Best 50 Virtual Assistants for Patient Scheduling

Scheduling patients shouldn’t feel like managing air traffic control—but for many clinics, it does. Between missed calls, back-and-forth emails, and no-shows that hurt your bottom line, keeping an organized appointment book is harder than it looks.

That’s where virtual assistants come in. These professionals specialize in streamlining patient scheduling, handling everything from booking and reminders to rescheduling and follow-ups. Whether you’re a solo practitioner or part of a growing healthcare group, having a dedicated VA can free up your time, reduce admin stress, and ensure your patients always feel taken care of.

In this guide, we’ve rounded up the 50 best virtual assistants for patient scheduling—including top-rated individuals, trusted agencies, and specialized healthcare outsourcing providers. Let’s help you find the right support so your practice runs like clockwork.

 

Why Patient Scheduling Matters

Patient scheduling is more than just managing a calendar—it’s a critical function that directly impacts your clinic’s efficiency, patient satisfaction, and revenue. When appointment scheduling is handled poorly, it leads to long wait times, miscommunication, and a higher rate of no-shows. This doesn’t just inconvenience patients—it also disrupts your team’s workflow and results in lost income from unfilled appointment slots.

Studies show that no-show rates in healthcare can range anywhere from 5% to 30%, depending on the medical specialty. That’s a significant loss of time and potential revenue for any practice. On the other hand, when scheduling is streamlined, your entire operation benefits. Providers can stay on track, patients are seen on time, and administrative staff can shift their focus to higher-priority tasks.

A virtual assistant trained in patient scheduling can help prevent these issues. They can handle everything from booking and confirming appointments to sending reminders and managing last-minute reschedules. With the right support, your practice becomes more organized, your patients receive timely care, and your bottom line stays protected.

 

 

What to Look for in a Patient Scheduling Virtual Assistant

1. HIPAA Compliance

Your virtual assistant will be handling sensitive patient data, so HIPAA compliance isn’t optional—it’s mandatory. Look for VAs who have completed HIPAA training or who are open to signing confidentiality and data security agreements. This ensures that your practice avoids legal risks and maintains patient trust. A compliant VA will also understand how to handle protected health information (PHI) across email, calls, and scheduling platforms. If in doubt, ask about their security protocols during the interview process.

2. Familiarity with EHR and Scheduling Software

The best scheduling assistants are already familiar with tools like Kareo, Athenahealth, SimplePractice, or even Google Calendar and Calendly. This minimizes the learning curve and allows them to plug into your systems quickly. VAs with EHR experience can also help with appointment documentation, patient record updates, and insurance verification. Be sure to ask which platforms they’ve used and how they’ve used them in real-world workflows. A tech-savvy assistant saves you time and reduces costly errors.

3. Excellent Communication Skills

Scheduling is a patient-facing task, so your VA must be professional, clear, and empathetic in their communication. They’ll often be the first point of contact a patient has with your clinic, and that interaction sets the tone. Great VAs know how to stay calm under pressure, handle last-minute changes, and relay information accurately. Whether it’s confirming appointments or handling cancellations, tone and clarity matter. Make sure your VA can communicate well via both phone and written channels.

4. Experience in Medical or Healthcare Settings

A VA who understands the flow of a medical office will anticipate your needs better than one without industry experience. They know the urgency of fitting in follow-up appointments, handling late arrivals, or managing multi-provider schedules. This background also helps them use medical terminology appropriately and communicate effectively with both patients and staff. Ask for examples of healthcare-related tasks they’ve handled before. This kind of experience reduces the training you’ll need to provide.

5. Flexible Availability

Healthcare doesn’t always follow a 9-to-5 schedule, so flexibility is a big plus. Whether you serve multiple time zones or need weekend coverage, the right VA should align with your hours. Many virtual assistants offer both part-time and full-time availability, and some even work overnight for after-hours scheduling support. Consider whether you need real-time responsiveness or asynchronous task handling. Clarifying availability expectations upfront will save you scheduling headaches later on.

Best 50 Virtual Assistants for Patient Scheduling

1. Stealth Agents

Stealth Agents offers dedicated virtual assistants trained in patient scheduling, follow-ups, and EHR system navigation. Their team is experienced in HIPAA-compliant communication and adapts quickly to healthcare-specific tools like Kareo and SimplePractice. With U.S.-based and offshore options, they provide flexible support tailored to your clinic’s needs. Their VAs are known for being efficient, professional, and easy to onboard. Ideal for solo practitioners or growing medical offices that want reliable backend support.

• Website: stealthagents.com

• Google Rating: 4.9 ★ (90+ reviews)

• Pricing: Custom pricing based on service package

2. Hello Rache

Hello Rache specializes in providing HIPAA-certified virtual medical assistants who work in real time, aligned with U.S. time zones. Their VAs handle scheduling, reminders, and even EHR documentation, making them ideal for clinics and private practices. The onboarding process is quick, and they’re known for consistent communication and reliability. Clients love their flat-rate pricing and industry-specific knowledge. A strong choice for practices that want medical-only virtual assistants.

• Website: hellorache.com

• Google Rating: 4.6 ★ (100+ reviews)

• Pricing: $9.50/hour (flat rate)

3. My Mountain Mover

My Mountain Mover provides healthcare-specific virtual assistants experienced in scheduling, EHR usage, and front-office tasks. Their team undergoes HIPAA training and is pre-vetted for communication, attention to detail, and adaptability. They offer customized matching based on your systems and workflow, which speeds up onboarding. This service is best for busy clinics, mental health practices, and physical therapy offices. Their hands-on support ensures seamless integration with your current processes.

• Website: mymountainmover.com

• Google Rating: 4.8 ★ (80+ reviews)

• Pricing: Custom monthly plans (based on full-time or part-time needs)

4. BELAY

BELAY is a U.S.-based agency known for offering high-level virtual executive and administrative assistants, including support for healthcare scheduling. While not exclusive to healthcare, their team is well-trained in managing calendars, patient appointments, and professional communication. BELAY’s onboarding process includes personalized matching and an account manager. It’s ideal for private practitioners or consultants seeking reliable, U.S.-only support. Clients praise the professionalism and long-term consistency of BELAY’s VAs.

• Website: belaysolutions.com

• Google Rating: 4.7 ★ (130+ reviews)

• Pricing: Starts at around $1,300/month for part-time support

5. Virtual Nurse Rx

Virtual Nurse Rx focuses on providing RNs and trained medical VAs who can handle patient scheduling, triage, and EHR updates. Their team members are experienced in medical workflows and understand clinical priorities. Every assistant is HIPAA-compliant and undergoes a rigorous onboarding process. They’re well-suited for practices that want someone with real-world healthcare experience, especially when juggling complex schedules or recurring patient follow-ups. You get both medical knowledge and admin support in one VA.

• Website: virtualnurserx.com

• Google Rating: 4.9 ★ (30+ reviews)

• Pricing: Starts at $12/hour (varies based on qualifications and scope)

6. Outsource Access

Outsource Access offers full-time virtual assistants trained in administrative tasks, including calendar and appointment management. While not exclusively healthcare-focused, they provide VAs who can be tailored to your practice’s systems and scheduling software. They’re based in the Philippines and provide high-quality support at competitive prices. Known for excellent communication and flexibility, they’re a great fit for practices that want to scale affordably. A project manager is also assigned to help oversee performance.

• Website: outsourceaccess.com

• Google Rating: 4.8 ★ (100+ reviews)

• Pricing: Starts at $7–$10/hour (full-time packages available)

7. TaskBullet

TaskBullet offers task-based virtual assistant services using a “bucket” system where you buy hours in advance. Their assistants can be trained to handle appointment scheduling, reminders, and follow-ups for healthcare providers. While they’re not medical-specific, many clinics use them for basic front-desk functions. They also provide account managers to ensure a smooth client experience. It’s a good option for practices that don’t need full-time support but want to outsource repetitive scheduling work.

• Website: taskbullet.com

• Google Rating: 4.5 ★ (60+ reviews)

• Pricing: Starts at $11/hour (via 20–240 hour “buckets”)

8. Wing Assistant

Wing Assistant provides college-educated VAs trained in appointment scheduling, admin tasks, and CRM management. They have a dedicated healthcare division that focuses on supporting clinics, private practices, and therapy groups. Their assistants work from a centralized dashboard system that simplifies communication and task tracking. With both part-time and full-time options, Wing is great for growing medical teams. Their service also includes performance monitoring and weekly reporting.

• Website: wingassistant.com

• Google Rating: 4.6 ★ (90+ reviews)

• Pricing: Starts at $799/month (for 4 hours/day support)

9. Prialto

Prialto offers premium virtual assistant services with a focus on processes and scalability. Their assistants are trained in calendar coordination, CRM updates, and can be trained on your EHR system. Each client receives a dedicated assistant, backup VA, and engagement manager. While not strictly healthcare-focused, they’re ideal for executive-level practices or health consultants. Their white-glove service model makes onboarding and delegation smooth and efficient.

• Website: prialto.com

• Google Rating: 4.7 ★ (40+ reviews)

• Pricing: Starts at $1,200/month

10. Virtual Gal Friday

Virtual Gal Friday offers U.S.-based virtual assistants who specialize in working with therapists, psychologists, and small healthcare practices. Their team is experienced in patient scheduling, insurance pre-authorizations, and intake coordination. You’ll work directly with a dedicated VA familiar with your time zone and systems. With over 20 years in the VA space, they bring strong healthcare admin knowledge to the table. It’s an ideal choice if you want a more boutique, personalized service.

• Website: virtualgalfriday.com

• Google Rating: 4.8 ★ (20+ reviews)

• Pricing: Starts at $800/month (custom pricing available)

 

11. Time Etc

Time Etc is a popular U.S. and UK-based VA company offering skilled assistants for administrative and scheduling tasks. Their assistants are experienced in appointment management and can be trained on EHR platforms depending on your needs. While not healthcare-exclusive, their pool includes VAs who’ve worked with therapists and private practices. Time Etc offers flexible plans, including task-based and ongoing monthly support. Their client dashboard and task tracking tools make delegation easy and organized.

• Website: timeetc.com

• Google Rating: 4.6 ★ (100+ reviews)

• Pricing: Starts at $360/month (10 hours/month minimum)

12. Vasumo

Vasumo provides fully managed virtual assistant services for professionals and businesses, including those in the healthcare space. Their assistants can handle appointment scheduling, inbox management, and admin support. Every VA goes through 3 months of training, and ongoing coaching is provided by the company. Although they’re not exclusive to medical, they’re equipped to adapt to healthcare-related workflows. Their high client retention rate is a testament to their service quality.

• Website: vasumo.com

• Google Rating: 4.8 ★ (70+ reviews)

• Pricing: Starts at $598/month (for part-time service)

13. Zirtual

Zirtual offers U.S.-based virtual assistants with a focus on executive and professional scheduling services. While not healthcare-specific, their assistants are trained in calendar coordination, task management, and appointment handling. Their VAs are college-educated and matched based on your needs and preferences. You can request that your assistant learn your preferred systems, including EHR or patient portals. Zirtual is a solid choice for wellness coaches, therapists, and solo providers.

• Website: zirtual.com

• Google Rating: 4.3 ★ (40+ reviews)

• Pricing: Starts at $549/month (12 hours/month)

14. Magic

Magic offers on-demand virtual assistants available 24/7 via text or app. They’re trained to handle appointment scheduling, reminders, and even outbound calls to patients when needed. While they aren’t healthcare-exclusive, you can train Magic VAs to follow HIPAA-safe practices and workflow guidelines. It’s a highly flexible model—ideal for practices that want real-time responsiveness rather than fixed hours. Magic works particularly well for urgent rescheduling or weekend coverage needs.

• Website: getmagic.com

• Google Rating: 4.1 ★ (150+ reviews)

• Pricing: Starts at $10/hour (pay-as-you-go or monthly bundles)

15. Athena Virtual Assistants

Athena specializes in providing Filipino executive assistants trained in scheduling, customer service, and calendar management. While their core audience is entrepreneurs and busy professionals, many of their assistants support small healthcare operations. Athena’s rigorous recruitment and onboarding ensure each VA meets communication and professionalism standards. They operate in U.S. time zones and work full-time, making them highly integrated team members. If you want affordability with quality, Athena is a strong contender.

• Website: athenago.com

• Google Rating: 4.5 ★ (60+ reviews)

• Pricing: Starts at $1,800/month (full-time VA)

16. Upwork

Upwork gives you access to a vast network of freelance virtual assistants, including many with healthcare and patient scheduling experience. You can filter candidates by skills like HIPAA knowledge, EHR software, and customer service. Pricing is flexible, depending on the VA’s experience, location, and hourly rate. You’ll manage contracts, hours, and communication via the Upwork platform. It’s a great option if you want full control over who you hire and how they work.

• Website: upwork.com

• Google Rating: 4.1 ★ (1,500+ reviews)

• Pricing: Varies widely ($7–$40/hour average)

17. Fiverr Business

Fiverr Business offers a curated experience where you can hire top-rated freelance VAs for patient scheduling and administrative support. You can browse through profiles with verified reviews and filter for healthcare-related experience. Many sellers offer HIPAA-friendly processes and are familiar with scheduling tools like Calendly and EHR platforms. Fiverr’s milestone-based system makes it easy to test a VA with a trial project before committing. Ideal for clinics with short-term or project-based scheduling needs.

• Website: fiverr.com/business

• Google Rating: 4.3 ★ (1,300+ reviews)

• Pricing: Starts at $5 (average $10–$25/hour for quality VAs)

18. The Virtual Hub

The Virtual Hub is a managed VA company based in the Philippines, known for training assistants in admin and operations—including appointment setting. Their assistants are trained on productivity tools and communication best practices, and they’re fluent in English. While not exclusively healthcare, they can adapt to patient scheduling needs with minimal training. They also provide performance oversight to ensure consistent delivery. A good fit for practices needing reliable part-time or full-time help.

• Website: thevirtualhub.com

• Google Rating: 4.7 ★ (30+ reviews)

• Pricing: Starts at $795/month (full-time packages available)

19. Ossisto

Ossisto is a global virtual assistant company offering both general and specialized support, including healthcare-related services. Their VAs can handle patient scheduling, intake coordination, and calendar syncing. They operate with flexible pricing models and can provide HIPAA-compliant assistants upon request. The company also offers task tracking dashboards for transparency. It’s a versatile service that can scale as your needs grow.

• Website: ossisto.com

• Google Rating: 4.6 ★ (40+ reviews)

• Pricing: Starts at $8/hour (custom plans available)

20. WoodBows

WoodBows provides U.S. and offshore virtual assistants with healthcare scheduling expertise. Their assistants are trained in front-desk tasks like appointment confirmation, cancellations, and calendar management. Each VA works under the oversight of a dedicated account manager, ensuring accountability and quality control. WoodBows has a strong track record with medical professionals, including chiropractors and therapists. They offer fast onboarding and flexible scheduling options.

• Website: woodbows.com

• Google Rating: 4.8 ★ (70+ reviews)

• Pricing: Starts at $699/month (20 hours/week)

21. Remote CoWorker

Remote CoWorker is a budget-friendly VA provider offering offshore virtual assistants trained in customer service and scheduling. Their assistants are fluent in English and can be trained in medical systems like Kareo or SimplePractice. They provide dedicated account managers and focus on building long-term client relationships. This service is best for small-to-mid-sized practices seeking reliable support without high overhead. Their competitive pricing makes them one of the more affordable HIPAA-friendly solutions.

• Website: remotecoworker.com

• Google Rating: 4.8 ★ (60+ reviews)

• Pricing: Starts at $6.99/hour

22. 24/7 Virtual Assistant

As the name implies, 24/7 Virtual Assistant offers around-the-clock coverage for businesses, including medical professionals. Their VAs are trained in appointment scheduling, calendar management, and can be available during off-hours or weekends. Though not exclusively healthcare-focused, they offer HIPAA-compliant assistants on request. Their U.S.-based and offshore hybrid model gives flexibility in pricing and coverage. This is a great choice for practices looking for overnight or extended-hours scheduling help.

• Website: 247virtualassistant.com

• Google Rating: 4.2 ★ (40+ reviews)

• Pricing: Starts at $299/month (for 20 hours)

23. Boldly

Boldly is a premium virtual assistant company that offers U.S.-based professionals with extensive admin and executive support experience. While they don’t focus solely on healthcare, their team includes assistants who’ve worked with therapists, wellness clinics, and consultants. Boldly VAs are trained in tools like Google Workspace, Outlook, and various scheduling systems. They offer long-term placements, making them ideal for practices that want dedicated and highly skilled help. Their service quality comes with a premium price.

• Website: boldly.com

• Google Rating: 4.9 ★ (110+ reviews)

• Pricing: Starts at $2,200/month (for 30 hours/month)

24. UAssist.Me

UAssist.Me is a bilingual virtual assistant provider offering English and Spanish-speaking VAs trained in scheduling and administrative support. Their assistants are college-educated and familiar with healthcare-related workflows. They’re based in Central America and work U.S. business hours, making communication seamless. UAssist.Me is ideal for practices serving Spanish-speaking populations or looking for bilingual support. They also provide dedicated project managers for consistency.

• Website: uassistme.co

• Google Rating: 4.5 ★ (40+ reviews)

• Pricing: Starts at $899/month (full-time)

25. OkayRelax

OkayRelax offers task-based virtual assistant services focused on recurring personal and business support, including patient scheduling. While their VAs are not exclusive to healthcare, many clients use them for calendar management and appointment booking. You get a dedicated VA with each plan, and tasks can be easily submitted through a client dashboard. It’s a good fit for providers who need help for a few hours each week without committing to full-time. Their plans are among the most affordable for light scheduling work.

• Website: okayrelax.com

• Google Rating: 4.2 ★ (60+ reviews)

• Pricing: Starts at $29.95/week (5 tasks)

26. iWorker

iWorker connects businesses with socially conscious virtual assistants in developing countries, including Venezuela, Kenya, and the Philippines. Their VAs are college-educated and often bilingual, making them excellent for global or multilingual practices. While they don’t specialize in healthcare, many of their assistants have administrative and customer service experience. The platform lets you hand-pick your VA and establish direct relationships. It’s a strong ethical choice for clinics seeking reliable yet budget-conscious support.

• Website: iworker.co

• Google Rating: 4.8 ★ (30+ reviews)

• Pricing: Starts at $7/hour

27. Wishup

Wishup provides pre-vetted virtual assistants from India trained in scheduling, CRM, and admin tasks. Their assistants can work in U.S. time zones and are experienced with various tools like Google Calendar, Zoho, and more. Although not strictly medical, Wishup’s training makes onboarding simple for patient-focused workflows. You’ll also get a dedicated account manager and backup VA to ensure uninterrupted service. Great for clinics looking for quality at competitive offshore rates.

• Website: wishup.co

• Google Rating: 4.6 ★ (45+ reviews)

• Pricing: Starts at $999/month (for full-time VA)

28. Magic VA Staff

Magic VA Staff offers VAs trained in healthcare admin tasks, including scheduling, patient communication, and CRM updates. Based in the Philippines, their assistants are fluent in English and trained to work U.S. hours. The service includes support for tools like EMR/EHR, Google Calendar, and more. Their account management team ensures VAs remain aligned with your goals and tasks. Magic VA Staff is a strong match for clinics that want offshore quality with local-style responsiveness.

• Website: magicvastaff.com

• Google Rating: 4.7 ★ (20+ reviews)

• Pricing: Starts at $8/hour

29. The Flock

The Flock is a curated platform that connects clients with highly vetted virtual assistants, including those experienced in healthcare support. Their assistants handle scheduling, patient coordination, and email management with precision. They focus on creating long-term matches based on personality and workstyle. While it’s a smaller, boutique-style service, it offers personalized attention and high-touch support. Best suited for therapy clinics or wellness professionals who want an assistant who feels like part of the team.

• Website: hiretheflock.com

• Google Rating: 4.9 ★ (15+ reviews)

• Pricing: Starts at $1,000/month (custom pricing)

30. VA Hub

VA Hub provides experienced virtual assistants based in the Philippines trained in customer service and back-office tasks, including scheduling. Their assistants are college-educated and go through a thorough onboarding process that includes accent neutralization and CRM training. They offer flexible coverage during U.S. business hours, ideal for medical offices and therapy practices. VA Hub is also known for strong performance tracking and management oversight. It’s a solid, affordable option for steady daily support.

• Website: thevahub.com

• Google Rating: 4.6 ★ (50+ reviews)

• Pricing: Starts at $6/hour

31. Vava Virtual Assistants

Vava Virtual offers U.S.-based virtual assistants trained in admin support, including patient scheduling and calendar management. Their assistants are detail-oriented and known for being highly responsive, making them ideal for managing appointment workflows. While not strictly focused on healthcare, many clients in wellness, therapy, and coaching industries use Vava for patient coordination. Vava also offers project managers to help with VA oversight and onboarding. It’s best suited for providers who want a boutique experience with local talent.

• Website: vavavirtual.com

• Google Rating: 4.8 ★ (25+ reviews)

• Pricing: Starts at $850/month (for part-time VA)

32. Pepper Virtual Assistants

Based in the Philippines, Pepper offers cost-effective, full-service virtual assistant support for administrative and scheduling tasks. Their VAs are college-educated and experienced in using scheduling software and productivity tools. While not exclusive to healthcare, Pepper assistants can be trained on your preferred workflow or EHR platform. They work in U.S. time zones and provide consistent communication throughout the engagement. A great option for solo practitioners or startups needing help on a budget.

• Website: peppervirtualassistant.com

• Google Rating: 4.5 ★ (40+ reviews)

• Pricing: Starts at $7/hour (custom plans available)

33. CloudStaff

CloudStaff is a global outsourcing platform that provides virtual assistants with specialties in healthcare admin and support services. Their assistants are trained in appointment setting, billing coordination, and using EHR systems. With operations based in the Philippines and tech-enabled management tools, they offer scalability and structure. They also provide reporting dashboards and quality monitoring. CloudStaff is a smart solution for mid-to-large clinics looking for reliable offshore scheduling help.

• Website: cloudstaff.com

• Google Rating: 4.6 ★ (70+ reviews)

• Pricing: Custom pricing based on volume and scope

34. Primestaff

Primestaff offers virtual administrative support services with experience in healthcare scheduling, email communication, and follow-up workflows. Their assistants are trained in patient-facing tasks, ensuring calls and messages are handled professionally and empathetically. While their VAs are based offshore, they adapt well to U.S. time zones and are fluent in English. Primestaff also supports integration with clinic management tools and CRMs. Ideal for clinics that need both affordability and reliability.

• Website: primestaff.com.ph

• Google Rating: 4.7 ★ (25+ reviews)

• Pricing: Starts at $7–$9/hour

35. Athenahealth Virtual Assistants (via partner agencies)

Many providers using Athenahealth’s EMR system choose to hire virtual assistants through partner agencies trained on the platform. These VAs assist with appointment setting, patient follow-ups, and calendar management all within the Athenahealth ecosystem. The biggest benefit is seamless integration without the need for manual data transfer or sync issues. Partner agencies often include HIPAA training as part of their onboarding. This option is best for existing Athenahealth users who want plug-and-play support.

• Website: Available via agency partners (e.g., Hello Rache, Stealth Agents)

• Google Rating: Varies by agency

• Pricing: Typically $9–$15/hour

36. ClearDesk

ClearDesk provides U.S.-managed, offshore-based virtual assistants who specialize in admin tasks like scheduling, patient intake, and calendar updates. Their team works in U.S. time zones and provides daily check-ins and real-time Slack communication. They’re known for hands-on onboarding and process documentation, which helps reduce delegation friction. ClearDesk is often used by dental offices, therapists, and small practices needing scalable support. Their hybrid model offers both affordability and U.S.-style management.

• Website: cleardesk.com

• Google Rating: 4.7 ★ (60+ reviews)

• Pricing: Starts at $1,500/month (full-time support)

37. GoVA

GoVA is a Philippine-based VA agency offering talent trained in medical admin, patient coordination, and appointment handling. They emphasize productivity tracking, weekly reporting, and team-based accountability. Their assistants are college-educated, fluent in English, and can work in any U.S. time zone. GoVA also offers team leaders and trainers to help with quality assurance. This is a great solution for practices ready to scale up their back-office support.

• Website: wearegova.com

• Google Rating: 4.8 ★ (90+ reviews)

• Pricing: Starts at $7–$10/hour

38. HireTrainVA

HireTrainVA offers pre-vetted virtual assistants with healthcare-specific training in scheduling, intake, and follow-up. They handle the hiring, onboarding, and ongoing support so you can focus on your clinic. Their team is trained in HIPAA basics and systems like Calendly, SimplePractice, and EHR tools. HireTrainVA is especially useful for mental health providers, chiropractors, and small practices. It’s a high-touch service that prioritizes long-term matches over task-only help.

• Website: hiretrainva.com

• Google Rating: 4.9 ★ (30+ reviews)

• Pricing: Starts at $1,200/month

39. Online VA Team

Online VA Team offers virtual assistants trained in various niches, including healthcare scheduling and CRM tasks. Their VAs are experienced with tools like Google Calendar, Doxy.me, and EMR systems, and can manage both outbound and inbound patient calls. The company provides consistent monitoring and performance reports to ensure quality. Their assistants work U.S. business hours and are trained to be culturally aligned. A solid option for healthcare businesses looking for structured remote support.

• Website: onlinevateam.com

• Google Rating: 4.5 ★ (25+ reviews)

• Pricing: Starts at $8/hour

40. ScaleTime VAs

ScaleTime is a process-driven VA provider that focuses on helping businesses, including clinics, improve their systems before assigning support. They offer virtual assistants who manage appointment flows, patient intake, and ongoing follow-ups. Before assigning a VA, they help you streamline and document your process—making handoff much easier. It’s ideal for clinics that want not just help, but optimization. Best suited for growth-stage practices ready to formalize their systems.

• Website: scaletime.co

• Google Rating: 4.9 ★ (20+ reviews)

• Pricing: Custom pricing after discovery session

 

41. Sidekicks

Sidekicks offers highly trained virtual assistants based in the Philippines with a focus on healthcare, e-commerce, and tech support. Their VAs are experienced in appointment coordination, patient follow-ups, and CRM systems. Sidekicks provides team leads and account managers to ensure consistent quality and communication. Their process includes customized onboarding based on your systems and workflows. It’s a strong fit for clinics and solo providers that want structured, affordable support.

• Website: sidekicks.co

• Google Rating: 4.6 ★ (30+ reviews)

• Pricing: Starts at $8/hour (custom monthly plans available)

42. The Receptionist VA (formerly The Virtual Receptionist)

This service focuses on live virtual reception and scheduling specifically for healthcare professionals. Their team handles incoming calls, books appointments in your calendar or EHR, and provides real-time updates via email or text. It’s a great alternative to hiring in-house front-desk staff. The company is U.S.-based and emphasizes HIPAA-compliant communication. Ideal for solo practitioners, private clinics, and mental health professionals.

• Website: thereceptionist.com

• Google Rating: 4.9 ★ (100+ reviews)

• Pricing: Starts at $140/month (for 50 calls)

43. GetFriday

GetFriday is a long-standing virtual assistant company based in India, offering global support for a wide range of business tasks. Their assistants can be trained in medical scheduling, calendar management, and patient intake. While not healthcare-specific, their flexible pricing and 24/7 availability make them a good fit for practices with lower complexity or smaller admin loads. You purchase hours in advance and assign tasks as needed. Great for occasional help or short-term scheduling needs.

• Website: getfriday.com

• Google Rating: 4.1 ★ (80+ reviews)

• Pricing: Starts at $130/month (for 10 hours)

44. Reva Global

Reva Global provides real estate and healthcare-focused VAs, including virtual medical assistants trained in EHR, scheduling, and insurance verification. All of their healthcare VAs go through HIPAA compliance training and onboarding. They specialize in helping busy practices reduce no-shows and improve back-office efficiency. Reva Global also provides a team manager for performance monitoring and success tracking. A strong option for high-volume clinics that need reliable, industry-specific support.

• Website: revaglobal.com

• Google Rating: 4.7 ★ (60+ reviews)

• Pricing: Starts at $10/hour (custom plans available)

45. Doxa Talent

Doxa Talent focuses on providing full-time virtual professionals from the Philippines trained for long-term healthcare and admin support roles. Their assistants work exclusively for your business and become embedded in your workflow. Doxa also assists in building systems and SOPs before assigning a VA to ensure a smooth transition. Their assistants are ideal for handling scheduling, intake, and backend support. A great fit for growth-stage practices or healthcare startups.

• Website: doxatalent.com

• Google Rating: 4.8 ★ (25+ reviews)

• Pricing: Custom pricing (typically $1,400–$2,000/month full-time)

46. MedVA

MedVA exclusively serves the healthcare industry, offering virtual medical assistants trained in patient scheduling, EHR management, and HIPAA compliance. Their team includes medical professionals with hands-on experience in clinical settings. Services include front-desk support, calendar coordination, and medical billing assistance. Their VAs integrate easily with practice management tools and provide secure communication channels. MedVA is a premium choice for clinics that want specialized, compliant, and highly skilled support.

• Website: medva.com

• Google Rating: 4.9 ★ (40+ reviews)

• Pricing: Starts at $10/hour

47. Cyberbacker

Cyberbacker offers a wide range of VAs, including those focused on healthcare scheduling, CRM updates, and administrative support. Based in the Philippines, their assistants are fluent in English and trained to work U.S. hours. Cyberbacker provides strong oversight with career coaches, task tracking, and daily reporting. Their services are scalable for solo practices or multi-provider teams. A great blend of affordability and professionalism.

• Website: cyberbacker.com

• Google Rating: 4.8 ★ (120+ reviews)

• Pricing: Starts at $7/hour (custom monthly plans)

48. VA Staffer

VA Staffer provides executive-level virtual assistants with options for calendar management, scheduling, and follow-up communications. While they serve multiple industries, they also support therapists and medical consultants needing backend scheduling help. Their assistants are highly vetted and trained in using tools like Outlook, Google Calendar, and CRM platforms. U.S.-based project managers help facilitate onboarding and support. Great for those who want a balance of structure and flexibility.

• Website: vastaffer.com

• Google Rating: 4.5 ★ (35+ reviews)

• Pricing: Starts at $697/month

49. Unity Communications

Unity Communications is a BPO company offering offshore virtual support for healthcare operations, including patient scheduling and intake coordination. Their assistants are trained in HIPAA protocols, EHR systems, and multi-provider calendars. They provide real-time coverage and specialize in high-volume medical offices and dental clinics. Their scalability and structured training make them a go-to for enterprise-level practices. If you need both scheduling and broader back-office support, Unity is a strong candidate.

• Website: unity-connect.com

• Google Rating: 4.9 ★ (110+ reviews)

• Pricing: Custom pricing (based on scope and team size)

50. VA Platinum

VA Platinum offers dedicated offshore VAs who specialize in healthcare administration, including scheduling, calendar syncing, and patient engagement. Their assistants undergo intensive training in medical systems and customer communication. You’ll also get a team leader and quality assurance support to ensure tasks are completed accurately. VA Platinum is ideal for busy clinics that want an extra layer of management and structure with their VA. They’re known for long-term placements and high client satisfaction.

• Website: vaplatinum.com.au

• Google Rating: 4.8 ★ (50+ reviews)

• Pricing: Starts at $1,200/month

 

Benefits of Hiring a Virtual Assistant for Patient Scheduling

Outsourcing your patient scheduling to a virtual assistant doesn’t just lighten the workload—it can dramatically improve your clinic’s operations. From reducing no-shows to delivering a better patient experience, here are the top benefits of adding a VA to your healthcare team:

• Fewer No-Shows and Late Cancellations

Virtual assistants can handle appointment reminders via phone, email, or text—keeping patients informed and accountable. They can also follow up with patients who don’t respond, reducing the chances of no-shows slipping through the cracks. When patients do cancel, your VA can quickly fill the open slot to prevent lost revenue. Over time, this consistency creates a smoother schedule and a more predictable workflow for your practice.

• Improved Patient Experience

When patients call to book, reschedule, or ask a question, they want someone who responds quickly and professionally. A virtual assistant ensures that every patient gets prompt, courteous service—even during your busiest hours. This kind of communication builds trust and loyalty, especially for first-time patients. With a dedicated VA, your practice appears more responsive and organized, which boosts your reputation.

• More Time for Clinical Work

Managing calendars, rescheduling appointments, and confirming bookings can eat up hours of your day. By offloading those tasks to a VA, you and your clinical team can focus fully on patient care. This shift not only improves efficiency but also reduces stress and burnout among staff. More focused time with patients leads to better outcomes and higher satisfaction scores.

• 24/7 or After-Hours Support

Many virtual assistants work in different time zones or offer flexible hours to cover evenings and weekends. This allows patients to schedule appointments when it’s most convenient for them, even outside of your regular business hours. If someone needs to cancel at night or over the weekend, your VA can respond promptly—without waiting until Monday. This extended coverage can improve appointment availability and reduce last-minute disruptions.

• Cost Savings Compared to In-House Staff

Hiring and training an in-house receptionist or admin assistant involves high costs—salaries, benefits, office space, and equipment. A virtual assistant eliminates most of those overhead expenses while still providing consistent, professional support. You can scale their hours based on your workload, meaning you only pay for what you need. Over time, this flexibility adds up to significant savings, especially for small practices and solo providers.

Conclusion

Patient scheduling plays a critical role in the success of any healthcare practice. Missed calls, last-minute cancellations, and overwhelming administrative tasks don’t just disrupt your day—they impact patient satisfaction and revenue. Bringing in a virtual assistant who specializes in scheduling can transform the way your practice operates, helping you stay organized, reduce no-shows, and focus more time on patient care. Whether you manage a solo office or oversee a busy multi-provider team, the right VA can help you create a smoother, more reliable workflow.

With so many excellent virtual assistant services available today, finding the right support has never been easier. From specialized healthcare agencies to flexible freelance platforms, you have access to highly trained professionals ready to integrate seamlessly into your operations. Hiring a VA is not just about saving time—it’s about delivering a better experience for your patients and creating a practice that runs more efficiently. Investing in patient scheduling support is a smart move toward building a practice that’s organized, patient-friendly, and ready for growth.