Appointment scheduler
Books, reschedules, and confirms patient appointments inside your EHR. Handles last-minute cancellations and waitlist management. Multi-location scheduling supported.
Virtual Medical Assistants
Virtual medical assistants embedded in your practice.
Pre-qualified, HIPAA-trained, and dedicated to your practice. Not a staffing marketplace. Not a call center overflow. An embedded virtual team member trained on your EHR, your workflows, and your voice - managed by our US-based account team.
Recognized by Clutch
Top 2025 awards for Customer Support, Virtual Assistants, and E-commerce Call Centers
Why HelpSquad Virtual Medical Assistants
Managed. Not outsourced. Embedded.
Four pillars that separate a HelpSquad Virtual Medical Assistant from a staffing marketplace or a generic call center.
01
Pre-qualified. Not plucked from a marketplace.
Every candidate clears an 85+ assessment for voice, English, and clinical comprehension before they ever reach your interview round. You interview two, you hire one - not a dozen.
02
HIPAA is the operating model.
BAA signed at the company level - not with an offshore freelancer. Secure virtual desktop for every EHR session, encrypted channels, no copy / paste / download of PHI. Real legal accountability built in.
03
Dedicated. Not shared across practices.
One VA, your practice, your patients. They learn your SOPs, your EHR, your voice. This is not a call center rotating through a queue - it is an embedded team member working your hours.
04
Managed. Not dropped in your lap.
US-based account managers oversee every engagement. Documented workflows, weekly QA, and a real escalation path if anything is off. If a VA is not a fit, we replace at zero cost.
VA roles we staff
Six VA roles for modern practices.
Start with one role, expand as the engagement earns its keep. Every role is HIPAA-trained and embedded in your workflow from day one.
Insurance verifier
Verifies benefits 24-48 hours ahead of every appointment. Handles prior authorizations, eligibility checks, and payer-specific workflows. Cuts day-of-care friction dramatically.
Medical scribe
Real-time or asynchronous documentation for visits. Trained on specialty-specific templates. Cleaner notes, faster chart closure, better downstream billing.
Bilingual support specialist
Spanish, Tagalog, Mandarin, and more. Trained in empathetic, accent-sensitive patient communication for practices serving multilingual communities.
Telehealth coordinator
Platform onboarding, tech support for patients, waiting-room management, and session-link distribution. Your clinicians focus on the visit, not the connection.
Front-desk coordinator
Full virtual front desk - inbound calls, intake paperwork, patient check-in coordination, and follow-up tasks. Replaces or augments your in-person front desk.
What they do, day-to-day
Six lanes of support. One embedded team member.
VAs start in one lane and often expand as trust grows. Every lane is documented, trained, and measurable.
01
Scheduling & rescheduling.
Every appointment booked cleanly inside your EHR. Automated reminders, no-show follow-up, and waitlist management baked in.
02
Insurance verification & prior auth.
Eligibility confirmed ahead of every visit. Prior auths chased through payor portals, denials identified early, paperwork submitted cleanly.
03
Intake & new-patient workflows.
New-patient paperwork, consent management, and clinician-matching for specialty care. Patients walk into their first visit prepared.
04
Clinical documentation.
Scribe support for visits, physician-order tracking, and chart closure. Templates tuned to your specialty. Minutes saved per encounter.
05
Patient communication.
Phone, SMS, email, and chat handled with empathy. Appointment reminders, lab-result messaging, treatment-plan follow-up. Multilingual where you need it.
06
Recall, reactivation & outreach.
Recall campaigns, lapsed-patient reactivation, annual-wellness outreach, payer-contract campaigns. All compliant, all documented.
10-Year HelpSquad Client
HelpSquad feels like part of our practice - not an outsourced team.
Dr. Maria Rhode, DMD
Owner · Imagine Advanced Dental Arts
Lawrenceville, NJ
Client since 2016
Lawrenceville, NJ
Client since 2016
EHR & PMS coverage
Trained on your EHR.
Pick from major systems across primary care, specialty care, behavioral health, dental, and home care. Custom EHR training built into onboarding.
EpicCerner (Oracle Health)Athena (Athenahealth)eClinicalWorksNextGenAllscripts / VeradigmModMedDrChronoPractice FusionTebraSimplePracticeTherapyNotesDentrixEaglesoftOpen DentalWellSkyAlayaCareMatrixCare+ custom EHR
Transparent pricing
Simple rates. Nothing to hide.
We publish our rates because we're proud of them. No hidden fees. No surprise minimums. No bait-and-switch. You only pay for hours worked.
$8-$12/hour.
That's it. That's the whole range.
That's it. That's the whole range.
$0
Upfront cost
$0
Implementation fees
$0
Replacement costs
Back Office
$ 8-10
per hour · billing, claims, data entry
- Insurance verification
- Medical billing & AR
- Claims processing & appeals
- Pre-qualified candidates
- HIPAA BAA included
Most popular
Patient Facing
$ 11-12
per hour · scheduling, calls, intake
- Front desk & scheduling
- Clinical / specialty experience
- Candidate interviews included
- EHR-specific recruiting
- Virtual desktop + BAA
Managed Team
Custom
team lead + multiple VAs + QA
- Full managed service
- Workforce management & QA
- Monthly analytics reporting
- Ideal for 3+ seats or 24/7
- US-based operations lead
In their words
What clients say about working with us.
H.E.R. Accessories
Having a real person is what we were looking for. HelpSquad has provided a good business model and support over the past 3 years.
Mason Bottle
The price is excellent for the quality of the service. Agents and coaches learn quickly and give customers an authentic experience with our brand.
VELLO
Within the first 3 months we expanded our hours of active guest communication by about 25% and delivered approximately 33% labor cost savings.
MultiSoft Corporation
They handle all of our live support 24x7x365. Awesome customer service.
Kofile Technologies
Professionals who have always proven themselves trustworthy and beneficial to our support staff.
N.J. Hair Center
It's like having someone there 24/7 to answer questions.
Simple Agency
Agents learn how to answer the top questions prospects ask, custom to YOUR business.
Spark Orthodontics
Good communication between company and customer.
Frequently asked
Answers before you ask.
What is a Virtual Medical Assistant?
A dedicated remote team member, trained on your practice's workflows, EHR, and voice. They handle scheduling, insurance verification, intake, scribing, patient communication, and more - HIPAA-compliant and embedded in your operation.
How are your VAs different from a freelance or marketplace hire?
Every VA is pre-qualified (85+ assessment), HIPAA-trained, and managed by a US-based account team. BAA is signed at the company level. You are not hiring a freelancer - you are hiring an embedded managed team.
How quickly can you staff a Virtual Medical Assistant?
About two weeks end-to-end: discovery → role design → 85+ pre-qualification → your interview round → HIPAA onboarding → go live. Urgent coverage can turn in under a week.
Are VAs HIPAA-compliant?
Yes. BAA signed at the company level, secure virtual desktop for every EHR session, encrypted channels, no copy / paste / download of PHI. Continuous training and audited access logs.
Which EHRs do VAs support?
Epic, Cerner, Athena, eClinicalWorks, NextGen, Allscripts, ModMed, DrChrono, Tebra, SimplePractice, Dentrix, Eaglesoft, Open Dental, WellSky, AlayaCare, and many more. Custom EHR training during onboarding.
How much does a Virtual Medical Assistant cost?
$11-12/hour for patient-facing roles (scheduling, intake, communication) and $8-10/hour for back-office work (billing, verification, claims). No setup fees, no replacement costs if a candidate is not a fit. See full pricing →
What happens if a VA is not a good fit?
We replace at zero cost. Part of our management model. If the match is off, we rebuild the role description with you and source again.
Can I start with one VA and scale up?
Yes. Most practices start with one, grow to two or three within a quarter, and scale further as the engagement earns its keep.
Do VAs work my hours or theirs?
Yours. VAs work your local practice hours. For after-hours coverage or 24/7 operations, we staff different shifts from different regions.
Where are your VAs based?
Patient-facing VAs are primarily staffed from the Philippines (neutral accent, empathetic culture, English proficiency). Back-office VAs are staffed across Philippines and India. All managed from the US.
Verified client reviews
What clients say on Clutch.
Unfiltered, third-party-verified reviews pulled live from our Clutch profile.
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Ready for a Virtual Medical Assistant?
Let's build the squad your practice needs.
A 30-minute call. We'll scope the role, pre-qualify candidates, and tell you honestly if we are a fit.
877-775-3667 · info@helpsquad.com · Hatboro, PA