You handle patients.
We handle the rest.
Get back to what you love.
Virtual Medical Assistants who handle scheduling, intake, billing, and the work pulling you off patient care. Real people, vetted.
Recognized by Clutch.
2026 Top-Ranked · Verified by real clients
Built for the way healthcare actually works.
From solo practices to enterprise health systems, we staff the roles that keep your operation running.
Primary care
Front desk, scheduling, refills, and patient follow-up the way patients expect.
In-home care
Caregiver coordination, family communication, and back-office support across visits.
Behavioral health
Intake, billing, and patient outreach for therapy and psychiatric practices.
Surgical practices
Pre-auths, OR scheduling, post-op coordination, and revenue cycle support.
Dental practices
Front desk, insurance verification, and treatment coordination inside Dentrix or Eaglesoft.
Orthodontics
Treatment coordinators, financial conversations, and consult conversion at scale.
Medical groups
Multi-location front desk, RCM, and centralized scheduling across providers.
Hospital groups
Access center overflow, insurance verification, and revenue cycle at hospital scale.
Dental service organizations
Multi-practice scheduling, RCM, and centralized support across your DSO.
Practice operations, handled.
If your clinicians are doing it, your front desk is drowning in it, or your last vendor dropped the ball on it - we staff for it.
Appointment Scheduling
Phones answered, calendars filled, no-shows reduced. 24/7 if you need it.
Patient Intake
New-patient forms, eligibility, insurance capture - clean before the visit.
Insurance Verification
VOBs, eligibility, benefit breakdowns. Done before the appointment.
Prior Authorization
Documentation, payer follow-up, and approvals on the first try.
Medical Billing & Claims
Posting, EOBs, AR, appeals, collections - the full revenue cycle.
Denial Management
Root-cause review, appeals, resubmissions. Recovered revenue, faster.
After-Hours Coverage
Evenings, weekends, holidays. Your team off-call.
Telehealth Coordination
Setup, reminders, tech-issue triage, no-show recovery.
Medical Scribing
Real-time and async charting. Clinicians out of the EHR after hours.
Built for HIPAA from day one.
HIPAA compliance isn't a checkbox for us - it's the operating model. Because HelpSquad is a US-based company, your Business Associate Agreement is with us, not with an offshore VA or agency. Real accountability. Real recourse.
- Signed BAA with HelpSquad (the company, not an individual)
- HIPAA-certified virtual assistants
- Secure virtual desktop for every EHR session
- No copy, paste, or download of PHI permitted
- Dedicated single-user authenticated login
- US-based oversight, account management, and escalation
VAs HIPAA-certified through HIPAATraining.com - ✓ BAA signed at the company level
- ✓ HIPAA-certified VAs
- ✓ Secure virtual desktop
- ✓ No copy, paste, or download
From first call to your first VA
in about two weeks.
Simple staffing roles stand up in days. Managed teams or complex clinical specialties can take up to a month. Your timeline shapes ours.
Consultation
We get on a call, understand your practice, your EHR, and the work you need covered.
Role design
We draft the job description with you and recruit candidates specifically for your needs.
Qualify & interview
Candidates pass our assessment. You interview only the top 3%.
Onboarding
Secure access, HIPAA certification, and an account manager who stays involved.
You only interview the top 3% of candidates.
Every candidate we present has already passed our proprietary assessment system - an engine we built in-house to test for what actually matters when someone represents your practice.
We score them on voice clarity, grammar, spelling, patient support aptitude, and healthcare knowledge. Less than 3% of applicants clear every dimension - those are the ones you meet.
Quality runs through every detail.
From vetting to KPIs.
Vetting, onboarding, coaching, performance reviews, weekly QA, KPI reporting - the quality work that determines whether a VA performs is ours, not yours. The four standards below are how.
Every Managed Virtual Medical Assistant we present has already passed our proprietary assessment - grammar, voice clarity, patient support aptitude, healthcare aptitude. You interview only the top 3%.
Every HelpSquad candidate is paid a fair wage from day one - no unpaid training, no high-churn classroom funnels. That's how you get people who stay.
QA coaching, performance monitoring, and ongoing training are built in. If an agent underperforms, we coach them or replace them. That's what 'managed' means in Managed Virtual Medical Assistants - we handle it so you don't have to.
Patient satisfaction. First-call resolution. Appointment accuracy. Claim approval rates. Whatever matters to your practice, we track it and report on it monthly.
We work in your EHR.
Native to whatever you run. Our agents train on your specific EHR, billing system, and clearinghouse during onboarding so they're productive on day one.
Your voice. Your protocols. Your way of doing things.
We capture how your practice runs - whether you have polished SOPs or it's all in your team's heads. Our AI-enabled knowledge system ingests documents and call recordings, or builds them from interviews if you don't have them yet, turning your way of working into a playbook our agents draw from on every call.
- Our agents sound like your practice - trained on your protocols
- Onboarding time cut in half - our team hits the ground running
- Consistency across agents, even as the team scales
- Knowledge stays current: updates flow to every agent instantly
The practices we've helped tell it best.
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees, no bait-and-switch. Engagements typically start at 20 hours per week, and every rate includes our HIPAA-compliant technology and the backing of a US-based company.
Managed teams custom-priced.
- Billing, claims, AR, data entry
- Admin, research, scribe
- Experienced on your EHR
- HIPAA BAA + virtual desktop
- Dedicated account manager
- Front desk, scheduling, intake
- Experienced on your EHR
- Screened for clear US-patient communication
- HIPAA BAA + virtual desktop
- Dedicated account manager
- Fully managed (3+ VAs)
- Specialty: clinical or RN-equivalent
- Workforce management, QA, training & coaching
- Monthly analytics reporting
- Dedicated account manager
Questions we hear on every first call.
Are your assistants real people or AI? +
Where are your virtual assistants based? +
How do you pre-qualify candidates? +
How do you handle HIPAA compliance? +
What happens if the assistant doesn't work out? +
What EHR systems do you work with? +
What are your pricing and minimums? +
Strategic Healthcare Outsourcing: From Cost Savings to Revenue Growth
Strategic healthcare outsourcing in 2026 covers virtual medical assistants, RCM partners, and patient support that protects revenue while easing staff load.
Virtual Assistant Services for Medical Practice: Boost Efficiency and Patient Care
Virtual assistants for medical practices handle scheduling, billing, follow-ups, and HIPAA-compliant record keeping so your healthcare team can focus on patients.
Essential Things to do Before Hiring a Medical Virtual Assistant
Define tasks, set a budget that covers EHR access and secure messaging, then screen healthcare VAs for HIPAA-safe workflows, billing skills, and reliability.
Let's talk about what your practice actually needs.
A 30-minute call. No sales pressure. We'll tell you honestly whether we're a fit.