Should You Hire a VMA for Your Healthcare Practice?

Callie Norton
September 26, 2023
min read

6 Reasons a Virtual Medical Assistant Could Be the Resource Your Practice Needs to Thrive

Considering a virtual medical assistant (VMA)? You’re not alone. In today’s healthcare landscape, VMAs are an increasingly popular option. Whether you’re a new practice that’s stretched thin, or you’re a well-established one drowning in paperwork, VMAs are on many professionals’ radars—and for good reason.  

After all, VMAs bring a lot to the table. They’re practical, versatile solutions that streamline tasks, optimize patient care, and—importantly—save you time and money.  

If you’re wondering if a VMA is right for your practice, here are six reasons why hiring one could turn your operations around.  

1. You’ll Free Up Valuable Time

You’ve probably been there stuck on the phone when you could be face-to-face with a patient. A VMA can help you manage these repetitive tasks, allowing you to reclaim precious hours and streamline workflows.  

With more time, you can fit in more appointments, extend consultation lengths, or even just catch a breath. The focus returns to what you sought to do in the first place—helping people get better.

2. They Know Your Industry (HIPAA-Compliance Included)

While you may not be able to clone yourself or your office staff, you can rest assured your practice is in safe hands with a VMA. These professionals know about more than administrative tasks; they’re well-versed in the complexities of healthcare compliance.  

HIPAA rules are a serious business in healthcare, dictating how patient information is stored, shared, and accessed. VMAs know these rules inside and out. They understand how to securely manage patient records, schedule appointments, and handle sensitive communications. So, when you delegate tasks to a VMA, you’re not just offloading work. You’re making a strategic decision to uphold your high standards in patient confidentiality and data security.

3. They Save You Money

Maintaining a full-time administrative staff comes with strings attached; salaries, insurance, holiday pay—the list goes on. In contrast, a VMA offers a more flexible financial commitment. They usually work remotely, which eliminates the need for additional office space. Plus, you can tailor their contract to match the ebb and flow of your practice’s workload, saving you money without sacrificing service quality.

4. They Adapt to Your Practice’s Unique Needs

It’s true that no two medical practices are the same. From the number of patients, you serve to the services you offer, your practice has its own specific set of needs and challenges. For this reason, the adaptability of a VMA is invaluable. They’re skilled professionals that can tailor their services to match the unique requirements of your practice. Need someone to manage complex scheduling for multiple physicians? They’ve got it covered. Looking for help with follow-up calls and patient outreach? Consider it done.  

Whether it’s adapting to the software tools you already use or quickly grasping your office’s workflow, VMAs have the versatility to make your day-to-day operations smoother. They can quickly pivot tasks as needed, proving indispensable in times of sudden changes or emergencies. With a VMA, you get personalized service that evolves with your practice’s needs.

5. You’ll See Happier Patients

In your healthcare practice, patient satisfaction is as vital as the treatments you provide. VMAs contribute to this by managing administrative tasks, freeing you and your staff to focus on patient care. Since a VMA manages your appointment schedules, handles insurance issues, and even sends out appointment reminders, they free you up for meaningful patient interactions.

When the administrative side of things runs seamlessly, patients notice. They experience shorter wait times, quicker responses to queries, and a generally more organized healthcare service.

Plus, VMAs take the time to understand each patient’s unique needs and concerns, allowing you to provide a more individualized and patient-focused approach. They can collect patient data to tailor recommendations, making treatments more effective and thorough for each patient. In turn, you’ll have better reviews, more word-of-mouth referrals, and a stronger reputation for your practice. Happy patients make for a thriving practice, and a VMA can help you get there.

6. You’ll Make Fewer Mistakes

Errors in healthcare can have serious consequences, not just for patient safety but also your practice’s reputation and wallet. VMAs are trained experts who specialize in administrative tasks, reducing the chances of costly oversights. They’re proficient in billing, record-keeping, and organizing patient information accurately.

Many VMAs already utilize specialized medical software to mitigate errors. But when integrated with a platform like PracticeQ, this approach becomes even more effective. PracticeQ's user-friendly forms and secure messaging systems complement a VMA’s expertise, minimizing both liability risks and costs. Delegating essential tasks to a VMA and leveraging PracticeQ's capabilities can give you peace of mind and ensure a more financially stable and less error-prone practice.

The Verdict: Is a VMA Right for You?

By now, you’ve seen how many benefits a VMA can bring to your healthcare practice. From reclaiming valuable hours to strengthening HIPAA compliance, a VMA offers practical, cost-effective solutions to some of the industry’s most pressing challenges.

If you’re convinced a VMA could be your next step to a more efficient and patient-focused practice, your first task is to get your systems up to speed. As a seamless intake forms and practice management software, PracticeQ enables your VMA to perform at their best. Here’s how it supports your practice:

  • Cloud-based, HIPAA-compliant intake forms allow for seamless onboarding.
  • One-stop client profiles and progress notes enable efficient record-keeping.
  • Advanced analytics offer a deeper understanding of your practice’s performance.
  • Automated reminders help reduce no-shows and maintain a steady patient flow.
  • Easy website and brand integration creates a unified patient experience.  

With PracticeQ's intuitive and robust platform, it’s easier for a VMA to handle the administrative tasks that keep your practice running smoothly.

Ready for the next step? Start by setting up PracticeQ to ensure your practice (and your new VMA!) has the tools needed for success.

A version of this article originally appeared on


Alder, S. (n.d.). HIPAA Privacy Rule. HIPAA Journal.

E, M. (2023, September 12). How Medical Virtual Assistants Improve Patient Care Quality. My Mountain Mover.

Norton, C. (2023, February 22). Why One Practice Management Solution Is the Best Choice. IntakeQ.

Pittman, M. (n.d.). Want to Increase Your Patient Satisfaction? Optimize Workflow. Clean Hands — Safe Hands. Retrieved September 15, 2023, from

Quiros, K. (2022, October 6). Benefits of Hiring a Virtual Assistant for Doctors. Dr. Catalyst.

Join thousands and get the latest insights in your inbox

Join other healthcare professionals and get the latest insights ahead of everyone else.