Remote administrative and medical-scribe support built around the realities of obstetrics and gynecology scheduling - from the recurring prenatal visit cadence to referral coordination for high-risk consults. Our team works within your client-approved systems, scripts, permissions, and workflows.
Obstetrics and gynecology practices manage one of the most structured recall schedules in medicine. A single pregnant patient may need roughly monthly visits early on, then biweekly, then weekly appointments as the due date approaches - and every interval has to be tracked accurately, rescheduled when life happens, and reconciled against the provider's calendar. Layer in a busy general gynecology panel with well-woman exam recall, a steady stream of new obstetric patients who need prior records and history organized before their first visit, and referrals out to maternal-fetal medicine and other specialists, and front-desk and care-coordination staff can be stretched thin fast.
Virtual Medical Assistant provides trained remote support for these exact workflows. We do not replace your clinical team or make clinical decisions. We work inside the systems, scripts, and permissions your practice already has in place to keep scheduling, intake, referrals, and documentation moving so your providers and in-office staff can stay focused on patient care.
Many independent OB/GYN practices run lean front-desk teams that are covering phones, in-person check-ins, and portal messages at the same time. When a prenatal patient calls to reschedule, or a new patient needs her records pulled together before a first visit, or a referral has been sitting without a response for a week, those tasks compete for the same limited staff hours. A remote administrative team gives your practice additional capacity for exactly this kind of recurring, rules-based work, without adding another in-office hire.
Good fit for: Independent OB/GYN practices with 1-10 providers that need help keeping up with a high volume of scheduling and phone calls, tracking the prenatal visit cadence across an active obstetric panel, organizing new-patient intake and prior OB/GYN history before first visits, coordinating referrals to maternal-fetal medicine and other specialists, and supporting eligibility, benefits, and prior-authorization paperwork for ultrasounds, genetic screening, and certain procedures.
A VMA can manage the day-to-day work of keeping the prenatal visit cadence on track - confirming the next appointment interval based on your practice's scheduling templates, rebooking missed visits promptly, and flagging gaps so nothing slips between trimesters. As a pregnancy moves from monthly to biweekly to weekly visits, that means more calls, more reminders, and more rescheduling in a shorter window, which is exactly the kind of repetitive, high-volume task a remote scheduling team can absorb.
On the general gynecology side, the same team can handle new-patient scheduling, annual well-woman exam booking, and the intake process for incoming obstetric patients: collecting prior OB/GYN history, requesting records from a previous provider, and organizing everything in your EHR ahead of the first visit, all according to your approved intake checklist and permissions. For practices with a high volume of new obstetric patients, having records and history organized before the first visit means providers spend less time hunting for information and more time with the patient in the room.
Ultrasounds, genetic screening tests, and certain gynecologic and obstetric procedures often require benefits verification or prior-authorization paperwork before they can be scheduled. A VMA can verify insurance eligibility, check benefits for these services, and prepare and submit prior-authorization requests using your practice's forms and payer portals. We track the status of each request and follow up with the payer as needed, and can keep patients informed of where a request stands so they aren't left calling the front desk repeatedly for updates.
This kind of paperwork tends to cluster at predictable points in a pregnancy - an early dating ultrasound, a genetic screening panel, an anatomy scan later on - and each one can carry its own benefits and authorization requirements depending on the plan. A VMA working from your payer-specific checklists can keep these requests moving in the background so scheduling isn't held up waiting on verification. Payers make authorization decisions, and clinical decisions remain with licensed providers - the VMA's role is limited to the administrative steps that support that process.
High-risk pregnancies frequently require a referral to a maternal-fetal medicine specialist or another consultant. A VMA can send the referral according to your workflow, track whether it was scheduled, follow up if a consult note hasn't come back, and log the returned documentation in the chart for provider review. Keeping an accurate list of open referrals - and knowing which ones are still waiting on a consult note - is administrative work that benefits from a dedicated point person, especially when a patient has more than one specialist involved in her care.
On the follow-up side, the same support extends to scheduling postpartum visits after delivery and running recall outreach for well-woman and annual exams so patients due for a visit don't fall off the schedule. Recall lists can be built from the intervals your practice already uses, whether that's a standard postpartum check timeline or your annual well-woman cadence, and outreach is done according to the scripts and contact preferences you approve.
Beyond scheduling and referrals, a VMA can provide inbox and task management support - triaging patient messages and portal requests according to your rules - and EHR administrative support such as updating demographic or insurance information and preparing charts ahead of visits. A well-prepared chart, with recent history, referral notes, and prior test results already organized, helps a visit run more efficiently for both the provider and the patient.
For practices that want documentation support during patient encounters, our medical-scribe service can assist with capturing visit notes in real time, using your templates and EHR access permissions, whether that's a routine prenatal check-in, a well-woman exam, or a follow-up visit. The licensed provider remains responsible for reviewing, correcting, and approving the final clinical record.
Diagnosis, all pregnancy-related clinical decisions, delivery and birth-plan decisions, and treatment planning stay with your licensed providers at all times. VMAs support approved administrative workflows and must not diagnose, prescribe, give medical advice, interpret test results independently, determine medical necessity, make clinical decisions, approve or deny prior authorizations, or alter final clinical documentation independently. Access to any system is limited according to client-approved roles and permissions, and our workflows are designed to support HIPAA-aligned processes. A Business Associate Agreement may be executed when applicable.
We support independent OB/GYN practices remotely across the United States. Support is delivered remotely - we do not maintain a staffed local office.
A virtual medical assistant can track and schedule the recurring prenatal visit cadence your practice follows - typically monthly through early pregnancy, then biweekly, then weekly as the due date approaches - using your client-approved scheduling rules and EHR. The VMA works from the visit intervals and templates your practice already uses; the licensed provider determines the actual clinical schedule for each patient.
For referrals to maternal-fetal medicine specialists or other consults, a VMA can send the referral according to your workflow, track its status, follow up on scheduling, and confirm that consult notes are returned and logged in the chart for provider review. The VMA does not decide when a referral is clinically necessary - that determination is made by the referring provider.
No. VMAs support administrative and documentation workflows only. They do not diagnose, triage symptoms, interpret test results, give medical advice, or make any pregnancy-related clinical decisions. Those responsibilities remain with your licensed providers at all times.
No. Virtual Medical Assistant focuses on administrative and medical-scribe support - scheduling, intake, eligibility and benefits verification, referral coordination, and documentation support. We do not provide medical billing, coding, or revenue-cycle services. If you're looking for billing or revenue-cycle support, ask us about our billing partner.
No PHI required for the initial conversation.
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