A MedicalVirtual assistant who owns the new patient journey from first call to check-in: registration, forms, records requests, insurance details and reminder calls. Fewer incomplete charts at the door, and fewer empty slots from no-shows.
Ready for your practice
Verified Medical Virtual Assistant Experienced medical professional
Elena is a dedicated and organized medical virtual assistant with nearly four years of experience in the healthcare industry. She excels in managing calendars, handling patient referrals, and ensuring meticulous documentation. Her proactive and empathetic approach ensures that patients feel.
View ProfileThe role, explained
A remote patient intake coordinator organizes the administrative information needed before a visit, including demographics, forms, referral records and appointment instructions.
Best suited to: Practices with incomplete new-patient files, high call volumes or repeated follow-up for missing paperwork.
Verified Medical Virtual Assistant | Experienced medical professional
Elena is a dedicated and organized medical virtual assistant with nearly four years of experience in the healthcare industry. She excels in managing calendars, handling patient referrals, and ensuring meticulous documentation. Her proactive and empathetic approach ensures that patients feel.
Verified Certified Virtual Medical Assistant | 9+ years of experience
Highly skilled Certified Medical Assistant with over 9 years of experience in remote healthcare operations. She specializes in complex prior authorizations and virtual care coordination, demonstrating expertise in managing digital workflows and telehealth environments. Jenny is bilingual in.
Verified Virtual Medical Assistant | 28+ years of experience
Raimundo is a highly skilled Executive Administrative Assistant with extensive experience in customer service and virtual medical assistance. Proficient in managing scheduling, billing, and patient coordination, Raimundo has a strong background in using various tools such as QuickBooks, Outlook.
Verified Customer Service Representative | 2+ years of experience
Juan is a proficient virtual administrative assistant with a strong background in customer service and medical interpreting. He excels in managing high-pressure environments, demonstrating exceptional organizational and leadership skills. With experience in developing EMR systems and proficiency.
Verified Scheduling Agent | 10+ years of experience
Lennin is a dedicated professional with extensive experience in administrative tasks and customer service, particularly in the medical field. He has a proven track record in scheduling, managing patient information, and providing bilingual support. His proficiency in English and Spanish, along.
Verified Patient Care Navigator | 6+ years of experience
Josafat is a tech-savvy professional with a passion for technology and content creation. With a strong background in customer service and patient care, he excels in navigating complex processes and ensuring seamless communication between clients and service providers. His bilingual proficiency.
Verified Mariana coordinates new-patient onboarding, registration forms, records requests, appointment preparation and reminder outreach so every patient arrives with the information the clinical team needs.
You have already spent on marketing, referrals and phone time to get a new patient booked. If they arrive without records, without completed forms, or do not arrive at all, that spend is wasted and the slot cannot be resold on the day. Intake is where that gets protected.
Intake tends to be everybody's job and therefore nobody's. Reminder calls get made when the desk is quiet, which is exactly when it never is. Giving one person the whole sequence is usually the cheapest way a practice reduces no-shows, because it needs no new software and no change to how you schedule.
Medical Virtual Receptionist
Medical Virtual Receptionist
Virtual Billing & Revenue Cycle Support
Reminder and confirmation calls land during your clinic day, on a full 9 to 5 on your clock.
HIPAA training before kick-off, annual refreshers, background checks and a signed BAA.
Only coordinators who have onboarded patients for US practices reach your shortlist.
From $1,900 a month full-time, $1,200 part-time. No placement fee.
New patients are the most expensive appointments to win and the easiest to lose. Forms arrive half-finished, records never turn up, and nobody confirms the visit, so the slot goes empty. An intake coordinator owns that whole sequence instead of leaving it split across the desk.
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.
Look for experience collecting demographics, insurance details, forms, referrals and medical records while keeping patients informed and appointments moving on schedule.
A strong coordinator identifies missing items early, follows a consistent outreach schedule, documents each attempt and escalates issues that could delay or prevent the appointment.
Candidates should communicate calmly, verify identity, collect only the information required for their role and follow the practice’s privacy and escalation procedures at all times.
A short call to map your new patient volume, your intake forms and where patients currently drop out of the process.
A placement specialist matches coordinators who have onboarded patients in your specialty and your software, then sends a shortlist.
You meet the candidates and make the hire yourself. We handle the in-country contract, payroll and compliance.
Your coordinator starts with HIPAA training complete and a signed BAA in place, taking next week's new patients from day one.
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 |
|---|---|---|
| New-patient setup | Capture contact and insurance details using your approved intake process. | A patient record with required fields checked. |
| Forms and records | Track completion of intake documents and request permitted referral or prior-care records. | A readiness checklist with missing items assigned. |
| Pre-visit handoff | Send approved logistics and route nonclinical questions to the right team. | A prepared file and clear escalation notes for staff. |
Where responsibility stays: Intake support is administrative. Clinical assessment, treatment advice and consent discussions requiring a licensed professional remain with your clinical team.
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 intake forms, EHR, scheduling software and secure messaging channel. Define identity checks and the minimum information needed for each visit type.
Use individual accounts and permissions appropriate to the work. Your practice approves access, provides its procedures and names the person who handles exceptions.
Track completed intake before the visit, missing-form rate, follow-up attempts and time from inquiry to booked appointment.
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 →
