Expert Tips for Choosing the Best Virtual Medical Assistant for Your Practice

Interviewing a potential virtual medical assistant

Does your in-house staff is overwhelmed by administrative tasks? Do you struggle with keeping up patient communication? Or do you need help to manage your medical practice?  


If yes, these are the signs you need to hire a virtual medical assistant. Medical virtual assistants are now transforming healthcare practices. They can help your in-house staff focus on quality patient care.  


How do you choose the best virtual medical assistant for your medical practice? Here are some expert tips to guide you. 

What does a Virtual Medical Assistant do?

Virtual medical assistants are professionals who work from a remote location. They provide virtual support to medical practices. They handle administrative tasks like scheduling, billing, patient communication and data management. You can think of them as your virtual admin assistant that works behind the scenes. 


  • Increased Efficiency. Virtual medical assistants can take over repetitive tasks. It will help free up your in-house staff’s time. 
  • Enhanced Patient Experience. Timely reminders and better communication can significantly improve patient satisfaction. 
  • Cost Savings: You can reduce the need for hiring in-house staff. It will let you save on overhead costs by up to 78%.  

Tip #1. Identify the Needs of Your Medical Practice

Assess your current workflow before you start looking for a virtual medical assistant. 

  • Where are the bottlenecks? 
  • Which tasks consume most of your staff’s time? 
  • What are your main pain points? 

Setting clear goals is crucial. Do you want to improve patient engagement? Reduce administrative burdens? Enhance data accuracy? You should know what you need. It will help you choose the right virtual assistant. 

Tip #2. Key Qualities to Look for in a Virtual Medical Assistant

Medical virtual assistants have different knowledge and expertise. Here are some key qualities to look for: 

  • Medical Knowledge. Ensure the virtual assistant has relevant experience and knowledge in the medical field. It includes understanding medical terminology, procedures, and EHR systems. 
  • Communication Skills. They should have excellent verbal and written communication skills. These are essential for interacting with patients and staff. 
  • Tech Savviness. The virtual medical assistant should be comfortable using various software and tools. It includes scheduling systems, EHRs, and other communication platforms. 

Tip #3. Evaluate Potential Virtual Medical Assistants

Now that you know what qualities to look for, evaluate potential candidates. 

  • Research and Shortlist: Start by checking online profiles, reviews, and ratings. You can seek recommendations from peers and professional networks. For a head start, check out Angel City VA. Our team can provide you with a list of HIPAA-compliant medical virtual assistants who prioritize patient confidentiality and data security. 
  • Conduct Interviews. Don’t commit without interviewing candidates. Assess their experience, skills, and cultural fit for your practice. This is your chance to see if they understand your practice’s unique needs. Also, if they can integrate smoothly with your team. 
  • Request References. Ask for references and call them. It will help you understand their work ethic and reliability. They can give you ideas about their performance and dependability. 

You will be well on your way to finding a virtual medical assistant by using these tips. 

Tip #4. Cost Considerations and ROI

Understanding the pricing models is crucial. Virtual medical assistants may charge hourly rates or offer package deals. Don’t forget to factor in additional costs for training and any necessary software subscriptions. 

Calculating ROI:

  • Cost Savings. You can think about how much time your staff spends on administrative tasks. Reducing this time can lead to cost savings. 
  • Improved Patient Satisfaction. Happy patients will continue to stay. It can also lead to referrals.  
  • Efficiency Gains. More efficient workflows can lead to more patients and revenue. 

Tip #5. Make the Final Decision

Create a decision matrix to compare your shortlisted candidates. You should base it on key criteria like experience, skills, and cost. You can include your administrative staff and healthcare providers in the decision-making process.  


Plan for a smooth transition. Develop a timeline for onboarding and training. Set up monitoring and evaluation mechanisms to track the virtual medical assistant’s performance. 

Tip #6. Post-Implementation Tips

Once your virtual medical assistant is up and running, continuous monitoring and feedback are vital. Regularly assess performance and gather feedback from staff and patients. Stay updated with new best practices and tools in the virtual assistance field. 


Consider scaling and optimizing the use of your medical virtual assistants as your practice grows. Continuously refine your workflows to maximize the benefits. 


Choosing the right virtual medical assistant can transform your practice. It is cost-efficient and improves patient care. Follow these expert tips for smoother and more productive practice. 


Do you have any questions about virtual medical assistance? Or do you want to share your experiences with virtual medical assistants? Drop a comment below or schedule a call with the Angel City VA team. Let’s work together in growing your medical practice.