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This is the beginning of a two-part blog discussing the benefits of hiring medical virtual assistants for your medical practice. This tackles how medical VAs can learn different medical-related software or applications which can organize your practice into a seamless cohesive unit. This will also contain a review of the said medical-related software or applications basing on the experiences of Xilium’s VMA team.

Hiring virtual assistants for their small businesses has been a convenient solution to help ease some of the workload of business owners. Medical healthcare providers are jumping in the bandwagon of business owners’ hiring of VMAs. 

VMAs are dubbed as the modern antidote to a physician’s work-related stress. We help pave the way for your efficient practice, so you can have greater career satisfaction. We relieve you from several administrative responsibilities and some other errands as needed, so you can focus on doing what is more important – providing healthcare.

When you delegate those tasks to one or two VMAs, you have more time to focus on your patients. More importantly, you have time for yourself and your family. On top of all that, medical virtual assistants will help get your practice organized.

As a provider, consider these reasons when in doubt of hiring VMAs:

A VMA can be adept to health-related software or applications.

Our team has been working with a medical provider in the US; part of the arrangement is to use medical-related softwares and applications like athenahealth cloud-based software, 8×8 cloud-based communication system, and Zocdoc website.

One of our main responsibilities is to maintain patient engagement. Thus, we use athenahealth to take care of the following tasks: managing patients’ appointments, documenting inquiries or concerns that need to be addressed by the doctor, encoding medical history, reminding patients of their appointments, communicating information on how to retrieve lab results via phone or email, responding to other patient-related tasks assigned by the provider, etc. We easily execute athena-related tasks because the system is repetitive. Navigation becomes effortless later on, although some difficulties could be experienced because there are certain tabs that require role/permission access. For instance, if we’re given an urgent task, we cannot immediately execute because we have to wait for the practice manager or ‘superuser’ (the person who got all access) to add permission. Other than that, the system is quite good for the practice of medical providers.

Understanding how athenahealth communicator works is crucial. The system sends out automated calls, texts or emails to remind patients of their appointments. Patients are also notified when their lab results are ready to be retrieved via phone or through the patient portal. Simultaneously, we keep track of how they retrieved their results. We can also send out group call reminders for patients who need to be reminded of their follow-up appointments, as well as those who are no-shows. Learning how athena Communicator works guides us in knowing necessary actions to be taken once a problem arises. For instance, we still call the patients who haven’t confirmed their appointments to make sure they’re reminded.

Using athenahealth needs our ability to type with speed with accuracy. We take care of documenting patients’ concerns about their medication, clinical or billing questions, etc. The transparency of our patients’ data is crucial in terms of legal proceedings. It’s important that we know how to create patients’ cases with accuracy.

We keep a keen eye to every detail of each patient’s demographic information and health history when transferring a patient’s data from Zocdoc to athenahealth. The former is a website for new patients who may book online, giving them the chance to choose the doctor and the desired appointment time. Patients can also opt to give their demographic information and health history via this website without any worries about their security. Although a technical problem once occurred wherein a patient’s booking via Zocdoc did not sync through athenahealth, the customer service representative was very helpful in giving advice on what is is to be done to take care of the problem in their system. Moreover, the website is user-friendly for both patients and the practice. Thus, it is highly recommended.

Our knowledge when handling outbound and inbound calls with 8×8 cloud-based communication system is important. During times when there are numerous calls, transferring or holding a call should always be in harmony with proper phone etiquette. Patience in times of call issues with 8×8 like drop calls, flaky lines, and sudden disconnection (8×8 suddenly freezes), help us think think of possible solutions to solve the problem. On our end, we make sure our virtual phone on desktop is kept updated or call 8×8’s representative to address the issue at once. This way, we assure that our patients reach us without delay. 8×8 is not the number one cloud-based communication software on our list.

As VMAs, we maximize the functions of each software or application that we use in the practice. We search through the manuals of 8×8 or athenahealth’s resources to learn new ideas by reading more about the systems. When a conflict comes up, our answers are ready. Our client is assured of our competence in the job with our flexibility when using medical-related softwares or applications.

[End of Part One.]