Industry Specialization
Healthcare Virtual Assistant Services
Clinical staff are trained to deliver patient care — not to process insurance verifications, manage scheduling backlogs, or handle administrative correspondence. A dedicated, HIPAA-trained healthcare VA from The Human Capital takes over the administrative layer of your practice so your providers can focus exclusively on patients. Every healthcare engagement includes a signed Business Associate Agreement (BAA) before day one.
What Your VA Handles
8 ways a dedicated healthcare VA transforms your practice.
Patient Appointment Scheduling and Reminders
Scheduling complexity is one of the most consistent sources of clinical staff burden in healthcare practices. Your VA manages the full scheduling workflow across all providers and locations — booking new patient appointments, managing existing patient follow-ups, handling rescheduling requests, and coordinating complex multi-provider appointments that require specific room or equipment availability. They run automated reminder sequences via phone, text, and email in the days and hours before appointments, significantly reducing no-show rates. In practices with multiple providers, your VA becomes the centralized scheduling authority that keeps the calendar accurate and the waiting list managed — without consuming a nurse or medical assistant's clinical time.
Medical Intake Form Processing
Incomplete intake information creates friction at the point of care: providers walk into rooms without the context they need, clinical staff scramble to collect missing information at check-in, and appointments run late. Your VA manages the intake process from the moment a new appointment is scheduled — sending intake forms through your patient portal or intake platform, following up with patients who haven't completed their forms, reviewing submissions for completeness, and flagging missing information before the appointment day. They update your EHR with intake data according to your documentation protocols, ensuring every provider has a complete patient picture before walking through the exam room door. All PHI is handled in accordance with HIPAA minimum necessary standards.
Insurance Verification and Prior Authorization Support
Insurance verification failures are one of the leading causes of claim denials in healthcare — and prior authorization delays are one of the most time-consuming administrative burdens on clinical and administrative staff. Your VA verifies insurance coverage for every scheduled appointment using your clearinghouse or direct payer portal access, checking eligibility, benefit coverage, deductibles, and copay requirements. They submit prior authorization requests for scheduled procedures, follow up on pending decisions, and communicate authorization status to the appropriate staff and patients. Proactive verification before appointments eliminates the billing delays and patient friction that come from discovering coverage issues at the front desk.
Patient Follow-Up Coordination
Post-visit patient follow-up is one of the highest-value activities in healthcare — and one of the most consistently deprioritized when clinical staff are stretched thin. Your VA manages structured follow-up workflows: reaching out to patients after procedures or significant diagnoses to check on recovery, sending care plan adherence reminders, following up on specialist referrals to confirm appointments were made, reminding patients of prescription refills before they run out, and checking in with high-risk patients on a scheduled basis. Consistent, personalized follow-up improves patient outcomes, reduces preventable readmissions, and builds the patient loyalty that drives word-of-mouth referrals.
Electronic Health Records (EHR) Data Entry
Accurate, timely EHR documentation is both a clinical requirement and a billing requirement — yet clinical staff frequently fall behind on data entry during high-volume periods. Your healthcare VA supports EHR documentation under provider supervision: transcribing provider notes from dictation, entering structured data elements such as vitals, medications, and diagnoses into the appropriate fields, scanning and attaching documents to the correct patient records, and maintaining the data hygiene that keeps your EHR accurate and audit-ready. THC healthcare VAs are trained on Epic, Athenahealth, Practice Fusion, Kareo, SimplePractice, and other major platforms before placement with any healthcare client.
Referral Coordination
Patient referrals represent one of the most complex administrative workflows in healthcare — and one of the most common sources of dropped balls. Your VA manages the complete referral workflow: preparing referral documentation, submitting requests to specialist offices, following up to confirm receipt and appointment scheduling, tracking authorization status for referrals requiring prior approval, communicating appointment details back to the patient and the referring provider, and closing the loop when specialist notes are received. For practices that generate high volumes of referrals, dedicated referral coordination transforms a chaotic, manual process into a tracked, accountable workflow where no patient falls through the cracks.
Provider Communication and Messaging
Providers in busy practices are inundated with non-clinical communications that consume time without requiring clinical judgment: pharmaceutical representative inquiries, peer-to-peer authorization calls, administrative correspondence, patient portal messages about appointment scheduling and billing, and inter-office coordination. Your VA filters and manages this communication layer — responding to non-clinical inquiries, routing clinical questions to the appropriate provider with complete context, drafting provider responses to patient portal messages for provider review and approval, and maintaining the inbox discipline that prevents important communications from being buried under low-priority volume. Providers get fewer interruptions and spend more time on the work that requires their expertise.
HIPAA-Compliant Document Management
Healthcare documentation management requires precision on two axes: accuracy and compliance. Your VA maintains patient record organization according to your practice's document management protocols — scanning and attaching physical documents to patient records, organizing records for audit readiness, maintaining document retention schedules in accordance with state and federal requirements, and ensuring proper patient authorization for any record releases. All document handling follows the HIPAA Privacy Rule and your practice's internal policies, with every VA trained on the minimum necessary standard before beginning any healthcare engagement. Audit trails are maintained for every document access and modification.
Industry-Specific Tools
Your VA is already trained on your clinical platform.
Epic EHR
The leading enterprise EHR system used by major health systems and large practices. VAs manage scheduling, documentation, patient portal responses, and data entry workflows.
Athenahealth
Cloud-based EHR and practice management platform. VAs manage appointment scheduling, claim workflows, patient engagement, and documentation support.
Kareo & Luminare
Practice management platform used by independent practices. VAs handle scheduling, billing coordination, patient messaging, and EHR documentation.
SimplePractice
EHR designed for mental health, therapy, and wellness practices. VAs manage intake, scheduling, insurance verification, and secure messaging.
NexHealth
Patient engagement platform for scheduling, reminders, and two-way messaging. VAs manage appointment workflows and patient communication via NexHealth.
Zoom for Healthcare / Spruce
HIPAA-compliant telehealth and secure messaging platforms. VAs coordinate virtual appointments, send pre-visit materials, and manage patient communications.
Compliance & HIPAA Standards
Every healthcare engagement is built on full HIPAA compliance from day one.
The HIPAA Privacy Rule and Security Rule establish requirements for how Protected Health Information (PHI) is handled, transmitted, stored, and protected. For any healthcare practice that engages a Business Associate — which includes virtual assistants who access PHI — a Business Associate Agreement (BAA) is legally required before any PHI is accessed. The Human Capital provides a fully executed BAA as a standard component of every healthcare engagement, without exception.
THC healthcare VAs complete HIPAA compliance training that covers the Privacy Rule, the Security Rule, the minimum necessary standard, proper PHI handling procedures, and breach reporting requirements before placement with any healthcare client. Background verification is conducted through Checkr. All communication involving PHI occurs through encrypted, HIPAA-compliant channels — we do not transmit PHI via standard email or unencrypted messaging platforms. Access to your systems is logged and limited to the minimum required for each VA's specific scope of work.
For practices operating across multiple states or serving Medicare and Medicaid patients, our team is familiar with additional compliance layers including CMS guidelines, state privacy law variations, and the requirements of specific payer contracts. Healthcare practices in Australia, the UK, and the Middle East receive equivalent compliance coverage under the Australian Privacy Act, UK GDPR, and applicable GCC data protection regulations, respectively. Your practice's compliance obligations are taken seriously from the first conversation — not treated as an afterthought.
Client Story
Multi-clinic healthcare network: 50% reduction in no-show rate.
Challenge
A multi-location medical practice with three clinics and eight providers was losing clinical staff time to administrative tasks. Patient scheduling was managed manually without automated reminders, resulting in an 18% no-show rate. Intake forms were collected at check-in, creating appointment delays. Insurance verification was performed same-day, resulting in a high rate of claim denials for coverage lapses. Clinical staff were spending four or more hours per day on administrative work rather than patient care.
Solution
The Human Capital matched the practice with HIPAA-trained VAs who took over patient scheduling, intake form processing, insurance verification, and post-appointment follow-up across all three clinic locations. Every VA signed a BAA and was trained on the practice's specific EHR — Athenahealth — before beginning. Intake forms were moved to a pre-appointment workflow sent 72 hours before each visit. Insurance verification was scheduled 48 hours in advance of every appointment.
Result
No-show rates dropped from 18% to 9% within 90 days. Intake processing time was reduced by 65% as forms arrived complete before appointments. Insurance verification backlogs were eliminated. Clinical staff reported spending four or more additional hours per day on direct patient care. The claim denial rate for coverage lapses dropped to near zero. Practice administration reports the VA team as the highest-ROI operational investment made in the practice's history.
3+
Clinics supported
50%
No-show rate reduction
100%
HIPAA-compliant — BAA included
4+
Hours returned to clinical care daily
Cost Comparison
What healthcare administrative support really costs.
| Option | Monthly Cost | What You Get |
|---|---|---|
| Local Medical Office Administrator | $3,800–$5,200 | Salary + benefits + HR overhead + limited hours + no backup coverage |
| Healthcare Staffing Agency | $4,500–$7,000 | Agency markup + rotating staff + retraining costs + no dedicated relationship |
| The Human Capital | $700–$1,300 | Dedicated HIPAA-trained VA + BAA + 5-step vetting + Client Manager + backup coverage + month-to-month |
All invoicing is in USD. Month-to-month — no long-term contract required.
Frequently Asked Questions
Healthcare VA — common questions.
Do your healthcare VAs sign a Business Associate Agreement (BAA)?
Yes. Every THC healthcare engagement includes a fully executed BAA before work begins. This is non-negotiable and ensures proper HIPAA compliance for all PHI handling.
Are your VAs trained on specific EHR systems?
Yes. Our healthcare VAs are trained on the major EHR platforms including Epic, Athenahealth, Practice Fusion, Kareo, and SimplePractice. We also offer platform-specific training for specialty systems before placement.
Can your VAs access patient data securely?
All PHI access follows the HIPAA minimum necessary standard. VAs access only the data required for their specific tasks. Communication is via encrypted channels, and all access is logged for audit purposes.
What types of healthcare practices do you serve?
We serve primary care, specialty clinics, dental practices, mental health providers, multi-location healthcare networks, telehealth platforms, and medspas. Any practice with administrative workflows can benefit from a dedicated healthcare VA.
Get Your Healthcare VA in 48 Hours
Tell us about your practice, your EHR platform, and your biggest administrative challenge. We'll match you with a dedicated, HIPAA-trained VA within 48 hours. BAA included. Month-to-month.
Available In These Regions
Healthcare VA services by city.
Middle East
Australia & New Zealand