Virtual Medical Assistant Philippine Based

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Frequently Asked Questions.

HIRING

We offer medical virtual assistant services to our clients, catering to a wide range of medical specialties and electronic medical record (EMR) systems. Whether you are a solo practitioner in a private practice or part of a larger medical group, our healthcare virtual assistants undergo rigorous screening and training, ensuring their ability to seamlessly align with your unique workflow

Hiring a remote medical virtual assistant from the Philippines is a cost-effective choice that ensures specialized support. The country’s skilled workforce, familiarity with healthcare tasks, and strong English language proficiency guarantee efficient and clear communication, making it an ideal solution for improving healthcare administrative support

Our virtual assistant team comprises professionals with prior experience in medical assistance, including registered nurses. Each member holds HIPAA compliance certification.

Every virtual assistant on our team must successfully navigate a stringent application and interview process to join VIRMEDY, with a specific emphasis on their suitability for medical settings

We conduct NBI background checks on each of them, which is equivalent to the FBI in the U.S. They all receive HIPAA training certification, and we also assess their computer systems to ensure they meet our strict standards for reliability, security, and connectivity.

Certainly, we initiate the process with an initial consultation, typically conducted through a brief phone call or a Zoom meeting. After this consultation, we proceed to shortlist and recommend virtual assistant (VA) resumes. This allows you to review their experience and portfolios. Subsequently, we arrange interviews with the candidates to provide you with a comprehensive understanding and assist you in making an informed decision regarding our services.

Our virtual assistants undergo a 90-day probationary period during which, if a virtual assistant does not meet your expectations for the role, we offer the option to replace them. Our team will then begin the process of shortlisting other candidates as potential replacements.

The majority of our virtual assistants are ready to commence immediately. Once you’ve made the decision to hire a virtual assistant, we can promptly proceed with the agreement and onboarding process.

SUPERVISING AND WORKING WITH VIRTUAL ASSISTANTS

A dedicated virtual assistant implies that you’ll have a single individual assigned to each specific role you require. This fosters the establishment of a strong, long-term working relationship and ensures consistent outcomes from your virtual assistant.

Our virtual assistants adhere to your designated time zone and holiday schedule. They adhere to a pre-determined work schedule, which can be aligned with your business hours or extended beyond them if needed. Should you require assistance during weekends or holidays, simply notify us in advance, and we’ll make the necessary arrangements to accommodate your needs.

In addition to the tracking software (time tracking and screen monitoring) we supply to our virtual assistants, our clients are generally expected to furnish any required software for task execution. If a client requests VIRMEDY to furnish software, it will be provided, and any associated costs incurred by VIRMEDY will be itemized on the client’s invoice.

Working with a healthcare virtual assistant can be approached in several ways, and the choice that suits you best is contingent on the specific tasks you require assistance with. With that being said, here are some software and tools that we can recommend:

  • Microsoft Meet, Zoom or Google Meet w/G Suite for secure video conferencing software
  • Google Drive with G Suite – a cloud storage service that complies with HIPAA regulations.
  • RingCentral – an internet-based phone system that utilizes VOIP (Voice over Internet Protocol).
  • Express VPN

The choice of software for your virtual assistants to use is ultimately in your hands. They can readily adapt and receive training as needed.

Like any medical practice, physicians must ensure the implementation of HIPAA-compliant procedures when collaborating with contractors or employees.

All of our healthcare virtual assistants have received HIPAA training and are subject to the Data Privacy Act of 2012 in the Philippines. In addition, we require our healthcare virtual assistants to obtain an NBI clearance, which is the Philippine equivalent of an FBI background check in the United States.

We do recommend clients to sign a Business Associate Agreement (BAA) with our virtual assistants. As a corporation, we do not have access to any clients’ Protected Health Information (PHI), eliminating the need for us to sign a BAA

In the event of a deliberate breach of protected health information occurring overseas, you are protected by the Philippines Data Privacy Act of 2012. This act holds Philippine citizens accountable for their actions and provides coverage for those affected within the United States.

We utilize online time tracking software to monitor and record the working hours of our healthcare virtual assistants. This software also captures monitor / screen activity.

Rest assured that time tracking is limited to the actual work performed for you, and breaks are not included in the tracking according to your schedule.

You and your healthcare virtual assistant will collaborate to establish a weekly schedule with specific start and end times, ensuring that the virtual assistant is available during those designated hours

BILLING AND GENERATING INVOICES

To facilitate payment, we welcome bank transfers and credit/debit card payments, which can be processed through our Wise bank account. Please note that all invoices will be billed in USD (US dollars) exclusively.

We will invoice you in advance, with the frequency of billing being determined based on the agreement reached. This can be either weekly or monthly, as per the terms established. 

We do not impose any concealed fees; your payment will solely consist of the VA’s hourly rate multiplied by the VA’s total worked hours.

VIRTUAL MEDICAL CODER

MEDICAL CODER TASKS

REVENUE OPTIMIZATION

BENEFITS OF VIRTUAL
MEDICAL CODER

VIRMEDY  virtual medical coder is a trained professional who specializes in translating healthcare services, diagnoses, and procedures into universally recognized medical codes.

  • Can support your team by assigning precise medical codes to diagnoses, procedures, and services carried out during patient encounters, surgeries, and treatments.
  • Can aid in the examination of patient medical records, encompassing clinical notes, physician documentation, and test results, to extract pertinent data for coding purposes.
  • Ensure that the documentation supports the assigned codes and is compliant with coding guidelines and regulations.
  • Ensure the accuracy and completeness of medical coding to prevent errors, claim denials, and revenue loss.

Virtual Medical Coders play a crucial role in the revenue cycle by ensuring that services are properly coded, which directly impacts claims processing, reimbursement, and revenue generation.

  • Cost Savings: Virtual medical billing professionals either replace or complement your on-site staff, contributing to the reduction of overhead expenses linked to salary, physical office space, equipment, and employee benefits.
  • Enhanced Efficiency: Remote coders optimize coding processes, speeding up the billing and reimbursement cycle
  • Timely Revenue: Efficient coding leads to faster claims processing and reimbursement, resulting in improved cash flow for healthcare providers.
  • Enhanced Resource Allocation: Healthcare facilities can allocate resources that would have been spent on coding to other essential areas.

VIRTUAL MEDICAL BILLER

MEDICAL BILLER TASKS

REVENUE CYCLE MANAGEMENT

BENEFITS OF VIRTUAL MEDICAL BILLER

VIRMEDY virtual medical biller performs a range of core tasks essential to the medical billing and revenue cycle management process. Their responsibilities are crucial to ensuring healthcare providers receive proper reimbursement for the services they render

  • Prepare and review medical claims for accuracy, ensuring that all required information, codes, and documentation are complete and compliant with billing regulations.
  • Submit medical claims to insurance companies or government healthcare programs electronically or via paper submissions
  • Generate patient bills and statements, detailing services rendered, insurance adjustments, and patient responsibilities.
  • Process patient payments, including copayments, deductibles, and outstanding balances.
  • Investigate claim denials, resubmit corrected claims, and appeal denials when necessary.

These experts oversee the entire revenue cycle, from patient registration and insurance verification to claims processing and accounts receivable management. Their goal is to maximize revenue for healthcare providers while minimizing billing errors.

  • Cost Savings: Virtual medical billing professionals either replace or complement your on-site staff, contributing to the reduction of overhead expenses linked to salary, physical office space, equipment, and employee benefits.
  • Reduced Administrative Burden: Healthcare providers can delegate complex billing tasks to remote professionals, reducing their administrative workload.
  • Improved Cash Flow: Efficient billing processes lead to faster reimbursement, providing a more stable and predictable cash flow for healthcare providers.

VIRTUAL ADMIN
SUPPORT

ADMIN TASKS

INSURANCE VERIFICATION

PRIOR AUTHORIZATION

VIRMEDY Virtual Admin Support provides a wide range of administrative services from a remote location, offering a cost-effective solution while maintaining the highest standards of patient care and compliance

  • Accurately enter and maintain patient data, medical records, and administrative records in electronic health record (EHR) systems or other databases.
  • Ensure that all records are updated, organized, and compliant with healthcare data privacy regulations, such as HIPAA.
  • Manage healthcare providers’ schedules by scheduling and coordinating patient appointments, follow-up visits, and consultations.
  • Provide general administrative support, including sorting and managing emails, organizing documents, and assisting with paperwork and documentation.
  • Collecting patient insurance information, contacting insurance companies to verify coverage, and ensuring that the services provided align with the patient’s insurance plan.
  • Confirming a patient’s eligibility, coverage, and benefits under their health insurance plan to ensure accurate billing and reimbursement for healthcare services.
  • Assist in coordinating referrals to specialists or other healthcare providers, including obtaining prior authorizations and scheduling appointments.
  • Preauthorization follow-ups: In bureaucratic processes, merely submitting all the necessary requirements doesn’t mark the conclusion. Your VA would diligently follow up with insurance companies to secure a definitive resolution for your office, which could be approval, denial, or redirection.

VIRTUAL MEDICAL SCRIBE

REAL-TIME DOCUMENTATION

ENHANCED PRIVACY
PERCEPTION

BENEFITS OF VIRTUAL
MEDICAL SCRIBE

VIRMEDY virtual scribes participate in patient encounters via video conferencing from an offsite location. They assist healthcare providers by ensuring that patient encounters and medical records are accurately transcribed in electronic health records (EHR) systems, allowing providers to focus on patient care.

  • Remote virtual scribes listen to patient encounters via secure audio or video conferencing and transcribe the encounter into the EHR system in real-time.
  • review patient charts, enter relevant data, and ensure that all aspects of the patient encounter are accurately documented.
  • Remote virtual scribes are well-versed in medical terminology and coding, ensuring that procedures, diagnoses, and treatments are accurately recorded.

One downside of having an on-site scribe is the potential invasion of privacy, especially in the intimate setting of an examination room. Patients might feel uneasy with another person present during sensitive appointments. In contrast, a virtual medical scribe alleviates this concern, as patients perceive them as less intrusive, preserving the traditional sense of privacy in a doctor’s office.

  • Enhanced Efficiency: Remote virtual scribes allow healthcare providers to save time on documentation, enabling them to see more patients and improving overall workflow.
  • Cost Savings: Remote virtual scribes can be a cost-effective alternative to in-person scribes and reduce the need for additional on-site staff.
  • Focus on Patient Care: By taking over the documentation process, remote scribes allow healthcare providers to devote more time and attention to patient care.

VIRTUAL RECEPTIONIST

PATIENT INTERACTION

PATIENT REGISTRATION AND DOCUMENTATION

CUSTOMER SERVICE

VIRMEDY Virtual Medical Receptionists are responsible for a wide range of tasks that play a critical role in maintaining the smooth operation of healthcare facilities and ensuring quality patient experiences

  • Answering phone calls and responding to inquiries from patients.
  • Scheduling and managing patient appointments, including follow-up and rescheduling as needed.
  • Providing information about medical services, directions to the clinic, and appointment reminders
  • Collecting and verifying patient information, including personal details and insurance data.
  • Entering patient information accurately into electronic medical record (EMR) systems or other databases.
  • Ensuring all patient forms and consent documents are completed and filed correctly.
  • Ensuring data security and adherence to healthcare industry regulations when handling patient information.

Providing excellent customer service by addressing patient questions, concerns, and requests professionally and empathetically.

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