Records requests, chart prep, document indexing and release of information, handled by a dedicated MedicalVirtual assistant rather than someone squeezing it between patients. Based in Latin America and working your time zone directly, a full 9 to 5 on your clock, with prior US practice experience and HIPAA training completed before kick-off.
Ready for your practice
Verified Medical Virtual Assistant 3+ years of healthcare experience
Fabiola supports healthcare practices with records management, scheduling, credentialing and insurance workflows. She is experienced in maintaining accurate documentation, auditing payments and coordinating follow-ups in remote clinical settings.
View ProfileThe role, explained
A remote medical records specialist organizes, indexes and tracks healthcare documentation and supports approved records requests within your access and release procedures.
Best suited to: Practices with document backlogs, missing referral records or requests that need consistent tracking.
Verified Medical Virtual Assistant | 3+ years of healthcare experience
Fabiola supports healthcare practices with records management, scheduling, credentialing and insurance workflows. She is experienced in maintaining accurate documentation, auditing payments and coordinating follow-ups in remote clinical settings.
Verified Certified Medical Assistant | 3+ years of healthcare experience
Jennifer is a bilingual Certified Medical Assistant experienced in EHR documentation, chart preparation, telemedicine and insurance verification. She has maintained medical histories and patient records in Epic and eClinicalWorks while supporting high-volume clinical operations.
Verified Medical Case Manager | 3+ years of healthcare experience
Cristian has supported U.S. medical clinics with patient coordination, case progression and medical records management. He retrieves, reviews and organizes clinical documents, checks records for completeness and coordinates with patients, providers and legal teams.
Verified Patient Advocate | 3+ years of medical records experience
Astrid is a bilingual medical professional and patient advocate with experience managing medical records, patient data and insurance information. She has supported HIPAA-compliant remote care, medical malpractice intake and clinical coordination using Zoho and Salesforce.
Verified Medical Virtual Assistant | 1+ year of medical VA experience
Fernanda manages high-volume patient histories, medical data entry and insurance information while following HIPAA requirements. She has handled records for around 50 patients per day and adapts quickly to new medical software and documentation workflows.
Verified Gabriela processes records requests, indexes incoming documents, maintains accurate patient charts and follows release-of-information procedures while protecting sensitive health information.
Records is the first thing dropped when the desk gets busy and the last thing anyone volunteers for. Giving it to a dedicated person costs less than the clinical time currently spent on it, and removes a compliance exposure most practices would rather not think about.
Records requests carry legal deadlines, and a late or mishandled release is a complaint risk rather than an inconvenience. Most practices are not neglecting this deliberately, they simply have nobody whose job it is. One dedicated person removes the backlog and the exposure at the same time.
Medical Virtual Receptionist
Medical Virtual Receptionist
Virtual Billing & Revenue Cycle Support
Your specialist works your time zone, a full 9 to 5 on your clock, so requests move during the working day.
HIPAA training before kick-off, annual refreshers, background checks and a signed BAA.
Only candidates who have run records for US practices reach your shortlist.
From $1,900 a month full-time, $1,200 part-time. No placement fee.
Records work is invisible until it goes wrong. A chart that is not prepped delays a visit, a request that sits unanswered turns into a complaint, and misfiled documents surface months later during an audit. It is steady, deadline-driven work that suffers badly from being everyone's second priority.
Medical Virtual Receptionists are healthcare professionals who support medical practitioners by managing patient communications, scheduling appointments, and handling administrative tasks. They are vital in ensuring that medical offices run efficiently and provide excellent patient care.
Medical Virtual Receptionists may have backgrounds in healthcare or administration. While a degree in healthcare is beneficial, it is not mandatory; experience in a medical setting is often sufficient.
Ask about the systems used, the volume and types of requests handled, indexing conventions and experience fulfilling patient, provider, insurer and legal records requests.
Strong specialists verify patient identifiers, document type, service date and destination, then perform a quality check before indexing, transmitting or closing the request.
Candidates should understand identity and authorization checks, minimum-necessary disclosure, secure transmission, audit trails and when a request must be escalated for review.
A short call to map your request volume, your document systems, and how far behind the backlog currently is.
A placement specialist matches candidates who have run records for US practices, then sends a shortlist worth reading.
You meet the candidates and make the hire yourself. We handle the in-country contract, payroll and compliance.
Your specialist starts with HIPAA training complete and a signed BAA in place, clearing the oldest requests first.
Your practice needs clear answers about privacy, responsibility and insurance. MedicalVirtual maintains five business insurance policies alongside our HIPAA training, security procedures and Business Associate Agreements.
Ask for our certificate of insurance and BAA before your assistant starts.
Request our certificate & BAA →$2 million
Aggregate policy limit
$2 million
Aggregate policy limit
$2 million
Aggregate policy limit
$1 million
Aggregate policy limit
Coverage maintained
Certificate and policy limits available on request
Coverage is subject to policy terms, conditions, exclusions and applicable limits.
From task to handoff
Start with a defined queue, an approved process and a named reviewer. These examples help you decide what to delegate and what a completed task should contain.
| Workstream | Remote support | Expected handoff |
|---|---|---|
| Document organization | Index incoming documents to the correct patient and category after identity checks. | An organized chart with discrepancies flagged. |
| Request tracking | Log incoming and outgoing records requests and identify missing authorization or required information. | A request register with owner, status and due date. |
| Approved release support | Prepare permitted records for review and transmission using the practice’s release workflow. | A documented handoff and transmission record. |
Where responsibility stays: Your designated reviewer determines whether a disclosure is permitted and which records can be released. Restrict access and handle sensitive record types under applicable policies.
Plan your budget
MedicalVirtual staffing starts at $10 per hour. The agreed rate depends on the role, experience and schedule. Direct hire and built-team engagements are quoted separately.
| Hours budgeted per week | Weekly at $10/hour | Average month at $10/hour |
|---|---|---|
| 20 hours | $200 | About $867 |
| 40 hours | $400 | About $1,733 |
Illustrative calculations, not package quotes: hourly rate × weekly hours × 52 ÷ 12. Actual invoices follow your agreed rate, billable hours and contract. Availability and minimum schedules are confirmed when quoted. Include any additional software seats or practice-side costs in your budget.
See staffing, direct hire and team pricing →Your EHR document queue, release-of-information process and approved secure transfer tools. Use de-identified examples to assess indexing accuracy.
Use individual accounts and permissions appropriate to the work. Your practice approves access, provides its procedures and names the person who handles exceptions.
Track request age, indexing accuracy, missing records and completed requests. Do not trade identity checks or disclosure review for speed.
Agree the definitions and review a sample of completed work during onboarding. Set targets from your own baseline; results depend on workload, staffing and practice processes.
Ready for the first working day
Matching and onboarding time depend on the specialty, candidate availability and your access setup. Agree a realistic start date after the role is scoped.
HIPAA training alone does not establish compliance. Contracts, administrative procedures and technical safeguards must work together. Read the HHS guidance on business associates and HIPAA Security Rule safeguards.
Discuss your practice’s workload →
