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A remote workplace is what sets VMAs apart from an in-house medical assistant. The set-up also requires them to communicate with other staff, clients, and patients more strenuously to maintain good working dynamics. That’s why aspiring VMAs need secure and user-friendly tools to stay on top of their tasks every day.

Tools used by Vmas

Google Suite

A paperless workplace is one way to keep PHI safe. Undergoing training and getting certified before handling PHI is a must, but having the right tools also matters. Google Suite is the widely used tool because it has everything VAs need from managing files, tracking projects, to collaborating with other staff. It has been tested by time and only gets even better in terms of security and usability.

Lastpass and Authy

A fool-proof password is crucial to keep the database secure. Sharing these difficult passwords is tricky, let alone memorize them. That’s where LastPass comes in. The app saves all passwords for any website, enabling easy access to profiles and accounts.

Authy is a 2-Factor Authentication (2FA) generator app that adds a layer of protection. While LastPass readily inputs passwords, Authy ensures to keep unauthorized logins from any website or device.


Clients choose which electronic medical record software to use. VMAs often use Athena, DrChrono, Practice Suite, Onetouch, and Practice Fusion to name a few.

In a remote work set-up, a secured cloud-based EMR allows smoother access and storage. Other than managing patient records, these EMRs also have revenue cycle management services like billing and patient engagement plans.

Phone Systems and Faxing

Getting an offshore virtual assistant requires transitioning to internet-based phone systems or VoIP. RingCentral and 8×8 are widely recommended for being among the most cost-efficient with additional features like internet fax and third-party integrations. Skype and Google Voice also come in handy with free group calls.


Documents’ contents and affixed signatures must be secured before emailing them back and forth. VMAs need tools that support a paperless workplace and provide a layer of protection like granting and revoking access to important documents.

Foxit Phantom makes it easier for VMAs to edit and manage PDF files, create fillable forms, add watermarks, and collaborate with other users. Foxit’s developers also comply with the US software and IT standards, like the SEC 508 Accessibility Compliance, Trade Agreement Act, and Americans with Disabilities Act.

There are many tools available online but one should consider security and usability. Some tools fail to keep up with the pace and others have become more sophisticated to meet the needs of the time.

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Abigail Sabido

Abigail Sabido

Abigail enjoys reading and writing essays and news articles as well as poetry and short stories. Prior to joining Xilium, she was a language and humanities teacher with a passion for literature, the visual arts, and music. Her best and most endearing students are, and always will be, her children.
Abigail Sabido

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