Virtual assistants (VAs) work remotely and can offer administrative support in any office environment.
If you run a medical clinic, your virtual assistant will need specific skills. You should be able to rely on them to help with both general admin tasks and those that require medical knowledge.
Long hours and extensive paperwork may have your existing team feeling overwhelmed. In fact, most medical and health services managers work more than 40 hours per week.
With the right skills, a VA can give you more time for your patients. You may even get to leave work on time and spend the weekend with your loved ones.
So what are the ideal skills of a virtual assistant? Let’s find out.
What is a virtual assistant?
A virtual assistant is a remote worker who can help with a range of general administrative tasks. They usually work from home and have a quiet workspace and all the tools required for the job.
They can have a wide range of duties. For example, a virtual assistant can answer phones and schedule appointments. They can manage your emails, type documents, and support you with your bookkeeping.
Virtual assistants are a flexible option. You can use them for multiple hours per week or on an occasional basis.
If you need support in your clinic, a virtual assistant could be a good fit. The team at Hello Rache has medical knowledge, strong computer skills, and exceptional customer service. They can take care of all the repetitive tasks your existing employees don't have time for.
Want to learn more? Get in touch to find out how one of our assistants can fill the gaps in your workplace.
Why should you use a virtual assistant?
There's a long list of reasons why you should use a VA. They can take the pressure off your healthcare team by doing a range of administrative tasks. You can spend your time doing more important things, such as treating patients.
They have strong organizational skills and can help you with calendar management. Plus, they can transcribe documents, so you don't have to stay back after hours just to catch up. Your work-life balance will be improved, and you can give your patients better care.
Virtual assistants can answer phones and perform almost any general office duties. You'll reduce your work backlog without hiring a full-time employee.
Having a VA can make a huge difference in how your medical office runs. It can also save you money as you expand your services.
Consider this. The average salary for an in-person administrative assistant is $19.08 per hour. A virtual team member from Hello Rache is just $9.50 per hour. You can put those savings toward marketing your business or hiring more practitioners so you can see more patients.
You can use a VA as much or as little as you need, and there are no sign-up fees or overtime costs.
What skills should you look for in a virtual assistant?
So do you think a VA could be right for your clinic?
Here's a rundown of the top skills every virtual assistant should have in a healthcare setting.
1. Excellent communication
Your virtual assistant should have effective communication skills.
One of the most common admin tasks is answering phone calls and scheduling appointments. Plus, they may use the phone for other purposes, such as booking travel arrangements and confirming appointments.
Dealing with a diverse range of people requires excellent interpersonal skills. Patients may have questions or feel distressed about their health condition. There can also be language barriers.
You may prefer the virtual assistant communicates in writing. For example, they may answer emails, manage social media content, or type letters.
The VA should always communicate effectively with patients and the rest of your healthcare team, whether online or over the phone.
Everyone they connect with should have a positive experience.
2. Computer skills
What’s next on our list of skills? We all rely on technology, so computer skills are a must-have.
Your virtual assistant should be confident using word processing software, such as Microsoft Word and Google Docs. They should also be comfortable with dedicated health programs and electronic medical records (EMRs).
You’ll probably use your own apps and programs. A tech-savvy virtual assistant will be able to navigate new software with ease.
They’ll be able to support you with email management and data entry software such as Microsoft Excel.
Because it’s a remote position, the VA will know how to use video chat. They’ll use their technical skills to update their own devices and keep your data secure.
Not everyone can be productive while working from home. There are distractions, and without the hustle and bustle of the workplace, it can lead to procrastination.
Fortunately, our virtual assistants know how to get the job done. They have organizational and time management skills and are always ready to start the day.
As self-motivated individuals, VAs can meet deadlines and complete work to a high standard.
They ensure their workspace is organized and have the right tools. For example, their set-up will include headphones, a computer, and transcription software if it's a transcription task.
Good organization equals consistent work.
Your clinic is a team environment, and everyone has a role to play. A quality virtual assistant will be able to work well with others, even though they're not in the same room.
An experienced virtual assistant will complete their tasks to a high standard and support your existing employees. A VA should understand your goal is to reduce the workload of your in-person team and streamline your processes.
Depending on your preference, they can communicate via phone, video chat, or email. If the VA has a question or finds an error, they'll be comfortable asking for advice.
You can make the process easier for your team with virtual, cloud-based tools for smoother collaboration.
5. Medical knowledge
If you run a medical clinic, you'll need someone who understands the healthcare industry.
Your virtual assistant should have medical knowledge. For example, they should understand medical jargon and abbreviations and be able to translate them.
If the VA has experience in the industry, it'll be an advantage. Most of the Hello Rache team have worked in related roles, such as nurses and physician assistants.
HIPAA training will ensure your virtual assistant knows how to deal with sensitive patient information. This experience will protect your clinic and your patients.
When your VA has medical knowledge, you won't have to explain every detail. They'll be ready to work when you need them.
Because VAs often pivot between tasks, adaptability is an essential skill.
Virtual assistants may be asked to work on different projects or tasks. For example, you may ask them to fill in for a receptionist who’s absent and take care of phone calls.
On another occasion, you may prefer the VA to focus on data entry.
It's no secret that the healthcare industry can be busy, and paperwork can quickly build up.
With a virtual assistant who knows how to multitask, you can ask them to work through a range of tasks.
A VA can work flexible hours, including weekends, if required.
7. Math skills
Need someone to help with your bookkeeping? Look for a virtual assistant with basic accounting skills.
When they understand math equations, they’ll be able to update your financial records. They can create invoices, pay bills, check income statements, and process payments.
If you use a cloud-based accounting solution, the VA can input data and prepare reports — ready to be shared.
Virtual assistants can even help with any insurance claims.
You can get on top of your accounting and follow up on overdue payments. When you use someone with math skills, you’ll have peace of mind that your finances are being maintained with accuracy.
8. Attention to detail
Another top skill to look for is attention to detail. The daily tasks may vary, but everything needs to be completed to a high standard.
When your virtual assistant is detail-oriented, they'll double-check the finer details. From transcription to patient files, accuracy is essential.
In a healthcare setting, mistakes can lead to negative healthcare outcomes. For example, a patient could be given the wrong medication, or appointments could be double-booked. Attention to detail means there'll be fewer errors.
When you use a VA from Hello Rache, confidentiality will also be a priority. With HIPAA training, our team knows how to meet all your legal obligations.
9. Typing skills
Virtual assistant tasks are often computer-based. For example, they may type letters, compose emails, or update medical files. To be successful, a VA needs excellent typing skills.
They should be able to type quickly, and we suggest a minimum typing speed of 60 words per minute.
However, this isn’t the only factor to consider — typing should also be accurate. They should be able to correct most spelling and grammatical errors before submitting their work.
The virtual assistant should be available when you need them. With Hello Rache, you can use the same person every time. They'll get to know your practice and your unique processes.
You may need assistance after hours or on weekends. For example, you may need someone to answer calls when your office staff leaves for the day. Or you may need help when a team member is absent or on vacation.
With a reliable virtual assistant, you can manage your schedule and get office support whenever it suits you. You need flexibility, and using a VA should give you more options.
Don’t forget to look for someone who can work with minimal supervision.
11. Data entry skills
Data entry is another common task a virtual assistant can work on. For example, patient files may need to be updated, or you could be inputting data from a research project.
Data entry can be repetitive and time-consuming. It also requires precision.
If data entry is on your task list, try to find someone with experience in this area. Your tech-savvy virtual assistant should be able to input information quickly, efficiently, and without making mistakes.
Quality data entry relies on other key skills from this list. These include computer skills, attention to detail, math skills, and typing skills.
12. Transcription skills
Like data entry, transcription is a time-consuming task. It involves listening to voice recordings and turning them into typed documents.
If you prefer, the virtual assistant can scribe in real-time. A virtual scribe can be with you during appointments and type documents while listening via video chat or phone call.
Either way, look for a virtual assistant with experience in this area. They should have excellent listening and typing skills. They need to transcribe with accuracy and flag any errors.
Some virtual assistants are bilingual and can transcribe in more than one language.
The Hello Rache difference
Did you know that Hello Rache virtual assistants have all of the skills we’ve highlighted?
When you choose us, you’ll get a cost-effective service that can save you money in both the short and long term. You won’t need to invest in an office space for a new employee, and you’ll never pay overtime.
Our team members are experienced and tech-savvy.
Unlike a general office assistant, Hello Rache VAs have medical knowledge. They’re patient-focused and make excellent service a priority.
Rest assured, all of our virtual assistants have HIPAA training. Even though they’re not your employees, they’ll still represent your brand and help you provide the best possible care.
Get the top virtual assistant skills you need
Thinking of using a virtual assistant? You need someone who understands the requirements of a medical clinic.
There are a few skills to look for. At the top of the list is excellent communication, which includes both verbal and written communication. They should have strong computer skills and be highly organized.
Your virtual assistant should prioritize teamwork and be adaptable and able to tackle different tasks. They’ll also need medical knowledge, math skills, and attention to detail.
Typing skills are on the list of essential skills, and so are reliability, data entry skills, and transcription skills.
Want to fill the gaps in your workplace with a cost-effective solution? It’s time to get in touch with Hello Rache.