What Can MVAs Handle? Plus How They Integrate With Your Practice

Medical Virtual Assistants (MVAs) are transforming the way medical practices operate by alleviating the burden of repetitive, time-consuming administrative tasks. As healthcare grows increasingly complex, the demand for operational efficiency and consistent patient engagement continues to rise. MVAs offer a flexible, cost-effective solution for practices looking to optimize workflows without sacrificing care quality. Whether you’re a solo practitioner or part of a multi-provider office, the right MVA can streamline your day-to-day operations and return valuable hours to your team.

With the right training and oversight, MVAs can significantly improve efficiency, reduce staff burnout, and enhance patient satisfaction. Here are the most common and impactful administrative tasks MVAs handle effectively:

1. Patient Intake & Onboarding

MVAs can collect patient information via phone or secure online forms, including demographics, medical history, insurance details, and consent forms. This not only streamlines the check-in process but ensures your staff can focus on in-office care rather than paperwork.

2. Appointment Scheduling & Rescheduling

A major time-sink for front desk teams is managing the appointment calendar. MVAs can oversee scheduling, handle reschedules and cancellations, and ensure follow-up appointments are in place. They’re trained to understand your availability, provider specialties, and common bottlenecks.

3. Answering Clinic FAQs

Rather than tying up your in-house staff with repetitive phone calls, MVAs can handle frequently asked questions such as clinic hours, directions, accepted insurance, preparation for appointments, and prescription refill policies.

4. Insurance Verification

Insurance-related tasks are among the most frustrating and error-prone. MVAs can handle eligibility checks, verify patient benefits, and ensure pre-authorizations are in place prior to the appointment. This minimizes billing delays and denials.

5. EMR/EHR Data Entry

MVAs can update and maintain records within your practice’s system. This includes:

• Recording patient vitals and histories (based on intake)
• Entering visit notes from dictated or recorded summaries
• Uploading scanned documents
• Updating medication lists
• Reconciling allergies

6. Charting Assistance

By transcribing provider notes and converting audio/video recordings into accurate chart entries, MVAs help reduce after-hours charting, freeing up provider time.

7. Telehealth Coordination

MVAs can set up telehealth sessions, ensure patients receive links and pre-visit instructions, confirm appointments, and provide tech support for patients unfamiliar with virtual visits.

8. Prior Authorizations & Referral Management

MVAs assist in submitting required documentation to insurers and tracking the status of authorizations and referrals. This ensures timely care and helps prevent unnecessary delays in treatment.

9. Billing & Claims Support

While MVAs don’t replace billers, they assist with tasks like collecting co-pays via phone, reminding patients about outstanding balances, and preparing data for claim submission. They can also follow up on denied claims under guidance.

How Do MVAs Integrate with Existing EHR/Practice Management Systems?

A key concern among providers considering MVAs is integration—how seamlessly can a remote assistant work within your current electronic systems? The short answer: very effectively, with the right structure and training.

1. System FamiliarityReputable

MVA providers recruit VAs experienced in major platforms. Whether it’s documentation, scheduling, messaging, or telehealth, trained MVAs can adapt to your system quickly and effectively.

2. Remote Access & Compliance

MVAs operate through secure, HIPAA-trained remote desktop environments or cloud-based EHR systems. This allows them to log in as if they were physically in your office, accessing only the data necessary for their roles.

Key Security Measures Include:

• VPNs or encrypted remote desktops
• Role-based access control (RBAC)
• Multi-factor authentication (MFA)
• Regular auditing of access logs

3. Workflow Integration

MVAs follow your existing SOPs and workflows. During onboarding, they are trained on how your practice handles appointments, notes, messages, and billing procedures. They operate just like an in-office admin or medical assistant—without needing physical space.

4. Communication & Oversight

Most practices assign MVAs to work closely with office managers, billing teams, or clinicians. Daily check-ins, task management tools (like Trello or Asana), and chat platforms (Slack, Teams) ensure everyone stays connected and on task.

5. Training Customization

Top MVA providers tailor training to your exact configuration and workflows. For instance, if you use a separate scheduling tool, your MVA will be trained to switch between those platforms efficiently.

6. Time-Zone Alignment

MVAs from countries like the Philippines often work on U.S. business hours, meaning they’re accessible during your clinic’s open hours and can attend huddles or support urgent tasks in real-time.

MVAs Are Built for Seamless Integration & Productivity

Medical Virtual Assistants aren’t just task-takers—they’re workflow extenders. With proper vetting, training, and communication, they become trusted members of your team. By managing repetitive administrative tasks and integrating seamlessly with your system, MVAs allow your in-office team to focus on patient care while boosting your operational efficiency.

If you’re feeling stretched thin by paperwork, missed follow-ups, or EHR overload—an MVA may be the scalable, cost-effective solution you’ve been looking for.