Frequently Asked Questions (FAQs)

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General Information

What is a Virtual Medical Assistant?

A Virtual Medical Assistant is a highly trained professional who works remotely, handling all the day-to-day administrative tasks that keep your practice running smoothly. They’re here to handle everything from scheduling appointments and following up with patients to managing billing, data entry, and medical transcription. Simply put, they take care of the time-consuming tasks that distract you from focusing on patient care.

Think of a Virtual Medical Assistant as a valuable extension of your team that helps boost your practice’s efficiency without the extra cost and complexity of hiring full-time, in-office staff. Your VA is trained to ensure the behind-the-scenes tasks are handled flawlessly, allowing you to focus on delivering the best care to your patients.

Where are your Virtual Medical Assistants located?

Our Virtual Medical Assistants are based in the Philippines, a country known for its highly skilled and professional healthcare support workforce. Every one of our VAs is fluent in English and has been trained to meet the specific needs of healthcare providers. The Philippines is home to a strong, talented workforce that understands medical practices' administrative and operational demands, making it the perfect place to find dedicated assistants.

Are you worried about time zones? Don’t be. Our Virtual Assistants are flexible and adjust their working hours to fit your practice’s schedule. Whether you need them in the morning, afternoon, or evening, they’ll be available when you need them most. With CabaPad, you’ll get top-tier administrative support from professionals committed to helping your practice run smoothly, regardless of location.

Services & Capabilities

What tasks can a Virtual Medical Assistant handle?

Our Virtual Medical Assistants are trained to take care of a wide range of tasks that can help keep your practice running efficiently. Here’s just a glimpse of what they can do for you:

Appointment Scheduling & Management:

Forget about no-shows and double bookings. Your VA will handle scheduling, rescheduling, and sending appointment reminders, keeping your calendar organized and patient flow smooth.

Patient Communication:

From follow-up calls to handling patient inquiries, your VA will take care of patient communication, ensuring timely, professional responses every time.

Medical Transcription & Documentation:

Our dedicated virtual assistants take care of it all—whether it’s transcribing medical notes or making sure every document is spot-on and compliant. You can rest easy knowing your patient records are always up-to-date, without you having to spend hours at your desk.

Medical Billing & Insurance Claims:

Don’t get bogged down by billing headaches. Your VA can process insurance claims, manage billing, and follow up on payments to keep your revenue cycle running smoothly.

Data Entry & Documentation:

Your VA will help keep things organized by updating patient records, entering data into your EHR system, and ensuring that your documentation is always accurate and up-to-date.

Prescription Refills & Authorizations:

Managing refills and securing authorizations from insurance providers becomes much easier with a VA to handle the details for you.

Simply put, if there’s an admin task that’s pulling you away from patient care, chances are, a CabaPad Virtual Medical Assistant can handle it

Are your Virtual Medical Assistants HIPAA-compliant?

Absolutely! We understand that patient privacy and data security are non-negotiable. That’s why all our Virtual Medical Assistants are fully trained in HIPAA compliance. From day one, they follow strict guidelines to protect sensitive patient information, using secure communication methods and workflows that meet HIPAA standards. With us, you can trust that your practice’s data is safe.

How do I communicate with my Virtual Medical Assistant?

We know that communication is everything when running a practice, and we make it simple. You can connect with your Virtual Medical Assistant however you prefer—via email, phone, video calls, or secure messaging platforms. Your VA is always just a message away, ready to jump in and help with whatever task you need. This flexibility ensures that communication is seamless and your practice runs smoothly.

Can your Virtual Medical Assistants work within my EHR system?

Yes, they can! Our Virtual Medical Assistants are skilled with various EHR (Electronic Health Record) systems and can easily be trained to work within your specific platform. Whether using Athena Health, ECW, Epic, Cerner, Kareo, Practice Fusion or another EHR system, your VA will seamlessly integrate into your practice’s workflow. They can handle everything from managing patient records to entering data, keeping your practice organized and efficient every step of the way.

Scheduling & Availability

What are the working hours of a Virtual Medical Assistant?

Our Virtual Medical Assistants are highly flexible, adjusting their working hours to align perfectly with your practice’s schedule. Whether you need someone to help during standard office hours, require after-hours support, or a mix of both, we’ve got you covered. Our VAs are based in the Philippines and are used to working with practices across various time zones, including U.S. ones, so you won’t have to worry about time zone differences affecting your workflow. We’ll ensure your VA is available when your practice runs, keeping everything smooth and efficient throughout the day.

Can I get a Virtual Assistant part-time or full-time?

Absolutely! We offer part-time and full-time options to suit your practice’s specific needs. Whether you only need a few hours of help each day to manage appointments and patient communication or require full-time support to handle a broader range of administrative tasks, our services are designed to be flexible. You can start small with part-time help and scale up as your needs grow, or dive straight into full-time assistance—it’s all up to you. The goal is to ensure you get the support that works best for your practice without any unnecessary commitments.

Pricing & Payment

How much does a Virtual Medical Assistant cost?

Our Virtual Medical Assistant services are priced at $8/hr. This investment covers more than just administrative help—you’re getting a skilled, dedicated assistant trained in handling healthcare-specific tasks like appointment scheduling, patient communication, billing, and more. With your VA on board, you’ll have the peace of mind of knowing that your day-to-day operations are running smoothly, freeing up your time to focus more on your patients and less on paperwork.

Are there any long-term contracts or commitments?

Not at all! At CabaPad, we believe in flexibility. That’s why there are no long-term contracts—you’ll work with us on a month-to-month basis, giving you the freedom to scale services up or down as your practice’s needs change. Whether you’re starting with part-time support or you need full-time help, you’re in control. If things shift, you can adjust your services without any hassle. We’re here to grow with you, on your terms, without any strings attached.

Onboarding & Getting Started

How do I get started with a Virtual Medical Assistant?

Getting started is easier than you might think! It all begins with a quick consultation. During this chat, we’ll learn about the areas where you need the most support—whether it’s appointment scheduling, patient communication, billing, or even all of the above. Based on your needs, we’ll match you with a Virtual Medical Assistant who’s the perfect fit for your practice. Before you know it, you’ll have the help you need to lighten your load and streamline your workflow. It’s just one simple conversation away!

What does the onboarding process look like?

Once we’ve matched you with your Virtual Medical Assistant, the onboarding process is designed to fit your pace, making it easy for you to integrate the support you need without any hassle. Here’s what it looks like:

1. Initial Consultation: We start by learning about your practice. We’ll discuss the tasks you need help with, the systems you use, and how our services can seamlessly fit into your existing workflow.

2. Meet Your Virtual Assistant: After your consultation, you’ll be introduced to your dedicated Virtual Medical Assistant. We’ll ensure they’re fully briefed on your operations, so you don’t have to spend valuable time explaining every little detail.

3. System Setup & Integration: Your VA will be trained on the specific tools and software your practice uses, like your EHR system. We’ll handle all the tech setup so your VA can start working seamlessly with your team from day one.

4. Ongoing Support & Optimization: Once your VA gets started, we’ll be there every step of the way, providing continuous support to ensure everything runs smoothly. If there’s anything you want to adjust or improve, we’re here to optimize the process and make sure your VA fits perfectly into your practice.

Before you know it, your Virtual Medical Assistant will feel like an essential part of your team—working behind the scenes to handle administrative tasks so you can focus on what matters: caring for your patients.

IT Support & Technical Integration

Do you offer IT support for setting up my Virtual Medical Assistant?

Absolutely! When you bring a Virtual Medical Assistant on board with CabaPad, our IT team will be with you from day one as long as we have the resources. Our goal is to ensure that your VA is ready to work without any interruptions, so your workflow remains smooth and efficient from the get-go.

What happens if there’s a technical issue with my Virtual Medical Assistant?

Don’t worry—if there’s ever a technical issue with your Virtual Medical Assistant, we’ve got you covered. Whether it’s a connectivity problem, a software glitch, or trouble accessing your systems, our IT support team is just a call or message away. We’re committed to resolving any issues quickly, so your practice doesn’t experience any unnecessary downtime. We’re here to ensure that everything stays on track, so you can stay focused on what you do best—taking care of your patients.

Security & Privacy

How do you ensure the security of my patient data?

HIPAA-Compliant Processes:

Every Virtual Medical Assistant at CabaPad is trained in HIPAA compliance. This means they fully understand and follow the highest standards for handling and protecting patient information. Whether it’s communication, documentation, or managing records, you can trust that every task is completed with privacy and security in mind.

At CabaPad, we make protecting your data a top priority. You can focus on delivering care, knowing that we’re keeping your practice’s sensitive information secure at all times