedule so the front desk never collects the wrong amount.
- 11:00 AM
Prior authorization follow-up
Submits new authorization requests and works the pending list with payers, escalating anything sitting past its expected turnaround.
- 1:00 PM
Intake, records & referrals
Completes new-patient registration, processes records requests and faxes, and moves incoming and outgoing referrals toward closure.
- 3:00 PM
Patient calls & portal messages
Returns voicemails, answers portal messages, sets up telehealth links, and handles balance questions and payment plans.
- 4:30 PM
End-of-day task log
Documents everything in your EHR, sends the daily task log, and hands off anything that needs a clinical decision tomorrow morning.
Responsibilities
What your medical virtual assistant handles
- Appointment Scheduling & Reminders
- Your VA manages the schedule end to end: booking, rescheduling, waitlist backfill, and automated plus live reminder calls that cut no-shows and keep provider slots full.
- Patient Intake & Follow-Up
- New-patient registration, demographic capture, intake form completion, and post-visit follow-up calls, all documented in your EHR so the chart is complete before the provider walks in.
- Eligibility Verification & Prior Authorizations
- Coverage and benefits are verified before the visit, and prior authorization requests are initiated, tracked, and escalated with the payer until an approval or denial is on file.
- Referral Coordination & Medical Records
- Incoming and outgoing referrals are tracked to closure, and records requests, faxes, and release forms are processed so nothing sits unworked in a queue.
- Phone, Email & Telehealth Support
- Inbound calls, voicemails, patient portal messages, and telehealth link setup and tech checks are handled so your in-office team is not interrupted during patient care.
- Patient Balance Follow-Up
- Statement questions, payment plan setup, and courteous balance follow-up calls improve patient collections without damaging the patient relationship.
Comparison
In-house administrative hire vs. a dedicated VA
Onboarding
From discovery call to a working assistant in about two weeks
- 1
Workflow Discovery
We map your current front-office workflow, EHR, phone system, and daily task volume to define exactly which responsibilities the assistant will own.
- 2
VA Matching
We match you with an assistant experienced in your specialty and EHR, then you interview and approve them before onboarding begins.
- 3
HIPAA & Systems Onboarding
Your VA completes HIPAA and security training, signs a BAA-backed confidentiality agreement, and receives scoped, least-privilege access to your systems.
- 4
Shadow & Ramp-Up
The assistant shadows your team, builds a practice-specific SOP document, and takes over tasks in stages so nothing is dropped during the transition.
- 5
Daily Operation & Reporting
Your VA works your hours in your time zone with daily task logs, and a supervisor reviews quality, turnaround time, and productivity every week.
- 6
Ongoing Optimization
Monthly reviews adjust scope, hours, and priorities as your patient volume changes, and trained backup coverage keeps the desk staffed during absences.
- 30+ administrative hours returned to your clinical team each week
- Fewer no-shows through consistent reminder and confirmation calls
- Prior authorizations and referrals worked to closure instead of stalling
- Up to 60% lower cost than an equivalent in-house administrative hire
- No recruiting, payroll, benefits, PTO, or workstation overhead
- HIPAA-trained assistants under BAA with least-privilege system access
Pair your assistant with our billing services
Medical Billing
End-to-end medical billing services that improve claim acceptance and accelerate reimbursements. We combine certified expertise with AI-driven automation for maximum efficiency.
Revenue Cycle Management
MI MedCare handles your entire revenue cycle, from patient registration to final payment. We help US practices reduce denials, collect more revenue, and get paid faster.
Medical Coding
Certified coders ensure accurate ICD-10, CPT, and HCPCS coding for compliant claims. Backed by AI-powered assistance for maximum accuracy and efficiency.
Frequently Asked Questions
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