Tools For Onboarding

The Best Tools For Onboarding Your VA

The primary function of healthcare has always been consistent – to deliver the best possible patient care. However, its approach has seen many changes through the years. The industry is currently undergoing a remarkable change with the introduction of cutting-edge technologies, with one standout innovation being the increased utilization of virtual medical assistants.

As the name suggests, virtual medical assistants are highly skilled remote professionals who utilize technology to deliver exceptional support to healthcare practices. They possess extensive medical knowledge and expertise, allowing them to seamlessly assist providers and other practitioners without needing to be in the practice’s physical location.

One of the significant advantages of having a virtual medical assistant is the ability for practice leaders to delegate additional tasks. By doing so, doctors can alleviate their administrative burden, allowing themselves to concentrate on improving their professional knowledge to provide the best possible patient care. By delegating these tasks, healthcare providers can reduce their odds of experiencing burnout [1], boosting their well-being and job satisfaction.

However, practice leaders must approach the onboarding of virtual medical assistants strategically because maximizing their capabilities requires having the right tools and resources. These can include:

Communication & Collaboration Platforms

For effective onboarding, practice leaders must prioritize efficient communication and seamless collaboration. This can be accomplished by investing in communication tools such as Slack, Microsoft Teams, or Google Workspace. These platforms enable real-time communication and collaboration through instant messaging, video conferencing, and document sharing.

Moreover, communication and collaboration platforms go beyond internal use, enabling virtual medical assistants to connect with other healthcare professionals when necessary. This capability allows for knowledge expansion and insight exchange, establishing a solid connection between the practice’s provider and colleagues within the same sector.

With their ability to streamline information exchange and promote active engagement, these tools ensure that virtual medical assistants are seamlessly integrated into the team, regardless of their work setup. Additionally, these tools help practice leaders build collaborative relationships with other practices.

Virtual Training & E-Learning Platforms

Virtual medical assistants come pre-equipped with the necessary skills and competencies. However, there’s still an opportunity for practice leaders to build upon their existing qualifications to make them an even better fit. By utilizing learning management systems such as Moodle, TalentLMS, or Litmos, practice leaders can create tailored training programs as they facilitate the creation of interactive courses, quizzes, and assessments.

In addition to theoretical knowledge, incorporating video-based training modules facilitates practical learning and enhances engagement. Virtual medical assistants can watch demos of various tasks, procedures, and workflows to understand better what the practice does.

Virtual training and e-learning platforms offer a dependable, structured solution for onboarding virtual medical assistants. These platforms ensure they acquire the necessary skills and competencies to perform their duties effectively while gaining knowledge at their own pace, preventing information overload and burnout.

Electronic Health Record (EHR) System

Although practices may already have an EHR system in place for in-person team members, it’s worth noting that access to these systems is also necessary for the productivity of remote talents. For this reason, practice leaders must ensure that virtual medical assistants have access to the practice’s choice of EHR system.

To streamline the onboarding process, practice leaders must choose widely adopted EHR systems that offer comprehensive training modules and certifications. Through this approach, virtual medical assistants gain access to reference materials they can utilize whenever they require a quick refresher.

Besides access, proficient utilization of EHR systems is crucial for accurate documentation, prompt retrieval of data, and observance of privacy regulations. Virtual assistants should be proficient in maneuvering the EHR interface, recording patient data, obtaining relevant information, and updating medical records. Through effective utilization of EHR systems, virtual assistants can enhance healthcare providers’ ability to provide individuals with personalized and efficient care.

Task Management & Productivity Tools

Healthcare providers can leverage task management and productivity tools to streamline the workload and enhance task management for in-person and remote team members. Applications like, Trello, Asana, or ClickUp can help virtual medical assistants oversee multiple deadlines, prioritize tasks, and track progress seamlessly.

Virtual medical assistants can be more productive and have a better work approach by leveraging task management and productivity tools because these platforms offer seamless collaboration opportunities with other team members. This resource also empowers practice leaders to assign and monitor task completion in real-time, resulting in less time spent toggling between different tools and more efficient feedback delivery and output management.

With task management and productivity tools, virtual medical assistants can create task boards and set reminder notifications to stay on top of their to-do lists consistently. When tasks are diligently met, the practice is more likely to achieve its objectives and follow its vision.

Video Conferencing and Telehealth Platforms

As telehealth becomes increasingly mainstream, virtual medical assistants must possess the necessary skills to promote the effective utilization of video conferencing and telehealth software. Programs like Zoom, Google Meet, and Webex provide the means for these remote professionals to support healthcare professionals during remote consultations.

In addition, virtual assistants should have training in conducting remote patient monitoring, gain a solid understanding of various telehealth features, and be able to address technical issues that may arise during virtual appointments. Proficiency with these platforms is essential for seamless communication with patients, precise record keeping of medical records, and better healthcare delivery.

By leveraging video conferencing and telehealth platforms, virtual medical assistants become valuable assets in delivering remote healthcare services and maintaining patient engagement. Additionally, their presence helps to prepare healthcare practices for the future as the industry continues to move towards a predominantly digital approach.

Data Security & Privacy Tools

One of the hallmarks of quality healthcare is the ability to maintain the confidentiality of patients’ personal information. For this reason, practice leaders must prioritize data security and privacy when onboarding virtual medical assistants by leveraging tools like secure messaging platforms, password management solutions, and virtual private networks or VPNs. In addition, practices must implement multi-factor authentication and encryption technologies.

Since virtual medical assistants are bound to handle tasks that involve patient information, they must receive extensive training in various areas of data security. Moreover, they should comply with HIPAA privacy regulations, as with any other medical practice team member.

By employing these necessary precautions, practice leaders can effectively collaborate with virtual medical assistants and maximize their capabilities – all while protecting patients’ privacy. Furthermore, establishing a secure environment for confidential data instills trust in patients and strengthens the credibility of healthcare providers [2].

Virtual medical assistants have become essential for effective patient care in the healthcare industry. However, their proper onboarding requires a well-equipped toolkit and advanced technologies. These resources allow remote staff members to perform their duties proficiently, elevating operational efficiency and fostering a culture of innovation and teamwork. As healthcare services evolve, investing in the right tools to properly onboard virtual medical assistants is imperative to stay ahead of the curve and deliver superior healthcare services.

Besides having the right tools, practice leaders must onboard virtual medical assistants from reputable companies like My Mountain Mover. As the top provider of virtual medical assistants in the US, we have an extensive screening process that guarantees our clients receive only the top 2% of talent in the field. We also pride ourselves on our exceptional customer service and impressive customer retention rates, reflected in our numerous five-star reviews.

Book a 10-minute discovery call today to learn more about what we have to offer.



[1] “6 big things that must change to beat physician burnout”

[2] “Why Is Patient Confidentiality So Important in Healthcare?”