virtual medical assistant

A Virtual Medical Assistant (VMA) is a remote healthcare professional who provides both administrative and clinical-adjacent support to medical practices, clinics, or hospitals. Unlike a general virtual assistant, they possess specialized knowledge in medical terminology, HIPAA compliance, and Electronic Health Record (EHR) systems. 

Core Roles & Responsibilities

• Clinical Support & Documentation:
  • Virtual Scribing: Listening to patient visits in real-time and entering SOAP notes (Subjective, Objective, Assessment, Plan) directly into the EHR so the doctor can focus on the patient.
  • Prescription Management: Processing refill requests, checking for drug interactions, and coordinating with pharmacies under a provider's supervision.
  • Lab Coordination: Ordering diagnostic tests through portals like Quest or LabCorp and flagging abnormal results for immediate physician review.
• Administrative & Front Office:
  • Appointment Management: Scheduling, rescheduling, and managing waitlists using systems like Epic, Cerner, or Athenahealth.
  • Insurance Verification: Confirming active coverage and obtaining prior authorizations to prevent claim denials.
  • Patient Triage: Screening incoming calls and messages to determine the urgency of care and routing them to the appropriate medical staff.
• Telehealth & Care Coordination:
  • Telehealth Facilitation: Conducting pre-visit "tech checks" with patients, ensuring they can access the video platform, and collecting home-measured vitals (e.g., blood pressure) before the doctor joins.
  • Post-Visit Follow-Up: Calling patients 24–72 hours after an appointment to check on recovery, medication adherence, and understanding of discharge instructions. 

Key Skills & Requirements

• HIPAA Mastery: Strict adherence to data security protocols, including using VPNs and encrypted communication.
• Technical Savvy: Proficiency in medical software and remote tools like Zoom, Microsoft Teams, or specialized patient portals.
• Soft Skills: High levels of empathy and professional communication to assist patients who may be stressed or ill.