We understand the rush between consults.
Phone lines light up, recalls stack, and someone has to chase forms, confirm bookings, and keep the diary clean.
A Healthcare VA keeps the front desk calm — calls returned, appointments confirmed, files where they should be — so your practitioners can focus on care, not chasing paperwork and passwords.
What a Healthcare VA actually handles
A Healthcare VA’s job is to keep patient admin organised and the day running smoothly.
In practice, that means:
Bookings
& recalls
Answer enquiries, pre‑screen basics, book/reschedule, send reminders, manage waitlists, and follow up no‑shows.
Intake
& forms
Send/collect digital intake, verify details, upload to your system, and ensure consent forms are on file before arrival.
Referrals & correspondence
Log referrals, request missing reports, file results, and send courteous updates to referrers as directed.
Billing & claims coordination
Prepare invoices, check item numbers, reconcile simple payments, and coordinate with your billing team.
Weekly reporting & cadence
New vs repeat patients, DNA/no‑show trends, bottlenecks we fixed, and a simple plan for the week.
Is this the right move?
Great fit if...
You want AEST/AEDT coverage with reliable overlap for front‑desk times.
You can share clinic playbooks (tone, triage boundaries) and system access.
You’re happy to approve reminder scripts, privacy rules, and escalation paths.
Not ideal if…
You need clinical advice, diagnosis, or emergency triage.
You can’t provide access to systems, templates, or billing rules.
You expect Medicare/private health guidance beyond your written policy.
How an AI‑equipped Healthcare VA ramps in 90 days
What typically changes by Week 4
01
Before Day 1 — Pre-training and setup
-
Custom‑train from your stack (practice software, phones, secure email), tone, privacy rules, and escalation boundaries.
-
Build a prompt kit for voice, appointment types, recall rules, and documentation naming.
-
Confirm channels (phones/email/SMS/portal), coverage windows, and approval guardrails.
-
You start with a 30‑day plan and a shortlist of quick‑win fixes to approve.
02
Days 1–7 — Orientation + quick wins
-
Stand‑up cadence (daily brief + priorities + clinic list review).
-
Diary tidy: blocks, buffers, and reminder scripts aligned to your policy.
-
First assists: confirm bookings, send intake packs, and chase missing details.
-
File hygiene: sensible folders, scanned docs labelled and easy to find.
Outcome: 1–2 quick wins live; tone and approval flow confirmed.
03
Days 8–30 — Take over the repeatables
-
Own Tier 0–1 enquiries and standard booking changes during overlap.
-
Intake and recalls become habit: forms sent, returned, and filed correctly.
-
Accelerators: auto‑summaries of calls, action extraction, and follow‑up templates.
-
Feedback loop: log common friction (DNA causes, unclear forms) and propose fixes.
By week 4, waitlists are tidier, fewer DNAs, and clinicians see cleaner notes before consults.
04
Days 31–60 — Systemise and stabilise
-
SLAs and routing rules baked into everyday habits.
-
Weekly snapshot: bookings, DNA/no‑show trends, quick fixes, and open decisions.
-
Document hygiene: versioned scripts (reminders, intake, consent), simple foldering, findable assets.
Outcome: fewer dangling tasks, faster handovers, clearer patterns to fix upstream.
05
Days 61–90 — Uplift and optimisation
-
Tighter approvals loop — more decisions prepped, fewer parked.
-
Peak‑period checklists (flu season/school holidays) with coverage plans.
-
Light analytics on cadence (busy windows, DNA drivers, script performance) and recommendations.
-
Review and refresh of templates/workflows to remove friction and reduce repeats.
By Day 90:
phone/tag time ↓, DNA rate ↓, paperwork errors ↓, and your “front‑desk drag” is cut meaningfully.
Built for Australian teams
made in the Philippines
Why work with Virtuali
You get a trained healthcare admin who works in your hours, mirrors your tone, and scales with your schedule — while we handle hiring, onboarding, payroll/HR/leave, backup, and First‑90‑Days Fit (replacement at no placement fee).
Start part‑time or full‑time; switch as needed.
Virtuali VA
,000 AUD
10
$
in annual savings
Includes all admin fees. estimated, results may vary
Local EA hire (AU)
,000 AUD
10
$
Estimated yearly cost
When you hire locally. Includes basic salary, other admin costs and benefits like super, leaves, etc. Source: Glassdoor
Cut Healthcare Admin costs by 46%+
(and keep your day running smoothly)
Industries we've worked with
Frequently asked questions
Match in 2–5 biz days
90-day fit guarantee
Shadow Week included
Pay-As-You-Go