VirtualCare Assistants

BACKGROUND

Please describe your company and position.

I am the Nurse Practitioner of Keck Health

Describe what your company does in a single sentence.

​Personalized healthcare services focused on patient well-being and quality care. ​Preventive care and health management to support healthier lives. ​Patient-centered medical services tailored to individual healthcare needs. ​Professional healthcare guidance, consultations, and ongoing patient support.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire VirtualCare Assistants to accomplish?

• Enhance operational efficiency so the healthcare team can focus more on patient care.
• Provide reliable virtual assistance to support the practice’s growth and service quality.
• Streamline administrative operations and reduce day-to-day workload.
• Improve patient communication, appointment scheduling, and follow-ups.

SOLUTION

How did you find VirtualCare Assistants?

• Online Search
• Referral

Why did you select VirtualCare Assistants over others?

• High ratings
• Pricing fit our budget
• Good value for cost
• Company values aligned

How many teammates from VirtualCare Assistants were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

Provide personalized primary care and preventive healthcare services to patients. ​ ​Offer convenient same-day and next-day appointments, subject to availability. ​Deliver direct access to healthcare providers and individualized patient consultations. ​Provide comprehensive health assessments, routine checkups, and ongoing care management. ​Facilitate laboratory testing and diagnostic services through laboratory partners.
​Maintain a patient-friendly website with clear information about services, providers, and appointment scheduling. ​Support patients with accessible communication, appointment booking, and follow-up coordination. ​Promote patient education, preventive health awareness, and long-term wellness. ​Deliver a personalized healthcare experience focused on accessibility, continuity of care, and patient satisfaction.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Managed timely referrals and fax communications to obtain medical records and consultation notes, keeping providers informed and involved in patient care. ​ ​Ensured patient documents were accurately routed, organized, and uploaded to the appropriate patient charts. ​Followed up on outstanding referrals, medical records, and fax requests to minimize delays in obtaining essential clinical documentation.
​Monitored, prioritized, and completed assigned tasks within required timeframes to maintain efficient practice operations. ​Supported continuity of care by ensuring providers had access to relevant patient records and specialist documentation when needed. ​Improved administrative workflow by coordinating documentation, referral processing, and follow-up activities. 
Maintained organized patient records and supported accurate documentation management to help providers make informed clinical decisions. ​Reduced administrative bottlenecks by proactively tracking pending tasks and ensuring timely completion of outstanding requests.
Improved patient access to laboratory pricing through an interactive comparison tool featuring Quest Diagnostics and Labcorp. Streamlined laboratory test searches with category filters, pagination, test-code visibility, and PDF export functionality.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The virtual medical assistant demonstrated strong task management, organization, and responsiveness throughout the project. Assigned tasks, including referral coordination, fax follow-ups, obtaining medical records, and routing patient documents to the correct charts, were handled with a focus on timely completion and accuracy.
Communication was responsive to the practice's needs, with priorities addressed efficiently and pending items followed up on to keep providers informed and support continuity of patient care. Overall, the work helped streamline administrative workflows, reduce documentation delays, and ensure the provider had access to relevant patient information when needed.

What was your primary form of communication with VirtualCare Assistants?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

What I found most impressive about the virtual Care assistant company was its ability to provide reliable, detail-oriented administrative support tailored to the needs of a healthcare practice. The team's proactive approach to managing referrals, following up on faxes and medical records, organizing patient documents, and completing assigned tasks on time helped streamline daily operations and keep providers informed.
Their understanding of the importance of accuracy, confidentiality, and timely communication in healthcare made them a valuable extension of the practice team.

Are there any areas for improvement or something VirtualCare Assistants could have done differently?

Our experience with VirtualCare Assistants has been very positive. The team has been reliable, responsive, and professional in handling referrals, medical records, fax follow-ups, and daily administrative tasks. They have demonstrated a good understanding of our practice's needs and the importance of timely documentation and communication. We appreciate their contribution to our workflow and look forward to continuing our collaboration as the practice grows.

BACKGROUND

I am the Front office Manager of Apple Healthcare

multidisciplinary medical clinic

OPPORTUNITY / CHALLENGE

• reduce tasks from out team members to help them have more focus and time for patient interaction/care

SOLUTION

Online Search

Other

1 Employee

Reaching out to our patients who have fallen off the schedule regurarly to check in, sending out visit notes and letters to PCP offices after evaluations, and customer text messaging

RESULTS & FEEDBACK

reduced repetitive daily tasks for in office employes 10-15% (estimating)

Hannah is great! she is quick to complete her tasks and always reaches out to ask clarifying questions. 

Virtual Meeting

developed a relationship with Hannah our VA that I did not expect. We have truly connecting and become friends

Our first VA Mary got sick and we ended up with a back up VA which is totally fine except I felt the communicatoin could have been a bit faster and better. Never got an update on if she was ok or not , hope she got better :) 

BACKGROUND

Introduce your business and what you do there.

I’m the office manager of Premier Health Center, a medical clinic.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire VirtualCare Assistants to accomplish for Premier Health Center?

We needed help with referral follow-ups.

SOLUTION

What was the scope of their involvement?

VirtualCare Assistants makes calls to specialists to check if they’ve received a fax and calls patients to see if they’ve gone to the specialist. The team also manages records by documenting in the charts all patient and specialist communication.

What is the team composition?

We work with one teammate from VirtualCare Assistants.

How did you come to work with VirtualCare Assistants?

We found them through an online search. We chose them because their pricing fit our budget, they had a great culture fit, and they offered good value for the cost.

What is the status of this engagement?

We started working with them in July 2026, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

VirtualCare Assistants has helped us better handle referrals and care gap closures. We can now track referrals and see if they’ve reached the specialists. We’ve also noticed that we close referrals sooner.

How did VirtualCare Assistants perform from a project management standpoint?

We communicate via virtual meetings.

What did you find most impressive about them?

VirtualCare Assistants works in the background, so I don’t have to manage templates and call-outs from the staff.

Are there any areas they could improve?

No.

BACKGROUND

Introduce your business and what you do there.

I'm the office manager of a healthcare provider office.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire VirtualCare Assistants to accomplish for your healthcare provider office?

We needed help answering numerous calls from our patients.

SOLUTION

Can you describe the scope of work VirtualCare Assistants handled for your healthcare provider office? Please include the main deliverables if you can.

VirtualCare Assistants attends to patients' questions and concerns. The team manages appointments, sends important questions to the providers, helps call and reschedule patient appointments, and faxes progress notes to the primary doctors. VirtualCare Assistants is also responsible for getting back to our patients in a timely manner and being very reliable.

What is the team composition?

We've worked with 2–5 teammates from VirtualCare Assistants.

How did you come to work with VirtualCare Assistants?

We found VirtualCare Assistants through an online search. The team's pricing fit our budget, and their company values aligned with ours.

What is the status of this engagement?

We started working with VirtualCare Assistants in September 2025, and our engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

All patient calls are being answered and handled. I've noticed that patients' concerns are being taken care of in a timely manner.

How did VirtualCare Assistants perform from a project management standpoint?

We communicate with VirtualCare Assistants through virtual meetings, emails, and messaging apps.

What did you find most impressive or unique about them?

I've been impressed by how nice the VirtualCare Assistants team is.

Are there any areas they could improve?

We've had a slam-packed schedule, and some new patient appointments have been put in an inappropriate time. However, we've communicated this to VirtualCare Assistants, and they're super open to any suggestions and comments.

BACKGROUND

Please describe your company and position.

I am a department manager at North Texas Heart and Vascular

Describe what your company does in a single sentence.

Cardiovascular Private Practice

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire VirtualCare Assistants to accomplish?

• Managing the scheduled appointments to lessen the number of no shows, Timely managing the Fax inbox and incoming referrals, Accurate Transcriptions.

SOLUTION

How did you find VirtualCare Assistants?

Referral

Why did you select VirtualCare Assistants over others?

• Pricing fit our budget
• Good value for cost
• Referred to me

How many teammates from VirtualCare Assistants were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

scheduling patients, routing faxes, transciptions and account collections

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Managing the scheduled appointments to lessen the number no shows, Timely managing the Fax inbox and incoming referrals, Accurate Transcriptions.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

The team is concsistent and communicative in all aspects. They are alwys quick to respond to all the practices needs.

What was your primary form of communication with VirtualCare Assistants?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

They are fast-moving in daily tasks and quick to ask for guidance if needed.

Are there any areas for improvement or something VirtualCare Assistants could have done differently?

No changes that we need made at this time

BACKGROUND

Please describe your company and position.

I am the Office Manager of Wellcrest Medical Clinic

Describe what your company does in a single sentence.

Internal Medical office

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire VirtualCare Assistants to accomplish?

• Managing the scheduled appointments to lessen the number no shows, Timely managing the Fax inbox and accurate referrals, quality assured pre-certifications.

SOLUTION

How did you find VirtualCare Assistants?

Referral

Why did you select VirtualCare Assistants over others?

• Great culture fit
• Good value for cost

How many teammates from VirtualCare Assistants were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Appointment Management: Optimize provider schedules, conduct patient reminder outreach to minimize no-shows, and quickly rebook open slots. Fax & Referral Handling: Triage incoming e-faxes in real time, process inbound referrals, verify clinical records, and coordinate patient onboarding. Pre-Certifications: Verify insurance coverage and submit quality-assured prior authorization requests to prevent claim denials and treatment delays. Worksheet Digitization: Accurately transcribe physical paper worksheets and handwritten provider notes into practice management software and EHRs while maintaining HIPAA compliance.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Substantially reduced patient no-shows, achieved same-day referral and fax processing, secured high first-pass pre-certifications to prevent claim denials, and recaptured lost practice revenue.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Substantially reduced patient no-shows, achieved same-day referral and fax processing, secured high first-pass pre-certifications to prevent claim denials, and recaptured lost practice revenue.

What was your primary form of communication with VirtualCare Assistants?

Virtual Meeting

What did you find most impressive or unique about this company?

Timely communication and accurate documentation

Are there any areas for improvement or something VirtualCare Assistants could have done differently?

N/A

BACKGROUND

Introduce your business and what you do there.

I’m an executive at a mental health outpatient clinic.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire VirtualCare Assistants to accomplish for your mental health outpatient clinic?

We needed help with insurance verification, balance collections, billing, and referrals.

SOLUTION

Can you describe the scope of work VirtualCare Assistants handled for your company?

VirtualCare Assistants verifies insurance eligibility for each client prior to their appointment. The team also calls all clients who have a balance that’s 90+ days overdue, assists with claim billing, and processes new client intakes and assignments to providers.

What is the team composition?

We work with one teammate from VirtualCare Assistants.

How did you come to work with VirtualCare Assistants?

We found them through an online search. We chose them because they had high ratings, their pricing fit our budget, they were a great culture fit, and they offered good value for the cost.

What is the status of this engagement?

We started working with them in February 2026, and the engagement is ongoing.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

We’ve had fewer insurance eligibility issues and a 30% reduction in accounts receivable (AR) over six months.

How did VirtualCare Assistants perform from a project management standpoint?

They’ve been wonderful. We communicate via virtual meetings, email, and messages.

What did you find most impressive or unique about them?

They’re very hardworking.

Is there anything they could have done differently or better?

No, there isn’t.

BACKGROUND

Please describe your company and position.

 I am the IV specialist/ provider of a medical company 

Describe what your company does in a single sentence.

Communicate efficiently with clients and deliver massages to the providers in timely manner. 

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire VirtualCare Assistants to accomplish?

• Take the calls and massages from the clients
• Arrange bookings with clients
• Communication between clients and providers

SOLUTION

How did you find VirtualCare Assistants?

Online Search

Why did you select VirtualCare Assistants over others?

• High ratings
• Pricing fit our budget
• Company values aligned

How many teammates from VirtualCare Assistants were assigned to this project?

1 Employee

Describe the scope of work in detail. Please include a summary of key deliverables.

communication between clients and providers

appointment booking

call taking

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Increasing bookings

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Always on time, 

What was your primary form of communication with VirtualCare Assistants?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

They're very reliable 

excellent communication 

Are there any areas for improvement or something VirtualCare Assistants could have done differently?

For us the way it is outstanding