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Growing Your Practice with a Virtual Assistant Medical

A virtual assistant medical can help doctors grow their practice in several ways. By providing support to medical professionals and their staff, a virtual assistant can take on some day-to-day back-office tasks that tend to pile up and bog down your work schedule. Virtual assistant medical will give doctors more time to focus on essential duties such as patient visits, developing treatment plans, and expanding their business.

Virtual medical assistant services can help you manage your online presence by creating content for your social media accounts or website, driving traffic back to your practice. With the help of virtual medical assistant services, you can grow your facility and keep it running smoothly. They are an excellent addition to any healthcare team!

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A virtual assistant medical can help grow your practice by handling many administrative tasks that take up your time. By providing front-desk support, booking appointments, and managing patient files, a healthcare virtual assistant can take on much of the work that would traditionally keep you from focusing on your patients. A virtual assistant medical is trained to seamlessly integrate into your facility, saving you time and money in training.

How to maximize the benefits of using a Virtual Assistant Medical to grow your practice

A virtual assistant medical can assist in the management of your medical facility efficiently and maximize your profits. By taking on some of the day-to-day work, a virtual medical receptionist can allow you to center your attention on growing your office. Here are a few suggestions to aid you in getting the most out of using a virtual assistant medical:

1) Define tasks to increase efficiency

Define what duties you would like the virtual assistant medical to do. The work that you assign should be specific and measurable so that you can track their progress and ensure that they are getting the job done correctly. Delegating duties to your virtual assistant medical is meant to free up your time to strategize on other parts of your private practice that can be improved.

A virtual assistant medical is trained to work independently and efficiently, requiring little to no supervision, which enables them to free up valuable time for you and your staff. virtual assistant medicals can assist in managing your time more efficiently, allowing you to get more things done in a shorter time. This is important in a medical office where there is often a lot of paperwork and other administrative tasks to be completed.

2) Establish clear communication to foster teamwork

Establish clear communication guidelines between your in-house medical team and virtual staff. The virtual assistant medical should be clear on what methods of communication are acceptable (phone, email, chat, etc.), as well as when would be the best time to reach you. In most cases, physicians would only be contacted for specific reasons outside regular office hours.

Establishing clear guidelines would prevent conflict and misunderstanding in the workplace. Your virtual assistant medical needs to know who to contact and how in the event of a patient calling in after regular office hours. A virtual assistant medical also needs to know who to contact and when regarding clarifications about administrative operations.

Having communication guidelines and emergency protocols in place enables your virtual assistant medical to maximize their time and work around your preferences. This is also an effective way to foster teamwork, as your in-house staff would know what duties are delegated to the virtual assistant medical and which ones they need to work on within the office. Having a positive workplace encourages a long-term commitment from your staff to stay longer with your healthcare facility.

3) Set expectations to avoid conflict

Set expectations for turnaround time. As with any employee, it is essential to set expectations for how quickly tasks should be completed. This will help to avoid any misunderstandings or frustration on either side.

Setting expectations is vital in any situation where there is potential for conflict. By setting clear expectations, both parties know what is expected of them and can work to avoid potential conflicts. When it comes to a virtual assistant medical, it is imperative to set expectations early on. This ensures that both the virtual assistant medical and the doctor are on the same page and that the virtual assistant medical knows what is required of them.

Conflicts can arise when one person feels they are not being held to the same standard as others or feel their workload is too high. By setting expectations from the beginning, both of these situations can be avoided. The virtual assistant medical knows what is expected of them and can plan accordingly, and the doctor knows what to expect regarding turnaround time.

It is crucial to note that not all conflicts can be avoided, but setting expectations can help to minimize them. If a conflict does arise, it is essential to address it as soon as possible. Addressing issues head-on will help keep communication lines open and ensure everyone remains on the same page.

4) Provide proper orientation about your protocols and procedures

When you first hire a virtual assistant, you must give them an orientation about your protocols and procedures. This will ensure they have all the necessary information to do their job correctly and help you grow your facility. With proper orientation, the virtual assistant may be able to do their job effectively and make mistakes that could impact the healthcare sector.

Many specialized fields in medicine make it essential to provide orientation for virtual assistant medicals. This is especially true for virtual assistants, who may need to gain experience or knowledge in the specific field you are working in. Although most virtual assistants are highly capable of handling any administrative work, your clinic may have a different way of doing things.

Discussing your protocols and procedures during orientation not only equips your virtual assistants but also allows them to streamline your processes. That is why it is essential to take the time to provide orientation for your virtual assistant. The main goal is for them to ensure that your clinic runs smoothly so you will have the means to grow your healthcare practices.

5) Have regular meetings for feedback

The importance of providing and asking for feedback can’t be overemphasized when it comes to growing your facility. It is essential to check in with your virtual assistant regularly to make sure that they are meeting your expectations and handling their duties effectively. This will help maintain a good working relationship and ensure that your medical facility runs smoothly. 

Feedback from patients is also a valuable source of information to help you grow, as they are ultimately received. By soliciting their input, you can fine-tune your services to meet their needs better. Hearing what they have to say enables you to understand what they really need, which is vital for healthcare professionals.

In addition, getting feedback from colleagues and other professionals in your field can assist you in staying up to date on the latest trends and developments. In the ever-competitive world of medicine, staying on top of things and maximizing ideas that would work for your clinic is crucial. Constant learning is vital for physicians to render the best service for their clients.

Provide feedback as often as needed so that your in-house and virtual staff can continue to improve their performance. Feedback can also aid you in identifying and working on areas where you need to improve. Ultimately, seeking and using feedback is a critical ingredient in achieving success.

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6) Reduce costs while improving the quality of care

Many expenses come with hiring a full-time employee. One of the most significant expenses is salary. You will likely need to offer a competitive salary to retain and attract top talent. Other costs associated with hiring a full-time employee include benefits, payroll taxes, and training.

If you cannot afford to hire a full-time employee or want to grow your service on a budget, consider outsourcing some of the administrative work to a virtual assistant. Virtual assistants can help with various tasks, including scheduling appointments, handling correspondence, and managing your calendar. This can help you reduce overhead costs and allow time to focus on elevating your practice.

Having a virtual medical assistant can help you save money on staffing costs as you no longer need to hire a full-time employee, which can be expensive. Virtual medical assistants can work remotely, eliminating the need for healthcare benefits and transportation allowance. Regardless of the number of virtual assistants you wish to hire, you can handle renting out a bigger office space.

Virtual medical assistants are often more specialized in their skill set, so you can spend less time training them on general tasks. Hiring a virtual assistant can be a cost-effective solution for medical practices that want to grow but also wants to improve patient care. By using a healthcare virtual assistant, you can ensure that your patients receive the best possible care and attention.

How to find and hire the perfect virtual medical assistant

Finding the right virtual assistant for your medical facility can seem daunting. However, following the steps below can make the process easier and ensure that you find the perfect candidate for the job.

1) Define your needs

The first step is to clearly define your needs to ensure that you are looking for the right qualifications in a virtual assistant. These are some of the crucial factors to consider when hiring a virtual assistant:

  • What duties do you want them to perform? 

Defining which tasks would be delegated to your virtual medical assistants lets your staff know what is left for them to handle daily. This also ensures that tasks are noticed and addressed. This would also define your facility’s need to integrate a virtual staff into your operations.

  • What skills do they need to have?

Clearly outlining the skills you need from virtual medical assistants would reduce the time you would place in shortlisting candidates. Having them in groups like definite must-haves, essential, and bonus skills is best. It is best to get your in-house staff’s input so they can work well with your virtual staff.

  • What is your budget?

When hiring virtual assistants, it is essential to consider your budget as you want to reduce costs but still maintain a standard of care for your patients. Virtual assistants can be a cost-effective solution in ensuring that your clients receive the best care at a low cost. You have to balance this to ensure that you maintain quality and, eventually, the stability of your practice down the road.

2) Create a job post or search for virtual assistant providers online

Once you have a clear idea about what you are looking for, create a job posting outlining your specific needs. This will help attract candidates who are a good fit for the position and weed out those who are not qualified. Another option is to search online for virtual assistant providers who have experience working with medical offices.

When looking for a virtual assistant provider, be sure to ask the following questions:

  • What is the company’s experience in the healthcare industry?
  • What is the company’s experience in providing virtual assistance services?
  • What is the company’s track record in meeting deadlines and providing quality services?
  • How does the company ensure data security and privacy?
  • What is the company’s customer service policy?
  • What kind of training and support will be provided to my team?
  • How often will reports be sent detailing the progress of the project?
  • Is there a trial period or minimum contract length?

Choosing the right virtual assistant provider is an important decision that can significantly impact your profession. With the right provider, you can benefit from expert support and high-quality services that help you manage your workflow more efficiently and meet your goals. Do your research to find the right provider for your needs.

Portiva is a virtual medical assistant provider with more than a decade of work and experience in the healthcare industry. We have provided virtual assistant medicals to thousands of medical and dental offices across the United States and helped relieve the burden by maintaining their day-to-day administrative work. Portiva’s virtual assistant medicals can handle your insurance verification process, patient records, and follow-ups with technology expertise to provide a better solution for your practices.

Portiva also has transcription services known for their accuracy and with less than 24 hours turnaround time. Whether you are having concerns with updating your EMR system or managing documentation, Portiva has you covered. You can sit back and relax after each dictation, knowing that patient’s charts are updated in the EMR the next day.

Portiva offers a secure messaging system to communicate with your patients efficiently and confidently. Our virtual assistant medicals are dedicated to ensuring that your records are accurate, safe, and secure. Contracts between your practice and our virtual assistant medicals, along with specific security software protocols, are in place to give you peace of mind.

Testimonials of reduced appointment cancellations and no-shows mean more business for your practice. Using a Portiva virtual assistant for your medical office can provide many benefits, including increased efficiency, reduced costs, and improved quality of care. You can dedicate your time and energy to providing quality care while we at Portiva take care of the rest. 

3) Screen candidates

Once you have received resumes from potential candidates, it is important to screen them carefully to ensure that only the best applicants are considered for the position. One way to screen candidates is to ask them to complete a task or quiz related to the job duties. This will give you a clearer idea of their skill level and whether they are a good fit for the position.

4) Interview candidates

After screening candidates, it is time for an interview. This is an opportunity for you and the candidate to ask questions and get to know each other better. Ask questions about their experience, skills, and how they would handle specific duties. This will help you evaluate their suitability for your medical office.

5) Check references

It is always important to check references before making any final decisions. Ask previous employers about the candidate’s work ethic, skills, and ability to meet deadlines. References will aid you in making an informed hiring decision about them.

Final thoughts

Virtual medical assistants can help healthcare providers schedule appointments, handle prescription refills, update electronic medical records, and process insurance verifications. A virtual assistant medical can also handle your phones to answer questions and reduce long holds resulting in increased patient satisfaction. With a virtual assistant, you can save time and focus on providing quality patient care while Portiva takes care of the rest.

To find the best-suited virtual assistant for your needs, ask vital questions such as the following: What is the company’s experience in the healthcare industry? What is the company’s experience in providing virtual assistance services? What is the company’s track record in meeting deadlines and providing quality services? How does the company ensure data security and privacy?

Portiva is a healthcare virtual assistant provider that can help grow your medical practice. If you’re looking for means to improve your office’s performance, consider hiring a Portiva virtual assistant medical! Schedule a call today at 800 991 6922 or visit Visit www.portiva.com to discover more information about how Portia can help grow your medical practice.