A defined five-stage process from first conversation to go-live - many practices are live within about 36 hours of completing their scope and access agreement. No PHI required to start.
Onboarding with Virtual Medical Assistant follows five stages: a complimentary, no-PHI workflow assessment; a scope and access agreement defining exactly what your VMA can do and see; training on your practice's own systems and scripts; a go-live with clear escalation rules; and ongoing review against the indicators relevant to your services. Many practices are live within about 36 hours of completing their scope and access agreement - that's a typical timeline, not a guarantee, since actual onboarding time depends on scope, access, training, and workflow complexity. Your assessment defines a realistic path for your specific practice.
A short, structured conversation - not a sales pitch, not an intake form. We ask about call volume, scheduling workload, insurance/prior-auth process, referral handling, and documentation load, and identify the biggest gaps. No patient health information required.
We define exactly what your VMA will do, which systems they need access to, and which permissions they're granted. Clinical decisions always stay with your licensed providers. Access is limited according to client-approved roles and permissions. A Business Associate Agreement may be executed when applicable.
Your VMA is trained specifically on your practice's scripts, call-handling preferences, scheduling rules, EHR/PM system, and documentation formats - not a generic script applied across every client.
Every task type has a documented rule: how it's handled when routine, and when it's escalated back to your team. Many practices are live at this stage within about 36 hours of completing Stage 2. Coverage hours depend on the agreed service plan.
Task completion and workflow performance are reviewed against indicators relevant to the services you're using. These are operational indicators, not promised outcomes. Scope can be adjusted as your needs change.
Many practices are live within about 36 hours of completing their scope and access agreement. That's a typical timeline, not a guarantee - actual onboarding time depends on scope, access, training, and workflow complexity, and your complimentary assessment will define a realistic path for your specific practice.
No special preparation is needed, and no patient health information should be shared. Come with a general sense of where your admin time is going.
Your practice does. Access is limited according to client-approved roles and permissions defined in your scope and access agreement.
It's escalated back to your team per the rules set during onboarding. Scope can then be expanded if your practice wants that task type included.
Yes, as part of the ongoing review stage.
A Business Associate Agreement may be executed when applicable, as part of the scope and access agreement stage.
No PHI required for the initial conversation.
Tell us about your front-desk and admin workload - we reply within one business hour.
