How a virtual executive assistant can help your clinic

12 things a virtual executive assistant can do for your clinic

Every healthcare clinic has to deal with administrative tasks — it's all part of running a successful practice.

Those in senior healthcare roles aren't exempt from these time-consuming duties. Did you know that 31% of doctors say paperwork is a contributing factor to burnout?

Your time could be better spent elsewhere, and you may be thinking about additional support. But what if you aren't ready to commit to a full-time employee?

Virtual executive assistants are gaining popularity, and it's an affordable option worth considering. While an in-person executive assistant comes with an average salary of $32.15 per hour, using our virtual service is just $9.50 an hour.

They can perform many of the same duties and reduce your workload.

What is a virtual executive assistant, and how can they help? Let's take a look.

What is a virtual executive assistant?

Virtual executive assistants work remotely, usually from home.

They're similar to personal assistants and work closely with senior executives and other leaders. Virtual executive assistants perform a wide range of tasks, including email management, scheduling, and transcription.

The top skills to look for include communication, organization, time management, attention to detail, computer skills, and professional networking.

Top virtual executive assistant skills.

There are a few differences between virtual assistants and virtual executive assistants. Virtual assistants do general, on-demand tasks as you need them. They usually support the office team.

On the other hand, virtual executive assistants look at the bigger picture and offer more personalized service. For example, they're more likely to deal with sensitive data and can help with goal setting. They usually support senior members of the healthcare team.

When you use Hello Rache for virtual assistance, you can choose as many hours per month as you need. You can get executive assistance at an affordable price.

Our team members are experienced and trained, and you can even use the same assistant every time. Want to learn more about our services? Get in touch.

12 things a virtual executive assistant can do for you

Not sure if using a virtual executive assistant is the right choice for your clinic? With Hello Rache, you can try our services without a long-term commitment.

Before you decide, here are 12 things a virtual executive assistant can help you with:

1. Answer phone calls

Virtual executive assistant services often include phone management. These virtual team members can answer phone calls and assist with any queries. They can even forward phone calls to the right person.

They can screen calls and take messages for busy executives and healthcare professionals. If the caller has a question, the assistant can find the answer and ring them back.

Virtual executive assistants can network with other healthcare professionals over the phone. For example, they may set up meetings or tap into their medical expertise.

Depending on the type of clinic you run, a virtual executive assistant may call suppliers to refill your inventory. They may also answer phone calls from employees who call in sick or need a day off.

2. Manage calendars

Virtual executive assistants can use their excellent time management skills to keep your calendar organized.

Your days, weeks, and months can be packed with appointments, meetings, and other commitments, so careful planning is required.

They can be responsible for scheduling appointments with patients. If there's a cancellation, they'll remove it from your calendar.

Virtual executive assistant calendar management

The virtual executive assistant will be aware of any upcoming time off. For example, they can turn off appointment bookings during certain times, such as staff vacations or family commitments.

There are other things that need to fit in your calendar. Accurately scheduling meetings, training, and staff evaluations are all part of the job description.

3. Respond to emails

Most healthcare clinics have embraced technology. While it's designed to make life easier, it doesn't take long for your inbox to start overflowing.

If you're feeling overwhelmed trying to keep up, a virtual executive assistant can help with email management. They have experience handling sensitive data and know exactly how to compose a professional message.

They can take care of all your virtual communication tasks. From responding to patients to composing emails to specialists, your remote assistant can get it done.

These workers can sort your emails and flag any high-priority items. They can forward referrals to specialists and follow up if there's no response.

4. Make travel arrangements

Need to go on a business trip? Or are you thinking about having some time away? You don't need to plan it yourself. Our team of assistants can sort out the finer details.

Your accommodation and flights can be arranged, as well as any car rentals. Your virtual executive assistant can plan your itinerary, including meals, activities, and meetings.

They can make sure you have the right travel documents, book your immunizations, and organize travel insurance.

These dedicated professionals will take the stress out of travel. Whether it's a booking for one person or a whole team, a virtual executive assistant can make sure every trip away is a positive experience.

5. Transcribe minutes

Meetings allow teams to check in and discuss what's happening in the clinic. Plus, there can be discussions about patients and external meetings with other specialists or stakeholders.

Meetings can be in-person, over the phone, or online via video chat.

When you take minutes, it reminds attendees of the topics you covered and gives anyone who couldn’t make it an idea of what was discussed.

If you want accurate transcription, you need a virtual executive assistant.

There are two options. They can be virtually present during meetings and scribe the minutes in real time.

Alternatively, you can record the meeting, and they can transcribe it later on. The minutes can then be sent to the appropriate people.

6. Input data

If you're spending too many hours per week on data entry, consider a remote assistant. A virtual executive assistant can help you with all of your data management needs.

Updating patient information, bookkeeping, and keeping track of inventory can all be mundane tasks. Fortunately, executive virtual assistants are confident in inputting data into a range of software programs, including Microsoft Excel and Google Sheets.

Virtual executive assistant data entry typing speeds.

Maintaining accurate data and flagging errors are also part of the job description.

Your data entry can be quick, efficient, and secure. Most data entry specialists have a typing speed of at least 45 words per minute.

7. Plan events

Some healthcare clinics host events either in-person or online. For example, there may be fundraisers or promotions throughout the year.

Depending on your healthcare service, you may also have special events for drop-in appointments. For example, there could be an immunization day or a heart health check day.

You can also host virtual events and create online education sessions.

A virtual executive assistant has the right organizational skills to set these events in motion. They can plan any type of healthcare event and help you build your guest list.

They can help you manage event budgets and type up reports after the event.

8. Update patient records

If you're using electronic medical records (EMRs) for your patient details, they'll need to be kept up to date.

Instead of taking time out of your day to update personal details, prescriptions, and treatment plans, you can take advantage of virtual assistance.

Virtual executive assistants can type and transcribe accurately. They can be in the room via video chat when you're treating patients and record the details in real time. Or, you can send them the details after the appointment.

They work with accuracy and confidentiality. With medical knowledge, your virtual executive assistant will be less likely to make a mistake.

9. Network with health professionals

Executive virtual assistants are strong communicators. They can support you by networking with other health professionals.

They can get to know other specialists who you may collaborate with. For example, a surgeon may work with a primary care physician and a physiotherapist to give patient-centered care.

Executives often need to deal with leaders and human resources. They may need to send updates and discuss projects, goals, and finances.

Virtual executive assistants can organize meetings, forward documents, and keep in touch with your connections. Correspondence can be over the phone or via email.

10. Update social media

Social media can be beneficial for healthcare clinics. Using popular platforms such as Facebook can help you stay in touch with your local community.

For example, you can update patients about clinic hours and services. You can share health news, give tips for healthy living, and bring different conditions into the spotlight.

Virtual executive assistant social media.

To make the most of social media, you should share regular updates. A virtual executive assistant can help with social media and content management.

They can use their excellent written communication skills to create professional posts. You can schedule your content in advance, so there’s always something new for your followers to look at.

Your assistant can also respond to comments and private messages.

11. Prepare reports

When you access virtual administrative assistance, you can get help with your reports.

Virtual executive assistants are tech-savvy and can use a range of programs, including Microsoft Office and Google Workspace.

These committed individuals can support you with research and goal setting. Once you have the information, they can create comprehensive reports.

For example, there can be budget, progress, and patient satisfaction reports.

They'll double-check their work to make sure it's professional, accurate, and free of errors.

12. Assist with personal tasks

When you're busy, juggling your work and home commitments can be difficult.

You can use virtual assistant services for personal requests.

For example, they can help you with personal calendar management. If you need to make an appointment or plan a lunch, they can do this for you.

You’ll never miss a birthday or milestone again when your calendar is organized.

They can arrange flowers for special occasions and baby gifts for new parents. Any tasks you don't have time for can be taken care of.

You can use your extra hours for more complex job duties.

Why choose Hello Rache for office assistance

There's a long list of reasons why you should choose Hello Rache for your virtual office assistance needs.

We offer a convenient service, and you can access our professional team whenever you need them. You won't need to find office space to accommodate a new employee, and they have everything they need to do the job.

Why choose hello rache

You can save money with a flat hourly rate. Plus, there are no contracts or overtime, so you'll always know what to expect. We don’t have set-up fees, and you can cancel at any time.

Our team has medical knowledge, and many of them have previous experience in the industry. For example, they may have worked as nurses or physician assistants. This will give you peace of mind that you’re getting dedicated healthcare support.

The Hello Rache team has HIPAA (Health Insurance Portability and Accountability Act) training and takes pride in maintaining confidentiality. They follow all rules and regulations and know how to work securely online.

Whether you need general virtual assistance or more targeted executive assistance, Hello Rache has you covered.

Using a virtual executive assistant for your healthcare clinic

Virtual executives can support executives and other senior members of your team.

They work remotely and can do a range of tasks. For example, they can answer phone calls and schedule appointments. These assistants can manage your calendar and respond to emails.

Transcription and data entry are common duties. They have excellent typing skills and can get these tasks done accurately and efficiently.

If you need help updating patient records, your virtual administrative assistant can be there. Additionally, they can network with other professionals, manage your social media, prepare reports, and assist with personal tasks.

You don’t need to hire a full-time employee because a virtual executive assistant can do everything you need at a fraction of the cost.

If you need administrative assistance, help is available. If you’re ready to reduce your workload and get things back on track, contact Hello Rache today.