Why Hiring A Virtual Assistant Is A Smart Move For Your Practice

Running a successful medical practice has never been more challenging. From administrative overload to staffing shortages, the pressure on physicians and their teams is higher than ever. Burnout is becoming the norm, often at the expense of patient care. But what if there was a way to ease this burden, save money, and get back to focusing on what really matters—your patients? Well, a virtual assistant can do just that by taking over the work that’s been stressing you out. From handling prior authorizations and scheduling appointments to insurance verifications and everything in between, a virtual assistant can help streamline your workflow and significantly reduce costs. In this blog post, we’ll explore why virtual assistants are worth considering and how they can help your practice thrive.

Why Your Practice Needs A Virtual Assistant

The healthcare industry is currently facing a severe crisis. Yes, there aren’t enough staff to help physicians run their practice. According to the MGMA, physician-owned practices have fewer support staff—down from 5 per physician in 2019 to just 3 in 2022. This shortage has led to lost productivity, lower morale, and even a 15% drop in income for some practices. On top of that, the U.S. Department of Health and Human Services predicts a shortage of 124,000 physicians by 2034, along with a lack of support staff. This new “normal” isn’t sustainable. Physicians and their teams are spending more time than ever on administrative work instead of patient care. And the end result? Burnout, stress, and reduced care quality. Virtual Assistants offer a practical solution to these challenges. By handling time-consuming administrative tasks, virtual assistants free up physicians to focus on patient care and keep their practice running smoothly.

What Can Virtual Assistants Do For Your Practice?

Virtual Assistants are highly trained professionals equipped to handle a wide range of tasks. Here’s a glimpse of what they can do for your practice.

• Prior Authorizations

• Insurance Verifications

• Appointment Scheduling and Answering Calls

• Medical Coding

• Charge Entry Review

• Denials Management

• Payer Follow-Up

• Credentialing

• EHR Migration

• Fax Management

• Pre-Chart Prep

• Pre-certifications &

• Virtual Scribing

With a virtual assistant taking care of these tasks, your in-house team can focus on patient care, improving both efficiency and satisfaction.

The Financial Gains From Using A Virtual Assistant

One of the biggest advantages of hiring a VA is the cost savings. Let’s see how.

In-House Staffing Costs - On average, hiring an in-house administrative staff costs somewhere between $22 and $40 per hour when you factor in salary, benefits, taxes, and insurance.

Virtual Staffing Costs - A virtual assistant typically costs between $14 and 15 per hour. That’s an incredible savings of at least $7 per hour.

Annual Savings - If your virtual assistant works 160 hours a month, you could save over $13,000 a year—per virtual assistant.

But there’s more to it than just cost savings. By outsourcing administrative tasks, you can reduce overhead costs like office space, equipment, and supplies. Plus, you don’t have to worry about hiring, training, payroll taxes, health insurance, or retirement benefits. Your virtual assistant service provider covers it all.

How To Hire The Right Virtual Assistant For Your Practice

If you’re ready to explore the idea of hiring a VA, here’s a step-by-step guide to help you get started.

The first and foremost step is to identify your exact needs.

Before you begin, take a moment to assess your practice’s needs. Ask yourself the following questions.

• Who in your practice will oversee any training and maintain communication with the virtual assistants?

• What are the specific tasks you need the VA to handle?

• Are there any checklists for onboarding new staff, including VAs?

• How will you introduce the virtual assistant to your team, especially if some staff members are hesitant about the idea?

Having clear answers to these questions will help you determine if a VA is the right fit for your practice.

The second step is to weigh the costs of managing staff yourself

Hiring and managing staff—whether in-house or virtual—can be time-consuming and expensive. If you decide to hire a virtual assistant independently, you’ll need to handle everything from recruiting and training to IT setup and security. This means managing a VA can take just as much effort as hiring and training an in-house staff. On the other hand, the VA model eliminates most, if not all, of these tasks and responsibilities. A VA company will take care of these details for you, with all the costs already built into their service prices.

The third and final step is to choose the right virtual staffing company

Not all VA companies are created equal. When researching potential providers, ask the following questions

• How long have you been in business, and what specialties and EHRs do you serve?

• What kind of training and certification do your VAs go through?

• What happens if my VA is sick or unavailable?

• Will my team need to train the VA? If yes, for how long?

• What measures do you take to ensure IT security and HIPAA compliance?

• Do your VAs work from home or in secure office facilities? It is important to note that at-home setups can pose security risks and may not be HIPAA-compliant.

Take the time to vet VA companies. This will help you find a partner that perfectly aligns with your practice’s needs and values.

What Are the Other Perks Of Virtual Assistants?

In addition to financial savings, hiring a VA brings several other advantages.

No Hiring Hassles – Forget the long process of recruiting, screening, and training. A virtual staffing company takes care of that for you.

No Absenteeism Issues – Your VA provider ensures that work continues seamlessly, even if your regular assistant is unavailable.

More Time for Patient Care – Less time spent on administrative tasks means more time to focus on patient care and revenue-generating activities.

Reduced Stress – Practices using VAs report a stress-free work environment, and physicians regain personal time for family and self-care.

Why Virtual Assistants Are Worth It

Hiring a Virtual Assistant isn’t just about saving money—it’s about creating a better work environment for your team and improving patient care. By offloading administrative tasks, you can reduce stress, boost morale, and give your staff more time to focus on what they do best. For physicians, this means more time with patients and less time spent on paperwork. For your practice, it means smoother operations and higher revenue. But perhaps the most overlooked benefit is the impact on work-life balance. With a VA handling the back-office tasks, physicians and staff can finally enjoy dinner with their families and weekends free from administrative tasks. Isn’t that what we all want?

Final Thoughts

Bringing a virtual assistant on board is an investment in your practice’s efficiency and well-being. It reduces administrative burdens, lowers costs, and helps you focus on what you do best—caring for patients. And with all the time you save, you can reclaim your evenings, spend quality time with family, and finally stop bringing work home.

So, why not give it a shot? The time you save, the stress you reduce, and the revenue you gain might just make hiring a virtual assistant the best decision you’ve made for your practice.

Tired of juggling too much? It’s time to look into virtual staffing. Hire a virtual assistant from Physicians Angels today! Take your first step towards creating a more efficient, stress-free practice! Yes, a VA could be the missing piece that could take your practice to the next level!