Virtual Medical Assistant is a Mednex Group service, backed by 28 years of healthcare industry experience serving US healthcare providers and practices. Trained remote staff work inside your existing systems, scripts, and permissions to support patient calls, scheduling, insurance verification, prior authorization, follow-up, EHR tasks, and documentation - so your front desk and providers spend less time buried in admin work.
Virtual Medical Assistant is a Mednex Group service built for healthcare providers and practices, providing trained remote administrative and medical-scribe support for independent US healthcare practices. Backed by 28 years of healthcare industry experience, our team works inside your practice's own EHR, phone system, and approved workflows - we do not replace your systems or your clinical staff. Services cover patient communication, scheduling, insurance and prior-authorization administration, records coordination, and documentation support, with licensed providers remaining responsible for all clinical decisions. The first conversation is a no-cost workflow review and does not require any patient health information.
Virtual Medical Assistant is built for solo physicians, small group practices, and office managers who are:
Not a fit for: practices needing billing, coding, or revenue-cycle services (see Practice Revenue Partners, linked in the footer), or practices looking for clinical staffing, diagnosis, or treatment decisions - those responsibilities stay with your licensed providers.
VMA does: inbound call handling, message capture, call routing, overflow coverage.
Stays with you: clinical triage decisions.
Explore this service →VMA does: booking, rescheduling, confirmations, waitlist management.
Stays with you: provider calendar policy decisions.
Explore this service →VMA does: eligibility checks, benefits documentation, prior-auth submission and follow-up.
Stays with you: final authorization decisions (made by payers).
Explore this service →VMA does: referral coordination, recall outreach, missing-form follow-up.
Stays with you: clinical judgment on referral necessity.
Explore this service →VMA does: records coordination, inbox/task-queue management, EHR administrative support.
Stays with you: system configuration and clinical sign-off.
Explore this service →VMA does: chart preparation, structured draft notes for scribe support.
Stays with you: final review, correction, and approval of the clinical record.
Explore this service →Licensed providers remain responsible for all clinical decisions; payers remain responsible for authorization decisions. See exactly what stays with your team in each service below.
Flexible hourly, part-time, dedicated, and team support based on your workflow - or one all-in-one bundle if you'd rather cover it all at once.
Flexible, occasional support for scheduling, patient communication, eligibility, prior authorization, follow-ups, EHR/EMR tasks, records, and referrals.
For practices with a predictable, recurring administrative workload.
Consistent daily support, scoped to your hours, responsibilities, specialty, and EHR.
Multiple resources or functions for group and multi-provider practices.
One plan combining scheduling, patient calling and reception, insurance eligibility and benefits verification, prior authorization support, patient follow-up, EHR/EMR administrative work, and referral and records coordination - custom-quoted from your Free Workflow Assessment rather than a fixed rate, since scope varies by practice.
See What's Included in VMA 360 →Start by December 31, 2026 and receive 30% off eligible first-month VMA service fees, plus a Free Practice Workflow Assessment. Qualifying packages may also receive a complimentary practice website review. Terms and eligibility apply.
A defined five-stage process from first conversation to go-live - many practices are live within about 36 hours of completing their scope and access agreement, though this varies by complexity.
A short, no-PHI conversation about your call volume, scheduling load, and admin bottlenecks.
We define exactly which tasks, systems, and permissions your VMA will work within.
Your VMA is trained on your scripts, systems, and escalation rules, not a generic script.
Most practices go live within 36 hours of Stage 2, with a clear escalation rule for every task.
Task completion and workflow performance are reviewed against the indicators that matter for the services you use.
Onboarding time depends on scope, access, training, and workflow complexity - we don't promise a fixed timeline until your assessment defines the scope. See the full Onboarding Process →
Access is limited according to client-approved roles and permissions. Staff follow documented privacy and security procedures. A Business Associate Agreement may be executed when applicable. We do not request or display patient health information in public forms, marketing materials, or examples.
15 administrative and medical-scribe support services, grouped by what they solve - pick a category or view the full list.
General administrative support for scheduling, patient communication, and day-to-day front-desk tasks.
View details →Inbound call handling, message capture, and call routing for your practice's front desk.
View details →Booking, rescheduling, confirmations, and waitlist management for your provider calendars.
View details →Outreach and follow-up on missing forms, appointments, and care-plan next steps.
View details →Eligibility checks and benefits documentation before the patient visit.
View details →Detailed benefits documentation to support accurate patient and staff communication.
View details →Prior-auth submission and follow-up administration, with payers making final decisions.
View details →Referral tracking and coordination support for outbound and inbound referrals.
View details →Administrative task support inside your practice's EHR and practice-management system.
View details →Records requests, transfers, and coordination support for your practice.
View details →Inbox triage and task-queue management so nothing sits unanswered.
View details →Structured draft documentation prepared for provider review, correction, and approval.
View details →We currently have documented workflow depth for these specialties - each with its own scheduling, intake, insurance, and documentation patterns. Additional specialties are being developed and will be added as workflows are documented.
Published industry data on prior-authorization burden and front-desk staffing costs - not a promise about results for your specific practice.
No. We provide administrative and medical-scribe support - patient communication, scheduling, insurance and prior-authorization administration, records coordination, and documentation. Medical billing, coding, and revenue-cycle management are handled by a separate Mednex Group brand, Practice Revenue Partners.
No. Virtual medical assistants support approved administrative workflows. They do not diagnose, prescribe, give medical advice, interpret test results, determine medical necessity, or approve prior authorizations. Payers make authorization decisions, and clinical decisions remain with licensed providers.
Our workflows are designed to support HIPAA-aligned practices: access is limited by client-approved roles and permissions, and staff follow documented privacy and security procedures. A Business Associate Agreement may be executed when applicable. See the Security, Privacy, and Access Controls page for full detail.
No. Support is delivered remotely for practices across the country. We don't claim a local office or local employees in any specific city unless that's factually accurate for your account.
No. A scribe support workflow prepares structured draft documentation. The licensed provider remains responsible for reviewing, correcting, and approving the final clinical record.
A short, no-cost discussion about your current call, scheduling, and admin workload. It does not require any patient health information - we're reviewing your workflow, not your patient data.
Onboarding time depends on scope, access, training, and workflow complexity. Your assessment will define a realistic timeline for your specific setup - we don't quote a fixed number in advance.
Staff can be trained to support client-approved administrative workflows in commonly used EHR and practice-management systems. System-specific support depends on your access, training, and security requirements.
We don't guarantee a specific number - actual results depend on your practice's staffing, call volume, and scope of services. Published industry data shows prior authorization alone consumes an average of 13 hours of physician and staff time per week (AMA, 2025), and front-desk staffing carries real payroll, benefits, and turnover costs. See our full ROI breakdown with sources.
No PHI required for the initial conversation.
Tell us about your front-desk and admin workload - we reply within one business hour.
