Medical virtual assistants
Healthcare-trained assistants who work inside your EHR — answering calls, filling the schedule, verifying benefits, chasing prior authorizations and closing the loop on unpaid claims. Your team stays clinical. The admin work still gets done.
HIPAA-compliant, BAA signed. No long-term contract. Live in 5 business days.
Back in your schedule, every day
Lower cost than an in-house hire
Appointments confirmed before the visit
From kickoff to your assistant working
Your assistant works inside the system you already use
Physicians spend close to two hours on administrative work for every hour of direct patient care. That is not a problem you can hire your way out of one front-desk salary at a time — it is a workflow problem.
Without support
With an RCM Expert assistant
One assistant. Every task your front desk never gets to.
We don't hand you a generic remote worker and wish you luck. We document the workflow, train to your specialty, and audit the output every week.
See what we would take off your platePick the lanes that hurt most. Your assistant can own one category or all four — and the scope can change as your practice does.
The first voice your patients hear — and the reason your schedule stays full.
Verified before the visit, so nothing is written off after it.
Trained on medical terminology — not general admin staff learning on your time.
Backed by the same team that runs full-service RCM for our clients.
Start with part-time coverage and scale to a full support pod. Every model is month-to-month, and every rate is one flat number with no payroll tax, benefits or PTO hiding behind it.
20 hrs / week
Best for: Solo providers and growing practices
40 hrs / week
Best for: Busy clinics and multi-provider groups
2 – 6 assistants
Best for: Multi-location groups, MSOs and ASCs
No months-long recruiting cycle, no training budget, no gamble on a résumé. Here is exactly what the first week looks like.
Day 1
A 20-minute call to map your EHR, your call volume, your specialty and the tasks quietly eating your team's week.
Day 1 – 2
We write the actual job description, daily task list and success metrics before anyone is assigned — so expectations are documented, not assumed.
Day 2 – 3
We shortlist assistants already trained in your specialty and EHR. You interview them. Nobody joins your practice without your yes.
Day 4 – 5
BAA signed, secure access provisioned, workflows shadowed with your staff. Your assistant starts producing in the first week — not the first month.
Every week after
A supervisor audits work quality, tracks the metrics we agreed on, and adjusts scope as your practice changes. You get a report, not a mystery.
RCM Expert Consultants runs full-service billing, coding, credentialing and denial management. Your assistant is backed by that same revenue-cycle bench — which is why they know why a task matters, not just how to do it.
Every assistant comes from a medical background and is tested on terminology, HIPAA and payer workflows before they ever reach your shortlist.
EST, CST, MST or PST — your assistant works when your doors are open, so patients never reach an empty desk.
You get one named person who learns your practice, your patients and your preferences — not a rotating queue of strangers.
Signed BAA, encrypted devices, locked-down workstations, no local PHI storage and full access audit trails from day one.
Quality assurance is our job, not yours. A team lead reviews output weekly so problems get caught before you notice them.
If the fit is wrong, we re-match at no cost and carry the SOPs over. You never pay twice to onboard the same role.
Every engagement starts with a signed BAA and locked-down access. Your compliance officer gets documentation, not reassurance.
Fewer no-shows
Faster auth turnaround
Lower A/R over 90 days
The cheapest option is rarely the one with the lowest hourly rate. Here is where the difference actually shows up.
| In-house hire | Generic VA agency | RCM Expert Medical VA | |
|---|---|---|---|
| Time to productive | 6 – 10 weeks | 2 – 3 weeks | 5 business days |
| Healthcare-specific training | You provide it | Rarely | Pre-trained & tested |
| Payroll tax, benefits, PTO | All yours | Bundled, unclear | None — one flat rate |
| Coverage when they're out | Your staff absorbs it | Pooled stranger | Named trained backup |
| Quality assurance | Your office manager | None | Dedicated supervisor |
| HIPAA & BAA | Your responsibility | Sometimes | Standard on day one |
| Replacing a bad fit | Re-hire, re-train, re-pay | New ticket | Free re-match |
Prior-authorization rules, documentation expectations and payer quirks differ by specialty. We match you with someone who has worked in yours.
Don't see your specialty? Call (512) 368-3590 — we staff most outpatient and surgical specialties.
Everything you need to know about our medical billing workflow, pricing, EHR integrations, and onboarding process.
Have a specialty-specific question?
Speak directly with a senior RCM consultant
Every practice has unique payer mixes and EHR workflows. We will walk through your current billing setup and answer your questions with zero obligation.
A medical virtual assistant handles the non-clinical work that pulls your team away from patients: answering and making calls, booking and confirming appointments, verifying insurance eligibility, chasing prior authorizations, preparing charts, routing results and refills, following up on patient balances, and supporting your billing workflow. They work inside your own EHR and phone system, following SOPs we document with you during onboarding.
Yes. We sign a Business Associate Agreement before any access is granted. Assistants work on encrypted, company-issued devices with MFA and VPN, store no PHI locally, complete annual HIPAA training, and operate under NDA. Every access event is logged and can be revoked immediately at your request.
Both. Our assistants are trained on the major platforms — Epic, athenahealth, eClinicalWorks, Kareo, AdvancedMD, DrChrono, CareCloud, Cerner, e-MDs, NextGen and more — and we match you with someone already familiar with yours. They work your business hours in EST, CST, MST or PST, so coverage lines up with your front desk.
Most practices are live within five business days: discovery call on day one, role blueprint by day two, candidate interviews by day three, and onboarding plus shadowing on days four and five. Larger multi-location pods typically take two to three weeks to staff fully.
You get one dedicated, named assistant who learns your practice, your patients and your workflows. For full-time engagements we also train a named backup on your SOPs so coverage never drops during PTO or sick days. We do not rotate anonymous staff through your practice.
We re-match at no additional cost and carry your documented SOPs across, so you are not paying to onboard the same role twice. Engagements are month-to-month — there is no multi-year contract holding you in place.
Pricing depends on scope and hours, but practices typically spend a fraction of a comparable in-house salary once benefits, payroll taxes, PTO, equipment and turnover are included. There is one flat monthly rate with no hidden staffing fees. Call (512) 368-3590 for a quote built around your actual task list.
A virtual scribe focuses on real-time clinical documentation during patient encounters. A medical virtual assistant covers the broader administrative and revenue-side workload around those encounters. Many practices run both, and we can staff them together under one account manager.
Twenty minutes on the phone is enough for us to map your workload, tell you honestly whether a medical virtual assistant is the right fix, and show you what the first five days would look like. No pressure, and nothing to sign on the call.
Talk to a real person
(512) 368-3590info@rcmexpertc.comMon – Fri, 9:00 AM – 6:00 PM CST
BAA provided before any access
Same-day response on every inquiry
