Medical Virtual Assistants for Clinics and Medical Practices
Full-time remote medical administrative assistants, schedulers and receptionists who work only for your practice, in your EHR, under your privacy policies. Talentige has made 1,750+ hires worldwide.
Non-clinical onlyAdmin, scheduling and intake. Clinical work stays with your team.
HIPAA-trained hiresWhen you need them. NDA and background check on every hire.
3–5 finalistsIn about 14 days, tested in English and Spanish.
Pay nothing until you hireOne-time fixed fee. 90-day replacement guarantee.
Referrals wait in the fax queue, the phones back up at 8 a.m., and every unfilled slot is a visit you don't get back. A medical virtual assistant from Talentige is a full-time, dedicated remote hire who works only for your practice, never shared, and takes the non-clinical front- and back-office work off your staff.
From referral to follow-up: what your hire owns
Each band is a step in the patient-access path, not a volume. Your hire covers six of the seven; the visit stays with your clinicians.See the data as a table
Step
What happens
Who owns it
Referral or request in
Fax, portal, phone or web form, logged the same day
Your remote hire
Intake & records
Forms sent, prior records requested, chart prepped
Your remote hire
Eligibility check
Coverage verified, prior authorization flagged to your team
Your remote hire
Scheduled
Right provider, right visit type, waitlist used to fill gaps
Your remote hire
Reminded & confirmed
Reminders, confirmations, no-show follow-up
Your remote hire
Visit
Your clinicians: assessment, diagnosis, treatment
Your clinical team
Follow-up booked
Next visit, recall, referral out, results-call scheduling
Your remote hire
Roles we fill for medical practices
Role
What they handle
Typical monthly pay
Medical administrative assistant
Referral processing, intake packets, chart prep, records requests, inbox and fax triage
Egypt $900–$1,100 · Morocco and the Philippines $1,000–$1,300 · Latin America $1,000–$1,800
Patient scheduler / scheduling coordinator
Templates, waitlists, cancellations, reactivation, reminders and confirmations
$1,300–$1,800
Referral coordinator
Inbound and outbound referrals, prior-authorization paperwork for your team, closing the loop
Anonymised Talentige clients, with the numbers as they reported them.
Medical clinic · client result
41% faster patient intake
41%faster average intake processing
2medical administrative assistants
3 monthsbacklog cleared
An outpatient clinic had a two-week backlog of referrals and intake paperwork. Talentige recruited 2 medical administrative assistants to process referrals, coordinate scheduling, and prepare patient files. Three months later, the team had cleared the backlog and reduced average intake processing time by 41%, giving clinical staff more time with patients.
Physical therapy · client result
$22K in recovered monthly revenue
76% → 89%appointment utilization
$22Kadditional monthly revenue
5 locations2 scheduling specialists
A physical therapy group with 5 locations was struggling with cancellations, missed follow-ups, and empty treatment slots. We hired 2 patient scheduling specialists to manage waitlists and reactivate inactive patients. Their appointment utilization increased from 76% to 89%, representing $22K in additional monthly revenue.
Why practices are rethinking the front office
Medical practices told MGMA that turnover eased in 2025, but medical assistants and front-office staff were still the roles with the most churn.
"Staff turnover in 2025 compared with 2024." MGMA Stat poll, May 2025, 357 responses.See the data as a table
Answer
Share of practices
Lower than 2024
35%
Same as 2024
35%
Higher than 2024
29%
Unsure
1%
40%
Front-office staff turnover across medical practices in 2022, against 33% for clinical support and business operations staff (MGMA DataDive Practice Operations, 2023 report). A remote hire who stays is one fewer search every year.
Privacy: who is responsible for what
HIPAA doesn't stop a practice from using remote or overseas support; it makes the practice responsible for how patient information is protected. Here's how the work splits. This isn't legal advice: check your own obligations, and note that some payer and government-program contracts limit offshore access to patient data.
Responsibility
Your practice
Your hire
Talentige
Privacy and security policies, and training on them
●Yes
–No
–No
A HIPAA-trained hire, when your practice requires one
–No
–No
●Yes
Deciding: workforce member or business associate agreement
●Yes
–No
–No
Access rights in your EHR, phones and email
●Yes
–No
–No
Following your minimum-necessary and access rules
–No
●Yes
–No
Clinical questions, triage and advice
●Yes
–No
–No
Signed NDA and background check before day one
–No
●Yes
●Yes
Contract, payment in your currency, Hubstaff tracking
–No
–No
●Yes
Replacement if it doesn't work out (90 days)
–No
–No
●Yes
HHS: a covered entity may disclose patient information to a business associate once it has a business associate agreement in place; members of your own workforce are covered by your policies instead. Which applies to a contractor working under your direction is your compliance decision.
Cost compared with a local hire
Role (US, offices of physicians)
US median wage
US cost per month with benefits
Talentige hire per month
Receptionist
$19.01/hr
$4,712
$900–$1,800
Medical secretary / administrative assistant
$21.45/hr
$5,317
$900–$1,800
Scheduling or referral coordinator
$21.45/hr (closest BLS match)
$5,317
$1,300–$1,800
Medical records specialist
$22.66/hr
$5,617
Confirmed on your call
US cost = BLS May 2025 median hourly wage for that occupation in that industry × 2,080 hours × 1.43 for benefits and payroll costs (BLS ECEC, June 2026). Talentige figures are typical full-time monthly pay from our placements, before our one-time placement fee.
Pay nothing until you hire, then a one-time fixed placement fee by role, with no retainer by default (a small optional retainer applies only if you want us to manage payment and admin monthly). You pay your hire monthly in USD, CAD, EUR, AUD or GBP; they follow your holiday calendar apart from one or two local holidays a year. Try other roles in the overseas hiring cost calculator.
Your systems, your scripts
Epic
athenahealth
eClinicalWorks
NextGen
ModMed
Tebra
WebPT
Phreesia
RingCentral
We check EHR and phone-system experience during screening. Every candidate takes written and oral English tests (Spanish too, if your patients need it), a communication assessment and a role test: a scheduling exercise with your visit types and provider templates, a referral-intake exercise from a sample fax, and a patient call role play with an upset caller. Your hire never gives clinical advice; they route clinical questions to your team using your rules.
The first 30 days
Week 1: access set up by your team, your privacy training, shadowing calls and the referral queue. Week 2: owns reminders, confirmations and the waitlist. Weeks 3–4: takes the referral queue end to end and handles live calls in your scripts. Day 30: review referral turnaround and open slots together.
A medical virtual assistant handles non-clinical work remotely: referrals, intake packets, records requests, scheduling, reminders, confirmations, waitlists, phones and patient-portal messages in your scripts. Clinical assessment and advice stay with your clinicians.
Is a medical virtual assistant HIPAA compliant?
HIPAA compliance depends on how your practice manages patient information. Your hire works under your privacy policies and training, with the access you grant, a signed NDA and a background check. Talentige can provide HIPAA-trained hires when your practice requires it (typically around $2,000 a month). Decide with your compliance adviser whether they're treated as workforce or covered by a business associate agreement.
Can medical practices legally use offshore staff?
HIPAA doesn't prohibit it, but your practice stays responsible for safeguarding patient information. Some payer contracts and government programs restrict offshore access, so check your agreements first.
How much does a medical virtual assistant cost?
Medical admin assistants and receptionists typically earn $900–$1,800 a month depending on the market; scheduling and referral coordinators $1,300–$1,800. A US receptionist at a physician's office costs about $4,712 a month with benefits (BLS). Pay nothing until you hire.
Which EHR systems can they use?
Your hire works in your systems, such as Epic, athenahealth, eClinicalWorks, NextGen, ModMed, Tebra or WebPT. We report each finalist's experience.
Can I hire a bilingual Spanish-speaking medical receptionist?
Yes. We recruit bilingual staff in Latin America, including Mexico and Colombia, and test both languages.
How fast can I hire?
You'll meet 3–5 tested finalists in about 14 days, then we handle the background check, contract, payment and onboarding.
What if the hire doesn't work out?
Every placement has a 90-day replacement guarantee, with terms confirmed in writing before you start.
Sources
MGMA Stat, "Can staff turnover continue to be tamed in medical practices into 2026?" (poll of May 2025, 357 applicable responses). mgma.com
MGMA, Restoring Balance to Patient Access and Medical Practice Operations (MGMA DataDive Practice Operations data report, 2023): front-office staff turnover 40% in 2022. mgma.com
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2025, offices of physicians (NAICS 621100), median hourly wages via the BLS Public Data API: receptionists and information clerks (43-4171) $19.01 (series OEUN000000062110043417108); medical secretaries and administrative assistants (43-6013) $21.45 (series OEUN000000062110043601308); medical records specialists (29-2072) $22.66 (series OEUN000000062110029207208). bls.gov
U.S. Bureau of Labor Statistics, Employer Costs for Employee Compensation – June 2026 (released September 9, 2026), private industry: total compensation $46.89 per hour worked, wages and salaries $32.82. Multiplier 46.89 ÷ 32.82 = 1.43. bls.gov
U.S. Department of Health and Human Services, "Business Associates" guidance (HIPAA), last reviewed July 30, 2026. hhs.gov
Client results: Talentige client engagements, anonymised at the client's request; figures as reported by the client.
Talentige placement data (as of October 2026): 1,750+ hires in total, including 500+ in Morocco, 250+ in Egypt, 500+ in the Philippines and 500+ across Latin America; typical monthly pay ranges, timelines, screening process, holiday arrangements and payment currency are based on Talentige placements.
