6 easy steps to hire a virtual healthcare assistant


    6 Easy Steps For Hiring A Healthcare Virtual Assistant


    As a doctor, what do you think is your most valuable resource?

    For most, it is no doubt TIME! And anyone who knows me knows that I value my time above everything else. In the past, I’ve been a bit obsessed with finding ways to optimize my productive time so that I can spend my time doing things that are important to me and that give me the most pleasure, such as spending time with my family and friends to spend, to walk with my dogs, to travel, to read; You have the idea.

    I’m an anesthetist so I don’t have to deal with a lot of back office stuff that a lot of other doctors deal with. However, like any other, there are so many things of everyday life on my checklist to take care of.

    As for other doctors, I know that there are several aspects of their job that they can easily delegate to give their day a few more hours to spend the way they want.

    So what’s the secret ingredient that can give us all this freedom? A virtual assistant!

    At first it was a bit strange and sometimes challenging for me to let go of the steering wheel and delegate things from my plate, but I soon realized that it was one of the best decisions I have ever made. In the past, I’ve talked at length about the benefits of hiring a virtual assistant. you can look at them Here and Here.

    In this article, I’ll share with you the steps to hiring a virtual assistant specifically for your practice and some tips for running your virtual staff successfully. All of these steps can also lead to the search for a personal virtual assistant.

    What can a virtual health assistant do for you?

    Over the past few decades, the unprecedented advances in healthcare technology have made it easier and easier for you to hire virtual medical assistants. This talent pool is trained in specific medical duties and HIPAA regulations to maintain patient confidentiality and help you make your job easier.

    A virtual health assistant can work remotely and integrate seamlessly with your system to help you with your day-to-day tasks such as managing the office, scheduling, bookkeeping and technical support. In contrast to a traditional assistant, a virtual assistant is location-independent and relatively easy on your wallet. You can find virtual medical assistants who are registered nurses, medical billing and programming specialists to effectively support and grow your practice.

    Quick overview of tasks that you can delegate

    1. Administrative tasks

    Make a list of all the administrative tasks that you can delegate to open up a large block of time in your day. These tasks typically include – patient admissions and referrals, scheduling, data management, correspondence, prescription refills, and more.

    2. Medical transcription

    You will find virtual assistants with experience in data entry for electronic health records (EMR) and electronic health records (EHR). With encrypted video conferencing apps, you can call up the card information of your virtual assistant in real time or, alternatively, transcribe information according to your dictations after the appointment.

    3. Virtual receptionist

    A virtual assistant can manage your front office like a traditional receptionist to answer the phone, forward urgent calls, forward messages in a timely manner, check spam calls and respond to messages sent by SMS, email or live chat be sent.

    4. Billing, coding and insurance tasks

    Your virtual assistant can coordinate with the patient’s health insurances and eliminate the waiting time by sending damage reports immediately. In addition, your virtual assistant can check the patient’s eligibility to approve treatments in advance.

    5. Bookkeeping

    Your virtual assistant can take care of bills, send invoices, manage payroll, and generate tax reports so you can keep track of cash flow.

    6. Creative and technical support

    Managing your website and social media accounts, and responding to patient reviews are some of the marketing tasks a virtual assistant can do to help you grow your business.

    Six easy steps to hire a virtual assistant

    Hiring a virtual assistant is very different from hiring a freelancer. Freelancers are hired for a specific task with a set end date and can have multiple clients; However, a virtual assistant can have multiple roles but has a dedicated role on your team.

    1. Document the tasks that you want to delegate

    Make a list of all the tasks that you want to delegate to your virtual assistant and document any results you want to achieve in assigning specific tasks. Invest time in developing a company guide to train your new hire efficiently.

    2. Create a detailed job description

    Now that you’ve created a to-do list, it’s time to create a job description that clearly outlines your expectations for your virtual assistant. This job description usually includes:

    • Background information about your company
    • Required level of experience and qualification
    • List of tasks and responsibilities
    • Number of hours per week and hourly rate
    • List of apps or software that you want to use

    3. Publish your job description online

    Once you’ve outlined your job description, the next step is to put it online and receive applications. You can submit your job description through multiple channels such as job portals, freelance marketplaces, and virtual assistant agencies. I talked about various sources for hiring a virtual assistant in my previous post. you can check it out right away Here.

    Also, here are a few places to get you started:

    • As a matter of fact
    • Upwork
    • Hello, revenge
    • MyOutDesk
    • Express virtual assistant
    • 20four7VA

    4. Review applications and schedule interviews

    Review incoming applications and schedule an interview with the top 5 to 10 candidates. In addition to their work experience and skills, ask them about their goals, values, strengths, and leadership style to get a general feel for their personality and to see if they are a good fit.

    5. Offer your top candidates a test job

    Before committing to hiring a person, shortlist your candidates for an assignment that would be part of their routine and compare their performance on that assignment. This step will help you narrow down your search and show your willingness.

    6. Start with a trial period

    After you’ve selected your ideal candidate for the position, offer them a trial period of 4 to 12 weeks. This opportunity gives them an incentive to do a good job and gives you time to decide whether to continue or terminate the contract.

    Tips for managing your virtual assistant

    Hiring a virtual assistant is just the beginning; It is your responsibility to train them and maintain a mutually beneficial professional relationship as an employer.

    Here are some tips for effectively managing your virtual workforce:

    • Schedule weekly check-in calls
    • Request weekly task reports
    • Set clear communication goals to build trust
    • Offer feedback and performance evaluation
    • Avoid micromanagement
    • Use communication tools like – Zoom, Slack, Microsoft Teams
    • Use project management and file sharing platforms such as – Trello, Asana, Google Drive or Dropbox

    Final thoughts

    As our jobs get more demanding every day, a virtual health care assistant can help us manage the administrative and non-essential aspects of our practice and minimize overall burnout.

    Use that extra downtime to focus on things that are more important to you in life, that can grow your business, spend valuable time with loved ones, or invest time in yourself. Good luck in your search and enjoy this newfound freedom!

    In case you already work with an awesome virtual assistant, feel free to share your experience in the comments section below!


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