Our team has a high bar and a proven process that we use to find the best virtual assistants for healthcare providers:
Read more about our vetting process: Why Most Global Hiring Fails, And How the Ataraxis Vetting Process Fixes It
George was professional, responsive and a pleasure to work with throughout the hiring process. He took the time to understand my needs and connected me with an excellent candidate. I truly appreciate his support and would highly recommend his recruiting services.
As a psychiatric mental health nurse practitioner running a solo telehealth and in-person practice, I needed a virtual medical assistant who could manage patient scheduling, EHR workflows, and front-office coordination with minimal oversight.
My VA through Ataraxis has been exactly that. She handles new patient intake, manages our scheduling and messaging, and keeps everything running while I focus on patient care. What surprised me most is how she’s become a real thought partner. I’ll ask her to review a conversation or an email and she gives me a straight, honest read. That kind of judgment is hard to find. She’s now taking on more responsibilities as we expand our services, and she told me she’s in it for the long haul.
I only wish I had done this sooner. If you’re a mental health provider considering a HIPAA-compliant virtual assistant, don’t wait.
We’ve had an excellent experience working with Ataraxis and are so impressed. Their virtual assistants are professional, reliable, and highly skilled. The onboarding process was smooth, communication is consistent, and they truly understand how to match the right assistant to the right business needs.
They’ve helped us streamline operations and stay organized without the overhead of hiring in-house. I highly recommend them to any business looking for dependable virtual support.
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 and clients expect quick responses, simple appointment booking, and clear communication. But with full caseloads, cancellations, intake requests, insurance questions, and documentation piling up, your administrative workload can quickly become overwhelming.
Jane App is built for interdisciplinary clinics, so the pressure looks a little different depending on your specialty. A physiotherapy clinic is juggling treatment notes and re-booking rates. A counseling practice is managing intake forms and session documentation. A chiropractic office is tracking recall schedules and insurance claims. Whatever the specialty, when providers are seeing patients back to back, the front-office work gets pushed to the end of the day, or it doesn’t get done at all.
Trying to manage everything in-house leads to missed calls, delayed billing, and provider burnout. A dedicated Jane App Virtual Assistant helps keep your patient communication organized, your schedule optimized, and your administrative workflows running smoothly so your team can stay focused on care.
No long-term contracts.
Hiring a Jane App Virtual Assistant through Ataraxis gives your practice reliable, HIPAA-aware administrative support at a fraction of U.S. hiring costs. These professionals integrate directly into your Jane App workflows, assisting with scheduling, patient communication, intake coordination, and billing support so your providers can focus on treatment instead of administrative overload.
Here’s how Jane App virtual assistant companies like Upwork, Fiverr, OnlineJobs.PH, and Ataraxis compare on key hiring criteria.
Your Jane App VA works inside your scheduling, intake, charting, and billing workflows, which means they touch PHI daily. Confirming an appointment, routing a patient message, or updating a chart in Jane all fall under HIPAA. That is true whether the person doing it sits at your front desk or works remotely from Manila or Cape Town.
Because Jane App serves interdisciplinary clinics, ranging from physical therapy and chiropractic to counseling and massage therapy, the PHI your VA handles can span physical health records, mental health notes, and billing data within the same practice. Every Jane App Virtual Assistant placed through Ataraxis signs a Business Associate Agreement (BAA) before their first day. They are trained on PHI handling protocols, minimum necessary access standards, and incident response procedures, and where a practice includes behavioral health services, on the added protections that apply to those records under federal and state law. All work is conducted through encrypted, access-controlled connections that you control and can revoke at any time. Ataraxis also signs a BAA directly with your practice as the covered entity, so the compliance chain is documented on both ends.
This is not about optics. It is about protecting your patients, maintaining your license, and keeping your practice off the OCR’s radar.
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 Jane App Virtual Assistant is a trained remote professional who supports front-office and administrative tasks inside Jane. They manage patient and client calls, appointment scheduling, reminders, intake coordination, insurance communication, billing support, and record organization to keep your practice running smoothly, whether you run a physical therapy clinic, a counseling practice, a chiropractic office, or a multidisciplinary wellness clinic.
Your Jane App VA becomes a true extension of your team, following your scheduling protocols, communication style, and documentation workflows to support efficient patient care.
A Junior Jane App Virtual Assistant typically has 0-2 years of healthcare or wellness administrative experience. They assist with answering calls, scheduling appointments, sending reminders, and updating patient records inside Jane.
Ideal for solo practitioners or smaller clinics that need dependable front-office assistance.
A Mid-Level Jane App Virtual Assistant has 2-5 years of experience supporting healthcare or wellness practices. They manage higher call volumes, coordinate multi-practitioner schedules, assist with intake coordination and billing questions, and help maintain organized records.
Best for growing practices that need reliable administrative support with minimal supervision.
A Senior Jane App Virtual Assistant has 5+ years of experience in healthcare or wellness administration. They manage complex scheduling workflows, insurance communication, intake coordination, and multi-practitioner practice support across multiple disciplines.
Ideal for high-volume interdisciplinary clinics or multi-location practices that require experienced administrative support.
Many of our virtual assistants have MBAs and graduate degrees, so you’ll have access to high-level expertise, without the price tag.
Your Jane App Virtual Assistant communicates clearly, empathetically, and professionally with patients and clients. They manage calls, reminders, intake coordination, scheduling tasks, and administrative support so your front office stays organized and your providers remain focused on patient care.
Hiring the right virtual assistant helps reduce provider burnout while improving patient communication and overall practice efficiency.
Handle patient and client calls, messages, and inquiries with professionalism and discretion.
Manage provider calendars, reduce scheduling gaps, and optimize availability across multiple practitioners.
Collect basic patient information, explain intake forms, and prepare charts inside Jane.
Answer general coverage questions and gather details for verification.
Reduce no-shows by sending appointment reminders and recall outreach.
Assist with post-visit follow-ups and scheduling future appointments.
Organize emails, voicemails, and Jane patient portal messages.
Assist with administrative documentation and chart organization inside Jane.
Coordinate schedules across therapists, physiotherapists, chiropractors, and other practitioners.
Fill open appointment slots to maintain a full schedule.
Send forms, reminders, and instructions for upcoming visits.
Update patient information, upload documents, and maintain organized records.
Ensure patients receive quick, professional responses even during busy clinic hours.
Get full-time administrative support without the cost of an in-office hire.
Clear communication, reliable scheduling, and organized follow-ups improve patient satisfaction and retention.
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 virtual assistant, 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 virtual assistant who fits your workflow.
We created the Global Outsourcing Talent Index, a data-backed audit of all 193 UN-recognized countries scored across five variables: labor cost, English proficiency, talent availability, digital infrastructure, and political stability.
The results were eye opening and are frequently cited by major news sites and industry blogs all over the world.
Pros:
It’s no surprise that many healthcare providers choose to hire a Filipino 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 VAs is slowly pushing wages up and internet outages during typhoon season occasionally interrupt service.
*Ataraxis 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 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 VAs, 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 Jane App 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 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 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 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 Jane App 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.
Read more about our vetting process here.
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 Jane App 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 Jane App 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 Jane App virtual assistant will match your local time zone, making teamwork easy and smooth.
US-based Jane App virtual assistants usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time Jane App 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 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 Jane App 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 Jane App 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 Jane App virtual assistant fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
Yes. They coordinate intake steps and ensure documentation is complete.
Yes. They manage reminders, confirmations, recalls, and waitlists.
Yes. Your VA can contact waitlisted clients to refill open slots quickly.
Yes. They can support general billing tasks and coordinate follow-ups.
If your practice is overwhelmed with patient calls, scheduling, intake coordination, and documentation tasks, a Jane App Virtual Assistant from Ataraxis can take the pressure off. Keep your administrative workflows organized, maintain a full schedule, and allow your providers to focus on delivering quality care.
Start Hiring a Jane App Virtual Assistant Today
