Hire cost effective HIPAA-Compliant Virtual Assistants with great communication skills who are willing to work in your time zone
We’ll help you find the ideal candidate and provide support through the onboarding process
We review hundreds of candidates each week and only accept the top 2%
No hidden fees or long term contracts
I made a hire through Ataraxis a few months ago.
As it goes in any hiring process, when you meet the right person, you know immediately. I knew when I met the 5th candidate that she’d be the one.
3 weeks into her job she had a fundamental mastery of her own responsibilities. 2 weeks later, she assumed a whole new set of responsibilities on top of that. And now she’s a fully integrated part of my team.
10/10 will work with Ataraxis again.
We’ve had a really good experience working with Ataraxis. They make it easy to find talented healthcare virtual assistants, who have great attention to detail, at affordable rates. The team is very easy to work with and keeps in touch regularly, checking in to make sure everything is running smoothly and that we’re satisfied with our assistants. Overall, it’s been a smooth, professional experience from start to finish.
George has been a great help throughout this process, which was new to us. His team sourced some great candidates for us to choose from, and we are really happy with our hire. George has also conducted regular check-ins and follow-ups. He is happy to share his personal insights and experience around structuring the job description, onboarding, and getting the best out of this recruitment process. I would definitely recommend George and his business for VA solutions.
George and his team did a fantastic job placing a Talent Sourcer on my team. She’s smart, communicates well, works diligently, and is a self-starter. Bonus points, her background (10 years!) is in an industry directly adjacent to ours. As such, she was able to catch on extremely fast and onboarding her was a breeze. My only gripe is that I wish I had taken this on sooner. Thanks Ataraxis!
George reached out to me on LinkedIn, and while I rarely respond to cold outreach offering services, his approach felt thoughtful and genuine, so I decided to explore what his firm had to offer. We’ve been considering offshore talent for several years but hadn’t made the leap, as we hadn’t found the right offshore partner. Recently, we started working with Ataraxis, and it’s been a fantastic experience—they quickly sourced an exceptional contractor for our recruiting team and ran a smooth, efficient process from start to finish.
Highly Recommend!
I had the absolute pleasure of working with George, and I can confidently say that his expertise and guidance have been game-changing for my business. On our first conversation, George provided clear, actionable strategies tailored to my recruitment challenges. His deep industry knowledge, tested outreach methods, and data-driven approach set him apart.
If you’re a recruiter or business owner looking for expert-level guidance on client acquisition, outreach, and recruitment processes, I highly recommend working with George. His advice is practical, results-driven, and delivered with professionalism and genuine care for your success.
Thank you, George, for your time, insights, and the motivation to push forward with confidence!
I was pretty hesitant about hiring people offshore, but had a fantastic experience working with Ataraxis to hire a virtual recruiter for my business. They connected me with Anabel, who’s based in the Philippines and has been incredible—she’s extremely hard-working, quick to learn, and always brings a great attitude to her work. Now I’m thinking about how I can build a team around her.
The entire process with Ataraxis has been seamless, and they regularly check in to make sure I’m happy with the service they’ve provided. It’s clear they truly care about their clients’ success. I highly recommend Ataraxis to anyone looking to grow their team with quality talent!
Patients expect fast responses, organized scheduling, correct billing, and clear communication every step of the way. But when your team is overwhelmed with administrative tasks, documentation backlogs, and nonstop messages, it becomes harder to maintain compliance and deliver consistent care.
Every missed message increases patient frustration.
Every documentation delay creates workflow bottlenecks.
And every security mistake (no matter how small) puts your practice at risk.
Trying to manage patient communication, EHR updates, insurance processes, and compliance alone can lead to team burnout, operational slowdowns, and costly HIPAA violations. A dedicated HIPAA Compliant Virtual Assistant through Ataraxis supports your practice with secure, professional, and reliable healthcare operations ensuring your workflows stay protected, organized, and efficient.
Hiring HIPAA-compliant virtual assistants through Ataraxis delivers trained healthcare support at a fraction of U.S. salaries, safeguarding PHI, managing scheduling and documentation, and keeping overhead low.
Here’s how HIPAA-compliant virtual assistant companies like Upwork, Fiverr, OnlineJobs.PH, and Ataraxis compare on key hiring criteria.
MBA, with 8 years of experience in healthcare, finance, and HR
MBA, with 9 years of experience in marketing, accounting, and professional services
Master’s degree, with 8 years of experience in finance, software, and consulting
MBA, with 12 years of experience in manufacturing, real estate, and hospitality
A HIPAA-Compliant Virtual Assistant (VA) is a remote professional trained to handle healthcare-related administrative and support tasks while safeguarding patient privacy. They ensure compliance with HIPAA regulations while improving practice efficiency and reducing administrative burdens.
A Junior HIPAA Compliant Virtual Assistant typically has 0–2 years of experience and provides foundational administrative support while adhering to HIPAA regulations. They assist with tasks such as patient scheduling, updating electronic health records (EHR), handling calls, and managing basic data entry. They are trained in HIPAA compliance, patient confidentiality, and secure communication practices.
Ideal for healthcare providers needing entry-level support for routine tasks that involve protected health information (PHI) under supervision.
With 2–5 years of experience, a Mid-Level HIPAA Compliant Virtual Assistant manages a broader range of responsibilities, including coordinating patient intake, handling insurance verification, processing medical documents, and assisting with telehealth workflows. They are proficient in EHR systems, secure communication platforms, and compliance documentation. Able to work independently, they ensure confidentiality and accuracy while supporting providers and patients.
Perfect for healthcare practices seeking reliable, experienced support to handle sensitive information securely and efficiently.
A Senior HIPAA Compliant Virtual Assistant brings 5+ years of experience and excels in overseeing complex administrative workflows while ensuring full compliance with HIPAA standards. They are experts in secure data handling, patient communication, and advanced use of EHR and healthcare management systems. Senior VAs often mentor junior staff, implement best practices for compliance, and serve as trusted liaisons between providers and patients.
Ideal for organizations seeking a seasoned professional to lead HIPAA-compliant operations, safeguard patient data, and streamline healthcare administration.
Your ideal HIPAA-Compliant Virtual Assistant should be someone with excellent communication skills, strong attention to detail, and a solid understanding of clinical workflows and privacy requirements. You should enjoy working closely with them, knowing they are dedicated to supporting your practice full-time and protecting patient information at every step. They will use secure, approved technology to manage scheduling, patient intake, insurance checks, referrals, and follow-ups while keeping data safe and organized.
Hiring the right HIPAA-Compliant Virtual Assistant lets your team spend less time on paperwork and more time on patient care and growth. The result is smoother operations, fewer errors, and greater peace of mind for both providers and patients.
Answer calls, respond to emails, and manage patient inquiries with confidentiality.
Book, reschedule, and confirm patient appointments.
Update and maintain patient records in EHR systems.
Confirm patient eligibility, benefits, and coverage with insurance providers.
Assist with securing necessary approvals for procedures or medications.
Submit documentation to support billing and claims processing.
Enter patient and clinical information accurately into secure systems.
Assist physicians and staff with documentation and administrative tasks.
Contact patients for appointment reminders, prescription refills, or test results.
Ensure all tasks align with HIPAA and practice policies.
Handle forms, referrals, and secure record transfers.
Coordinate with billing teams, providers, and patients to streamline workflows.
Protect sensitive patient information and maintain full HIPAA compliance.
Streamline scheduling, billing, and documentation tasks.
Access skilled healthcare support without the overhead of in-office staff.
Ataraxis does the heavy lifting by thoroughly screening and vetting virtual assistants before they’re matched with you. This means you won’t waste time sorting through unqualified candidates.
Ataraxis virtual assistants are fluent in English and skilled at communicating professionally, ensuring there’s no miscommunication in your day-to-day tasks.
Unlike many freelancers who may not align with your work hours, Ataraxis virtual assistants are willing (and happy) to work in your time zone, making collaboration seamless.
All Ataraxis VAs are college educated and have specialized experience in various fields, so you can trust them to hit the ground running.
Hiring through Ataraxis gives you access to ongoing support. If your team of virtual assistants needs adjustments, Ataraxis is there to help, unlike freelancer platforms where you’re on your own.
Freelancer platforms often attract short-term gig workers who juggle multiple client projects at the same time. Ataraxis virtual assistants are committed to building lasting partnerships with one employer, becoming a true extension of your team.
When you’re ready to hire a HIPAA compliant virtual assistants, the best location depends on the mix of cost, language skills, time-zone overlap, and talent depth your business needs. Here’s a quick tour of the best regions, each with clear advantages and a few trade-offs, to help you decide where to hire a HIPAA compliant virtual assistants who fits your workflow.
Pros:
It’s no surprise that many business owners choose to hire a Filipino HIPAA compliant virtual assistant. Candidates from this region have strong English proficiency, familiarity with western business culture, and experience working for U.S. clients. 24/7 support is also easy because night-shift work is common.
This region excels in customer service, lead generation, virtual assistance, data entry, bookkeeping, medical billing, and healthcare administrative support.
Cons:
Increasing demand for Filipino HIPAA compliant virtual assistants is slowly pushing wages up and internet outages during typhoon season occasionally interrupt service.
*Ataraxis HIPAA compliant virtual assistants from this region have power and internet backups to minimize service interruption and are willing to work in your time zone.
Pros:
Near-shore time zones mean you can hire a HIPAA compliant virtual assistant who works the same hours as your U.S. team, reducing lag on urgent tasks. Businesses with a large Spanish-speaking customer base may also benefit from hiring bilingual virtual assistants.
This region excels in sales development, business development, digital marketing, customer success, and account management.
Cons:
Hourly rates are much higher and the talent pool is much smaller compared to the Philippines and other regions.
Pros:
Highly educated, English-first workforce with a neutral accent, which is a big plus for phone-based support, especially for U.K. and Australian companies. South Africa overlaps with U.S. mornings and U.K. afternoons, which is ideal for trans-Atlantic operations.
This region excels in virtual assistance, healthcare administrative support, sales development, business development, digital marketing, customer success, content moderation, and account management.
Cons:
Cost of talent sits between Latin America and the Philippines, trimming, but not eliminating, cost savings.
Pros:
Rapidly growing BPO sector that is less competitive compared to the Philippines and Latin America. Top candidates from this region have accents that are almost indistinguishable from U.S. based staff.
This region excels in virtual assistance, executive assistance, software engineering, accounting, data entry, social media management, and business development.
Cons:
Infrastructure and internet reliability still improving outside major hubs.
Pros:
Near-shore location for U.S companies delivers real-time collaboration for East-Coast teams and fluent English support. Very competitive operating costs versus onshore hires.
This region excels in customer service, BPO call centers, healthcare claims, technical support, and help desk support.
Cons:
Smaller population means fewer specialised HIPAA compliant virtual assistants, so scaling a large team may be harder. Hourly rates trend closer to Latin American levels given limited supply.
Pros:
Countries in this region are well-known for high education levels and strong work ethic. Arguably, the deepest talent pools for technical roles and has an ideal time zone overlap for European companies.
This region excels in software engineering, quality assurance, DevOps, data analytics, and other technical roles.
Cons:
Costs are much higher than the Philippines, East Africa, and time zone differences may be a bigger obstacle for U.S. companies.
Hiring your first HIPAA compliant virtual assistant is perfectly doable on your own, but most business owners underestimate the hours it takes to sift through resumes, schedule calls, and run multiple interview rounds. Research shows that the DIY path typically drags on for weeks (or months), involves several interviews, and can still lead to mis-hires if you rush the vetting stage.
List everything you want your HIPAA compliant virtual assistant to own and create detailed instructions. Clarifying scope upfront helps with long term retention and minimizes confusion.
Having a set schedule helps create structure and consistency.
Write a descriptive JD with required experience, KPIs, schedule expectations, etc.
Post your job description to HIPAA compliant virtual assistant websites and craft a recruitment message you can use to reach out to candidates directly.
Expect to screen 40-100 candidates to find your ideal HIPAA compliant virtual assistant.
Give 2-3 finalist candidates a short take-home assignment to test their attention-to-detail, responsiveness, and work product.
A bad hire can cost up to 50% of first-year pay, so doing your due diligence is cheap insurance.
Draft an employment or contractor agreement, include an NDA, and grant tool access.
When you hire a HIPAA compliant virtual assistant through Ataraxis, you skip steps 2-7, saving you weeks of lost productivity.
We source top talent globally from regions including the Philippines, Latin America, South Africa, and East Africa, and beyond.
Our team screens over 200 applicants with a 5% acceptance rate. Every candidate goes through:
You’ll only meet the top 3–4 finalists we’ve personally vetted and approved.
For each role, we’ll shortlist 3–4 highly qualified finalists based on your requirements. You’ll have the opportunity to interview each candidate and decide who’s the best fit for your team.
We set up and maintain secure VPN access and use timekeeping and productivity monitoring tools to ensure accountability. All staff are trained in data security best practices to maintain compliance and confidentiality.
Protecting PHI is a top priority. All staff sign Business Associate Agreements (BAAs) and strict confidentiality agreements, and Ataraxis signs BAAs with all of our customers. Our internal processes and systems are designed to maintain full HIPAA compliance at every level.
Ataraxis has been operating for just under two years, but our roots run deep. Our founder has led a successful recruitment business for nine years, employing global talent within that company as well. (We eat our own cooking.)
Yes. Once hired, your chosen candidate will work exclusively for you on a full-time basis. They’ll act as a dedicated member of your team, fully aligned with your goals and workflow.
We take care of all the back-end work including compliance, paperwork, and payroll. You’ll simply receive a monthly Stripe invoice for each person you hire, making the process seamless and hassle-free.
No. Our agreements are month-to-month, giving you complete flexibility. There are no deposits or lock-in contracts.
Hiring a HIPAA compliant virtual assistant saves money compared to having full-time office staff. This lets you and your team focus more on growing your business and doing what you do best.
Great HIPAA compliant virtual assistants often come from countries and regions like the Philippines, South Africa, Latin America, East Africa, and Eastern Europe. These countries are known for their skilled workers who speak fluent English and have strong work ethics.
Yes! At Ataraxis, your HIPAA compliant virtual assistant will match your local time zone, making teamwork easy and smooth.
US-based HIPAA compliant virtual assistants usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time HIPAA compliant virtual assistants starting at just $11 per hour. This means you get great help for up to 70% less.
We keep your information safe by using secure VPN connections, regular monitoring, and privacy agreements signed by every HIPAA compliant virtual assistant.
Payments are easy and secure with Stripe. We also promise 100% satisfaction – if you’re not happy, we’ll fix it right away.
Ataraxis only offers full-time HIPAA compliant virtual assistants because they provide more consistent help, become part of your team, and show greater commitment.
Ataraxis uses software to monitor your assistant’s activities, ensuring they are always working efficiently and staying productive.
It’s best to set up clear communication methods right from the start. You can use popular tools like Slack, WhatsApp, Zoom, or email, based on what works best for you.
Your satisfaction is our #1 priority. If you’re not happy, we’ll quickly address the issue and find you a better match, or issue a prorated refund if needed.
Great communication skills, attention to detail, strong work ethics, time zone alignment, work from home readiness, and problem solving skills. We carefully choose assistants based on their skills, experience, availability, and special abilities to make sure they match your business needs.
Yes! Many businesses find HIPAA compliant virtual assistants deliver even better quality work, especially for specialized tasks.
Paying very low rates, like $2-3 per hour, usually means getting less skilled workers and lower quality work. Ataraxis offers affordable assistants who are highly skilled.
It usually takes 1-2 weeks to get your HIPAA compliant virtual assistant fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
General virtual assistants may not be trained in handling PHI, which can expose your practice to compliance risks and costly violations. A HIPAA Compliant VA has the specialized knowledge and safeguards required to securely manage medical data while supporting your administrative needs.
They use encrypted communication tools, follow secure login protocols, maintain confidentiality agreements, and avoid storing or sharing PHI outside approved systems. Their workflows are designed around HIPAA security and privacy standards.
Yes. By working with someone trained in HIPAA regulations, you reduce the risk of non-compliance. However, your practice must also maintain internal HIPAA safeguards, and both parties should have a Business Associate Agreement (BAA) in place.
Yes. They can work within your EHR, practice management platforms, and secure communication tools as long as access permissions and safeguards are in place.
Yes. Whether you are a solo practitioner, a growing clinic, or a multi-specialty healthcare group, a HIPAA Compliant VA can expand their support as your patient volume increases.
If your team is buried in documentation, patient messages, insurance tasks, or compliance requirements, it’s time to hire a HIPAA Compliant Virtual Assistant through Ataraxis. You’ll protect your practice, streamline operations, and give your providers the time they need to focus on quality patient care, not paperwork.
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