How To Manage Your Virtual Medical Assistant
Virtual Assistant

How To Manage Your Virtual Medical Assistant

Table of Contents

When it comes to hiring a Virtual Medical Assistant, the first question someone might have is, “How do I manage a Virtual Assistant?” Well, the same way you manage anyone else who works for you. A Virtual Assistant is an extension of your office, and they work the same as anyone else, so managing them is relatively easy. We’ll tell you how this works and give you some tips for making this a successful partnership.

Congratulations on your decision to hire a Virtual Medical Assistant for your business! You’ll see what benefits they offer as well as how easy it is to work with them. Having a Virtual Assistant on board helps balance the workload for everyone, and improves the customer experience because their needs are met without long wait times and without feeling rushed when speaking with the doctor. In this situation, you, your staff, and your patients benefit from such a partnership.

How Do I Communicate With My Virtual Assistant?

Your Virtual Assistant maybe hundreds of miles away, but maintaining a connection to them is as easy as opening up your laptop. There are many communication tools at your disposal to send them notes, reminders, and have face-to-face conversations. You can initiate video conferencing calls through our encrypted software program for weekly staff meetings or on-the-spot communications. You can include them in your staff meetings or opt to speak with them privately if you prefer.

How Does a Virtual Assistant Stay Organize?

Many of our Virtual Assistants have been doing this type of work for a long time and have developed very effective work habits that keep them organized and on track. There are tools such as time-blocking techniques where you work in 25-minute increments with a 5-minute break. They also have a list of tasks in the order they need to complete them, prioritize time-sensitive tasks, and have resources ready to look up information, do research, and more. They normally schedule their day out first thing in the morning and just tick off each task as they complete them in a way that is quick and efficient.

Do I Need to Track Their Time?

No, because you are charged a flat fee, you don’t have to do any of that. Your pricing plan is determined by how often you need your Virtual Assistant. If you only require a few hours a week for a shortlist of tasks, then you’ll probably choose the basic option. We handle all the normal things when hiring someone, such as training, time-tracking, taxes, and so on. All you have to do is run your business and take care of your patients.

How Will They Work on Tasks Outside of My Office?

Your Virtual Assistant connects to your phone system through our VOIP software, and incoming calls will be automatically routed to them. When making calls to patients to confirm appointments, they use your line and local area codes for other business-related tasks.

All administrative tasks will be recorded in your EMR system so everything is in one place and done in real-time. Even though they are not physically in place in your office, they will be connected to the phone system and all of your billing, invoicing, and management systems for completing assignments and communicating with you. It will be just like having someone working in the next room.

It will never be obvious that you are outsourcing. Anyone would think that your staff is handling everything very efficiently and providing excellent customer service. In all aspects, your office is running like a well-oiled clock with all the wheels and cogs working in sync.

We Have Many Virtual Assistants to Choose From

You’re not limited to just one Virtual Assistant. You can hire as many as you need to help your business run smoothly and efficiently. If you suddenly got an influx of new patients and don’t have enough regular staff to cover, we can help. We have Virtual Medical Receptionists, Virtual Medical Assistants, Virtual Dental Assistants, Virtual Veterinary Assistants, and Virtual Scribes. We can help you get started and offer you as much help as you need in getting things going.

Micro-managing is Not Necessary

Your Virtual Assistant is your helper and is there to lighten the load for you. Unlike a temp worker who is only there for the day, your Virtual Assistant doesn’t have to be managed or kept track of. They will be in constant communication with you so you can update them on new assignments, or anything going on that requires a heads-up. They work alongside you like any other member of your staff, so there are no worries as they will learn your practices and workflow to maintain consistency.

Managing a remote worker is so easy because you really don’t have to. They are experts at time management, organization, and have the necessary skills to do the job in the same way as other trained office staff. We handle all the tasks of recruiting, hiring, and training them so all you have to do is assign them tasks to complete with an established deadline and let them go to work. This is great for you because having them do the more tedious routine tasks means you don’t have to worry about those things getting done and can focus more on the patients and providing great care.

Leave a Comment

Your email address will not be published.