Virtual assistants for
Virtual Assistants for Medical and Dental Practices
Less admin. More of the work that pays.
A healthcare virtual assistant supports the front office of a medical or dental practice: appointment scheduling and confirmations, recall and reactivation outreach, insurance verification prep, new-patient intake paperwork, billing follow-up, and practice management software administration in tools like Dentrix, Open Dental, Eaglesoft, athenahealth, and Tebra. No clinical work, and patient data handled under your privacy program.
Front desks are interrupt-driven, and every interruption is a patient who did not get scheduled, recalled, or verified. Our healthcare VAs take the phone-and-inbox load off your front office inside your practice management system, so the team in the building can focus on the patients in front of them.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Updated
The VA Hub PRO model
We work inside the tools you already use
Not on the list? We learn it. Your VA is trained on your specific setup during onboarding.
What we actually do
What our healthcare VAs handle
Scheduling and confirmations
Appointments booked to your rules, confirmed, and rescheduled; the short-notice list worked to fill gaps.
Recall and reactivation
Overdue hygiene and follow-up lists worked by phone, text, and email from your scripts.
Insurance verification prep
Eligibility and benefits checked through your portals ahead of the visit, gaps flagged to billing.
New-patient intake
Forms sent and chased, records requests submitted, charts ready before the visit.
Patient communication
Reminders, post-visit follow-up, and routine questions answered from your approved templates.
Billing follow-up
Statements sent, payment plans reminded, outstanding balances worked politely.
Practice software admin
Dentrix, Open Dental, Eaglesoft, athenahealth, or Tebra kept accurate and current.
Reviews and referrals
Review requests sent after visits, referral sources thanked and tracked.
Privacy is a program, not a promise
Patient information is handled inside your systems, under your access controls, and within your practice's privacy program. Your VA gets the minimum access the role needs, works through a password manager you control, and never moves patient data out of your platforms. If your practice requires a Business Associate Agreement, raise it on the discovery call and we scope access accordingly.
Software we work in
Your VA works inside your practice management system and the communication tools around it.
- Dental practice management: Dentrix, Open Dental, Eaglesoft, Curve
- Medical practice management and EHR front office: athenahealth, Tebra (Kareo), eClinicalWorks, NextGen
- Patient communication: Weave, Solutionreach, your platform's reminder tools
- Insurance portals and clearinghouses for eligibility checks
Your first 30 days
- Week 1: system access at the minimum needed; scheduling rules, scripts, and escalation list documented
- Week 2: your VA runs confirmations and recall outreach live, with your office manager reviewing
- Weeks 3 and 4: insurance verification prep and intake paperwork added; the weekly front-office report starts
Where the line is
A healthcare VA does front-office administration only. They do not give clinical or medical advice, triage symptoms, interpret results, or make treatment or billing-code decisions. Anything clinical, and any patient question beyond your approved scripts, is routed to your clinical or office staff.
Medical and dental practices
Is this you?
Here is what you get.
Who this service is for
- Practices whose front desk cannot get to the recall list
- Dental offices with holes in the hygiene schedule that outreach would fill
- Medical practices losing hours to insurance verification
- Multi-location groups standardizing front-office support
What is included
- A healthcare-front-office-trained VA under confidentiality agreement
- Scheduling, recall, and verification SOPs documented for your practice
- Practice management system kept accurate and current
- Weekly reporting on schedule fill, recall outcomes, and verification status
- Management and fast replacement by VA Hub PRO
Meet your operator
One accountable operator, backed by our team.
You are not renting hours. You are handing off a result to an assistant who owns it, trained before day one, working inside your software, and managed by VA Hub PRO so you never manage a freelancer again.
Vetted and background checked
Trained on AI tools and GoHighLevel before day one
Managed and quality-reviewed by VA Hub PRO
Replaced fast at no extra cost if it is not a fit
Every operator is
- Background checked and under confidentiality agreement
- Trained on AI tools and GoHighLevel before day one
- Fluent English, clear in writing and on the phone
- One accountable operator, backed by the VA Hub PRO team
- Managed and quality-reviewed, replaced fast if it is not a fit
Simple, managed pricing
Flat monthly plans, not per-task billing. Every plan includes vetting, training, day-to-day management, and fast replacement at no extra cost.
Part-time
$1,200/mo
20 hours per week
Full-time
$2,000/mo
40 hours per week
Managed by VA Hub PRO. Fast replacement at no extra cost.
Frequently asked questions
What does a healthcare virtual assistant do?
A healthcare virtual assistant handles front-office work for medical and dental practices: scheduling and confirmations, recall and reactivation outreach, insurance verification prep, new-patient intake, patient communication from approved templates, billing follow-up, and practice management software admin. No clinical work.
Can a virtual assistant handle patient information?
Yes, inside your systems and under your privacy program: minimum-necessary access, your platform's user permissions, a password manager you control, and confidentiality agreements. Nothing is exported from your platforms. If your practice requires a Business Associate Agreement, we address it before any access is granted.
Can a VA do insurance verification?
They can do the preparation: checking eligibility and benefits through your portals and clearinghouse ahead of the visit and flagging gaps for your billing team. Coding and claim decisions stay with your staff.
Will they answer our phones?
During your business hours, yes, if you route calls to them: scheduling, confirmations, routine questions from approved scripts, and clinical questions handed straight to your clinical staff. Many practices instead use the VA for outbound recall and inbox work while the front desk keeps the phones.
Which practice management software do your VAs know?
Dentrix, Open Dental, Eaglesoft, and Curve on the dental side; athenahealth, Tebra, eClinicalWorks, and NextGen for medical front office; Weave and Solutionreach for patient communication. Your VA learns your specific setup during onboarding.
Can they fill our hygiene schedule?
Working the recall and reactivation list is the most common starting point for dental practices: overdue patients contacted by phone, text, and email from your scripts, openings filled from the short-notice list, and results reported weekly.
Is this different from an offshore call center?
Yes. You get one dedicated assistant who learns your practice, your scripts, and your software, managed by VA Hub PRO and replaced fast if it is not the right fit, rather than a rotating pool reading from a generic script.
How much does a healthcare VA cost?
VA Hub PRO runs on flat monthly plans, not per-task billing. Part-time is $1,200 per month for 20 hours a week and full-time is $2,000 per month for 40 hours. Every plan is managed: we vet, train, and supervise your assistant, and replace them at no extra cost if it is not the right fit.
Ready to hand this off?
Book a discovery call. We will map what you should delegate, what should be automated, and what it costs. No pitch you did not ask for.
Managed by VA Hub PRO. Fast replacement at no extra cost.
Discovery call this week. Your operator usually starts within about a week after.