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Benefits of Employing a Virtual Scribe

Most medical professionals would agree that having a virtual medical assistant in your medical practice can be extremely helpful for the primary care physician and certified nursing assistant.

Virtual medical assistant job description

Virtual Scribe are essential team players for any medical organization. Virtual assistants often handle administrative tasks in ambulatory care settings, specialized clinics, doctor’s offices, and other healthcare institutions. Services provided by Virtual Scribe differ according to their level of expertise, depth of knowledge, and prior appropriate medical training.

Medical virtual assistants follow specific nursing protocols required by a Medicare-recognized organization.

virtual scribe

In-house physician assistant taking blood pressure

Administrative and clinical duties of physician assistant

Physician assistants must perform administrative and clinical tasks in various healthcare facilities and medical provider offices. Too much paperwork daily confines certified medical assistants more to their desks, updating electronic health record systems and doing insurance verification rather than their clinical job responsibilities.

Virtual assistants have a sound foundation of medical terminology with EMR charting experience to support their medical practice. Handling most of the tasks that can be done remotely, like updating patient information, patient records and electronic record monitors patient appointments, answering questions on the health plan, booster shots or ongoing activities of the practice, and many more. Primary responsibilities can be delegated to a virtual assistant while your clinic staff delivers patient care to new clients.

A virtual assistant can handle documentation needed to keep your clinic running smoothly so that you and your healthcare assistants can provide better services to your clients. Using a virtual assistant, you position your member’s case management team to better support your practice without worrying about much healthcare documentation. 

Administrative tasks that can be delegated to virtual assistants

A virtual assistant can work or cover the following administrative duties depending on what your practice needs:

  1. Answering your calls and gathering patient medical history
  2. Scheduling and confirming patient medical appointments
  3. Insurance verification and prior authorization
  4. Billing and/or Bookkeeping
  5. Submitting and receiving health records
  6. Updating your electronic medical record tracking system
  7. Scribing or transcribing
  8. Handling correspondence from certain colleagues
  9. Coding and completing insurance forms
  10. Arranging for hospital admissions and any laboratory services
  11. Follow up on contracted transportation companies for any medical equipment ordered by the practice.
  12. Establishing trusting, collaborative relationships to resolve access to things like medication injections, background checks on virtual assistance for your doctors and other practices
  13. Coordinates servicing for provider visits

Clinical duties of physician assistant optimized with virtual assistants

Physician assistants play a vital role in the healthcare system. Certified clinical assistant interacts with patients the most, so it is essential for them to be fully vaccinated for their protection and have good interpersonal skills. This means that they need to be able to build rapport while dealing with related psychosocial issues that may arise. In addition, they need to be able to put them at ease and make them feel comfortable. This is especially important for procedures that might be painful or uncomfortable.

Preparing to administer medications

Having a virtual assistant in your practice can help relieve stress on your in-house staff since they no longer have to worry about collecting patient information, updating electronic medical records, scheduling patient appointments, ordering supplies, prescription refills, and other administrative tasks are done daily. Instead, your in-house medical assistant can focus on their clinical duties of giving direct patient care, which includes the following:

Taking health history

One of the most essential duties of a physician assistant is to take the patient’s history. This involves gathering information about the patient’s condition and any medications they are taking. In addition, they will need to ask questions about their symptoms and when they started happening. They will also need information about the patient’s family health history and previous health conditions. This information is essential in helping the physician diagnose and treat the patient’s condition.

A virtual scribe can gather patient medical history.

Physician assistants typically work with one patient at a time for optimal care, and this task can be delegated to a virtual medical assistant who is trained to schedule appointments and has the knowledge and experience to gather health history.

After taking the patient’s history, the physician assistant will perform a physical examination. This will help them to rule out any possible causes of the symptoms. They will also look for any signs of infection or disease. The physical examination will also help the physician assistant determine the type of treatment the patient needs.

Virtual Scribe can lessen the workload of the physician assistant by handling the documentation during this time. This way, nothing gets left out in the examination or documentation.

Explaining treatment procedures

When you go to the doctor, they might need to do some tests. Their assistant’s work is to explain what they will be doing and why. This includes taking vital signs, drawing blood, and doing lab work. They also need to be able to answer any questions that the patient might have and follow up with any pending medical records.

Aside from scheduling appointments, you may want to delegate this task to your virtual assistant. Patients may also call in about their treatment procedures and scheduling appointments which makes having a virtual assistant to support your practice beneficial, especially when you and your in-house assistant are faced with a full waiting room.

Imagine directing your patient to your virtual assistant while you see another client. This allows your practice to handle more people at one point in time, thus efficiently delivering your services to more individuals needing your specialty.

Preparing for examinations

A physician assistant’s work is to ensure that patients have the necessary information and instructions to make their visit as smooth and productive as possible. They may also be responsible for escorting patients to exam rooms, obtaining vital signs, and assisting the physician with the examinations.

Assisting the physician during examinations

Physician assistant jobs may include taking blood pressure, recording vital signs, administering injections, extracting blood samples, and performing basic lab tests. These cannot be done remotely and would take a lot of the assistant’s time and effort, especially when they have a lot of people coming in for the day. A virtual assistant ensuring that everything is recorded and updated in their systems enables them to finish their jobs faster and makes them more focused, resulting in fewer errors.

Another important responsibility is to keep the examination rooms clean and organized, which can be difficult when you have a lot to deal with aside from this task. Therefore, you may hire a regular assistant just for the place’s upkeep rather than placing all these tasks on your clinic assistant.

Clinic staff also stock supplies and ensure all necessary equipment is ready and available. This could mean sterilizing or disinfecting equipment routinely, depending on the kind and size of the practice. A more comprehensive approach means needing more virtual and in-house staff to ensure that the office runs as smoothly as possible. For example, having virtual assistants keep track of your to-do lists could ensure that nothing gets left out or overlooked at any point in time, regardless of how busy your practice gets.

Collecting and preparing laboratory specimens

Physician assistants must be able to properly collect the specimens and then prepare them for testing. This can include making sure the model is appropriately labeled and packaged. It is also essential to ensure that all the required paperwork is included with the specimen.

Medical assistants may be responsible for preparing specimens for many different types of laboratory tests. These can include blood tests, urine tests, and swab tests. Each test requires a specific process for specimen collection and preparation.

Anyone who has worked in a healthcare setting would know the procedures needed to ensure that errors are avoided as much as possible, which only means more paper trail. Having a virtual assistant oversee everything in order concerning paperwork and insurance claims frees up your in-house staff to just focus on handling and correctly labeling the specimens and results.

Physician assistant handling laboratory specimens

Performing basic laboratory tests

One of the physician assistant job descriptions may include performing basic laboratory tests. These tests can help physicians diagnose and treat the patient efficiently in real time. They must be able to use the needed equipment appropriately and understand test results concerning their health histories.

What would be better than poring through the microscope or double-checking something and just ranting out the results to a virtual scribe? Then, your printed result will be ready when you take your eyes off the microscope, and you only have to review the written output.

Instructing about medication and special diets

Physician assistant support may include explaining how to take medication, when, and what side effects to watch for. They may also be responsible for helping create and follow a particular diet plan. Therefore, they must communicate effectively to ensure their instructions are understood.

This is another task that may be delegated to a virtual assistant should the office have more census than usual. They can be an excellent resource for providing clear and concise instructions that are easy to follow. Additionally, virtual assistants can be available to answer any questions that clients may have or just listen through any related psychosocial issues that they may have about the visit, the procedure, or the upcoming options laid out to them by the provider. This can help ensure they comply with their medication, diet instructions, and health plan.

Preparing and administering medications, including intramuscular, intradermal, and subcutaneous injections

Some assistants may also be certified pharmacy technicians (CPhT). Certified pharmacy technicians are responsible for filling prescriptions and providing other pharmaceutical services under the supervision of a pharmacist. One does not need to be a CPhT in order to prepare and administer medications to patients unless it is required to advance one’s career. A clinic assistant with a nursing degree is more than capable of performing this job description.

Any documentation that can be accomplished remotely can be delegated to virtual assistants so you need not have more in-house staff than you need. In addition, a virtual team only costs a fraction of what you pay your regular staff, which means more savings for expanding your practice or elevating your specialty to greater heights by maximizing the potential of virtual assistance in your office.

Phlebotomy

Physician assistants specializing in phlebotomy can be an essential part of any practice. They are responsible for drawing blood for various reasons, such as tests or donations. Therefore, phlebotomists must be skilled in venipuncture, drawing blood from a patient’s vein. They must also be knowledgeable about the different equipment and supplies used in this process.

Physician assistants work closely to extract blood samples for testing.

Charting everything done for the client can take a toll on many nurses and other practitioners, and this is an area where a virtual scribe may be of assistance. Your staff can have accurate time recording of everything that they are doing, and audio is sent to the scribe who types it out into a written document ready for any healthcare or insurance provider to access or at any time.

Taking electrocardiograms

An electrocardiogram is a noninvasive test that does not involve inserting needles or other instruments into the body. It is a painless test that takes only a few minutes to complete. The test results can help doctors diagnose and treat coronary artery disease, congestive heart failure, and cardiac arrhythmias.

A virtual medical assistant job may include having the skill to perform electrocardiograms to measure the heart’s electrical activity. To take an electrocardiogram, assistants use a machine called an electrocardiograph (ECG or EKG). They place sensors on the patient’s chest and limbs. The sensors are connected to the ECG machine by wires. They then turn on the machine and records the tracing on paper.

Your assistant can just forward these results to a virtual receptionist at the end of the day, which would then organize them as part of their member’s electronic health records. In addition, virtual help enables your staff to leave the office after their shift and make time for themselves or their friends and family to create that work/life balance to promote mental health and keep them from burnout.

Eventually, this translates to lower attrition rates which means less time and energy spent on putting up the latest job alert for another position that just opened up. However, sorting through the results of your job alert, interviews, training, and orientation can be a nightmare even with the help of a staffing agency.

Wound care and changing dressings

Assistants for your practice are often responsible for wound care and changing dressings. This can be challenging, but it is also vital to work. A physician assistant skilled in wound care can provide quality care for those recovering from injuries or surgery. In addition, their knowledge about wound care can help to prevent infections and other complications.

Additionally, a physician assistant can educate patients on how to care for their wounds. This can help ensure that patients can heal properly and avoid complications. This part of the task can be delegated to a virtual medical assistant to assist the in-house staff in positioning themselves to help more people with similar needs.

Moreover, by delegating this task, people will not feel like they are just another number on your list to tick off. When people feel valued and cared for, they tend to gravitate toward that feeling with others ensuring growth and more business for your practice.

Previous relevant medical training in wound care

Physician assistants are a vital part of any healthcare setting. They are responsible for various clinical tasks, including preparing and administering medications, drawing blood, taking electrocardiograms, and wound care. Many of these tasks are vital, which makes delegating their administrative duties to a medical and dental virtual assistant beneficial for them to focus on direct patient care. This can help to take the pressure off in-house staff and improve the efficiency of your practice.

Delegating tasks to a virtual receptionist can take the pressure off your in-office staff and free them up to do more meaningful work. Virtual assistants are healthcare professionals and can handle a wide range of administrative work. They can answer phones, schedule appointments, verify insurance, direct billing, submit and receive health records, update your EHR system, and more. Having a virtual scribe on your team can help you improve your practice’s efficiency and bottom line. Are there specific tasks you would like a virtual assistant to help with? Let us know! We have a team of experienced professionals who are ready to assist you.