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!
But when you’re juggling appointment scheduling, insurance verification, documentation, and claims follow-ups, it’s easy for admin to take over your day. Hiring in-house staff adds overhead, and trying to manage it all yourself can lead to burnout.
A SimplePractice Virtual Assistant helps you stay organized, compliant, and patient-focused by handling the time-consuming work that slows you down.
No long-term contracts.
Hiring a SimplePractice Virtual Assistant through Ataraxis gives your practice access to HIPAA-trained healthcare support professionals at a fraction of U.S. hiring costs. Your VA works directly inside SimplePractice, handling scheduling, intake, billing, and documentation while you keep overhead lean and predictable.
A full time SimplePractice virtual assistant starts at $1,950 a month. That is $23,400 a year. The same role hired in house costs about $65,600 a year with payroll taxes and benefits. You keep $42,200, or 64%.
| US in house | Ataraxis Management | |
|---|---|---|
| Base salary | $45,900 | $23,400 |
| Payroll taxes and benefits | $19,700 | Included |
| Recruitment and replacement | You pay | Included |
| Equipment and workspace | You pay | Included |
| Employer of record | Your practice | Ataraxis Management |
| Annual total | $65,600 | $23,400 |
| You keep | $42,200 a year (64%) |
US salary: BLS median for medical secretaries and administrative assistants, SOC 43-6013, May 2025. Payroll taxes and benefits added at the BLS employer average for June 2026, where wages are 70% of total employer cost. Ataraxis rates start at $1,950 full time and $1,100 part time and rise with the role. Reviewed September 2026.
Offshore staffing through Ataraxis costs a fraction of what a comparable U.S. hire runs once you factor in salary, benefits, payroll tax, and recruiting overhead. There are no upfront fees, no lock-in contracts, and no billing surprises. The numbers below show exactly what you pay and what you save.
174 hrs · $11/hr all-in
87 hrs · $12/hr all-in
vs. $60–97k for a U.S. hire
2–3 vetted candidates
Marketplaces give you access to freelancers. You screen, manage and replace them yourself. Ataraxis screens, employs and replaces. Here is what that difference costs and what it buys.
| Upwork | Fiverr | OnlineJobs.ph | Ataraxis Management | |
|---|---|---|---|---|
| Talent | Broad pool, mixed levels | Gig based, mixed levels | Philippines only | Experienced global pool, screened against the role. Works only for you |
| Vetting | None, you do it | Minimal | None, you do it | Take home assignment, reference and background checks. Acceptance rate under 5% |
| Hiring speed | Self serve. You post and screen | Instant gigs | Self serve. You post and screen | Most roles filled in 2 weeks or less. Run for you |
| Ongoing support | None | None | Self managed | Onboarding and management support. Dedicated contact |
| How you pay | Percentage platform fees | Up front plus add ons | Flat subscription. You pay the hire separately | Fixed monthly, all in. From $1,950 full time, $1,100 part time |
| Who employs the person | Independent contractor | Independent contractor | You do, directly | Employer of record. No partners |
| Strengths | Large global pool, escrow protection | Fast to start, low cost, pricing up front | Direct hire, lowest headline cost | Dedicated full time staff. Performance monitoring. Replace or cancel on one week notice. Unused hours refunded |
| Trade offs | Platform fees. Screening is your job. No replacement cover. Freelancers work for several clients | Quality varies. Suited to tasks, not a role. No replacement cover. Freelancers work for several clients | No escrow. Vetting and payroll are your job. Philippines only | Costs more than doing it yourself |
Marketplace details from each platform's own terms and pricing pages. They describe the platforms, not any individual freelancer. Ataraxis figures are its published terms. Rates start at $1,950 full time and $1,100 part time and rise with the role. Reviewed September 2026.
All four place remote healthcare staff with US practices. They differ on vetting, who employs the person, how the work is supervised, and where the talent sits.
| Hello Rache | My Mountain Mover | MEDVA | Ataraxis Management | |
|---|---|---|---|---|
| Talent | Entry to mid level medical VAs | College educated, trained healthcare VAs | Trained medical assistants and nurses | Education and work history verified. Pool includes MBA holders, CPAs, nurses and medical doctors |
| Compliance | HIPAA compliant, BAA available | HIPAA compliant, strict training | HIPAA compliant | HIPAA compliant infrastructure. Signs BAAs. All work over secure VPNs |
| How candidates are selected | Pre trained pool, less customisation | Standardised matching process | Pre trained talent pool | Take home assignment, reference and background checks. Acceptance rate under 5%. You meet two to three candidates |
| Supervision | Self managed by the client | Oversight and performance monitoring provided | Client managed | Accountability software and a dedicated contact. One full time role per assistant |
| Onboarding | Basic onboarding support | Structured onboarding and upskilling | Basic onboarding and EMR familiarisation | Built around your practice and your systems |
| How you pay | Hourly rate | Flat monthly rate | Flat monthly rate | Fixed monthly. From $1,950 full time, $1,100 part time. Unused hours refunded |
| Who employs the assistant | Agency model | Agency model | Agency model | Employer of record. No partners |
| Notice to replace or end | Varies by contract | Varies by contract | Varies by contract | One week to replace or end a placement. 30 days to end the agreement |
| Where talent is based | Philippines | Philippines | Philippines | Philippines, Latin America and South Africa |
Competitor details from each company's own website. Ataraxis figures are its published terms. Rates start at $1,950 full time and $1,100 part time and rise with the role. Reviewed September 2026.
A SimplePractice VA touches PHI constantly, from intake forms and appointment confirmations to insurance verification, claims, and EHR documentation. That level of access means HIPAA applies at every step, regardless of whether the person handling it sits in your office or works remotely from Manila or Cape Town.
Every SimplePractice VA placed through Ataraxis signs a Business Associate Agreement (BAA) before their first day, along with a confidentiality agreement. They are trained on PHI handling protocols, minimum necessary access standards, and incident response procedures specific to working inside SimplePractice. All work runs 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.
Medical Virtual Assistant & Behavioral Health Biller | Philippines
$11/hr for full-time, $12/hr for part-time | US hours | Available now
Sheila is a Philippines-based Medical Virtual Assistant with nearly a decade of US healthcare experience, HIPAA certification, and fluent professional English developed through direct training by American clients at Aetna. She holds a BS in Biology and completed advanced coursework in Medicine and Allied Fields.
She spent six years supporting a US healthcare insurance account, progressing from Healthcare Specialist to Subject Matter Expert to Team Lead managing 17-20 agents, handling medical and behavioral health claims, insurance verification, prior authorizations, CPT/ICD-10 coding, and HIPAA compliance.
Most recently she spent three years at a US mental health telemedicine company, as a Behavioral Health Biller and Patient Coordinator managing claims, pre-certifications, EHR records, and provider scheduling.
EHR/software: SimplePractice, TheraNest, Athenahealth, AdvancedMD, NaviNet, CoverMyMeds, Zendesk, RingCentral, Google Workspace.
References (10/10 and 9/10 re-hire): Two former managers described her as consistently exceeding performance targets and one of the strongest assets on the team.
Best fit for: Mental health practices, behavioral health telehealth platforms, and medical billing teams needing HIPAA-certified, US-trained expertise in insurance verification, claims, and patient coordination.
Healthcare Virtual Assistant & Prior Authorization Specialist | South Africa
$11/hr for full-time, $12/hr for part-time | US hours | Available now
Naledi is a South Africa-based Healthcare Virtual Assistant with 4+ years of focused US healthcare experience, a Bachelor of Financial Accounting, and fluent professional English.
Her entire career has been US-client-facing at a long-term care pharmacy cost containment company. She progressed from Insurance Rebill Representative — where she managed claims processing, reconciliation, and denial trend reporting for approximately 650 facilities — to Prior Authorization Specialist, where she achieved an 80% PA approval rate managing end-to-end authorizations across Medicare, Medicaid, and commercial payers including Aetna, Humana, and CVS Caremark. She has hands-on experience with CoverMyMeds, PointClickCare, SimplePractice, and Visual EMR, and deep working knowledge of ICD-10 codes, formulary vs. non-formulary determinations, and payer-specific appeal processes.
Systems: SimplePractice, PointClickCare, CoverMyMeds, Visual EMR, PCC, Google Suite, Microsoft Office
References (8/10 and 9/10 re-hire): Both former managers at Integra confirmed accuracy of her assessment and described her as a self-starter, strong multitasker, and independent problem-solver who handled one of the largest facility caseloads on the team.
Best fit for: Pharmacies, behavioral health practices, and multi-specialty groups needing a HIPAA-aware VA with proven prior authorization, insurance rebilling, and denial management experience.
Healthcare Operations & Intake Coordinator | Philippines
$11/hr for full-time ($1,950/month), $12/hr for part-time ($1,100/month) | US hours | Available now
Maria is a Philippines-based Healthcare Operations Coordinator and Intake Specialist with 5+ years of direct US healthcare experience and fluent, native-level professional English. She holds a Bachelor of Science in Psychology from a respected Manila-based medical and health sciences college and is a Registered Psychometrician licensed by the Philippine Professional Regulation Commission, giving her a clinical-adjacent academic foundation that sharpens her patient communication and documentation accuracy.
For over three years she served as Intake Coordinator for a US-based Home and Community-Based Services (HCBS) provider in New York, acting as the primary contact for families of children with serious emotional disturbance, developmental disabilities, and medically fragile conditions. She handled intake assessments, Medicaid and HCBS eligibility verification, prior authorizations, provider onboarding, OIG screenings, appeals, and HIPAA-compliant documentation. Previously she spent three years at a US hospice, palliative, and primary care provider managing referrals, insurance verification, scheduling, and EMR records.
EMR/software: Athenahealth, Azalea Health, MicroMD, SimplePractice, Dragon Medical, Availity, NaviNet, ePACES, RingCentral, Dialpad
Reference (10/10 re-hire): A former Operations Supervisor confirmed her assessment and described her as dependable, highly organized, and proactive, exceeding expectations.
Best fit for: Behavioral health practices, pediatric and HCBS providers, hospice teams, and telehealth platforms needing a HIPAA-compliant intake and care coordination VA.
A SimplePractice Virtual Assistant is a remote healthcare support professional trained specifically on the SimplePractice platform. They manage administrative and clinical-support workflows such as client intake, appointment scheduling, insurance verification, billing, documentation, and patient communication.
Whether you run a solo mental health practice or a growing multi-provider clinic, a SimplePractice VA helps you spend less time inside your EHR and more time focused on client care.
A Junior SimplePractice Virtual Assistant typically has 0–2 years of experience and supports day-to-day administrative tasks within SimplePractice. They assist with appointment scheduling, intake forms, client messaging, and basic record updates while following HIPAA guidelines and established workflows.
Ideal for practices that need reliable entry-level support to keep front-office operations running smoothly.
With 2–5 years of experience, a Mid-Level SimplePractice Virtual Assistant confidently manages a wider range of responsibilities, including insurance verification, billing workflows, claims submission, and ongoing client communication. They understand clinical workflows, telehealth coordination, and SimplePractice reporting tools, requiring minimal supervision.
Perfect for practices looking to improve efficiency and reduce provider administrative workload.
A Senior SimplePractice Virtual Assistant brings 5+ years of experience and deep platform expertise. They handle advanced workflows such as pre-charting, complex billing follow-ups, reporting analysis, and oversight of virtual front-desk operations. They often help optimize SimplePractice usage, improve internal processes, and mentor junior assistants.
Best suited for growing practices that want a seasoned professional to lead remote operational support and elevate the patient experience.
Many of our virtual assistants have graduate degrees, so you’ll have access to high-level expertise, without the price tag.
Switching platforms is not the solution. Your virtual assistant integrates directly into the EHR you already use. Our candidates are screened for familiarity with the major systems used across mental health, telehealth, and general medical practices. Below are the platforms we actively recruit for. If you are running something not listed here, let us know and we will screen specifically for that experience.
Documentation, scheduling, and billing workflows.
Integrated clinical documentation, patient engagement, and revenue cycle support.
Behavioral health scheduling, charting, and billing.
Behavioral health EHR workflows, e-prescribing, and billing.
Insurance paneling, credentialing support, and session admin.
Administrative support for practices operating.
Clinical workflows, population health tools, and billing.
Managed billing, scheduling, and documentation.
Not seeing your platform? We screen candidates for any EHR your practice runs. Contact us to request a platform-specific search, or browse our full list of supported EHR systems to see the complete range of platforms we recruit for.
Your SimplePractice Virtual Assistant combines compassionate communication with strong platform knowledge. They manage scheduling, verify insurance, maintain accurate EHR records, process payments, and keep client communication timely and professional. All tasks are handled securely within SimplePractice, ensuring compliance while keeping workflows efficient.
By offloading repetitive administrative work, your practice gains time, consistency, and scalability without adding in-office staff.
Collect forms, insurance information, and client history directly in SimplePractice.
Book, confirm, and reschedule visits while maintaining an optimized calendar.
Check eligibility, copays, and coverage limits before each session.
File claims through SimplePractice, post payments, and follow up on denials.
Maintain accurate notes, progress reports, and client charts.
Track invoices, send reminders, and ensure payments are recorded properly.
Handle client messages, send reminders, and confirm appointments.
Generate reports on billing, attendance, and productivity.
Ensure clients stay consistent with care and return for follow-ups.
Prepare virtual sessions, assist with setup issues, and manage session documentation.
Reduce gaps by managing waitlists, cancellations, and rescheduling workflows.
Assist with provider setup, template updates, and workflow organization inside SimplePractice.
Spend less time navigating SimplePractice and more time focused on clinical care.
Get experienced platform support without the expense of hiring in-office staff.
Improve response times, reduce errors, and create a more organized, professional practice.
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 SimplePractice 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 SimplePractice 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.
Yes. They send links and consents, do quick tech checks with clients, confirm location when required, and ensure documentation is ready before the session.
They can prep templates and ensure documentation is queued, but clinicians complete and sign clinical notes. The VA never diagnoses, documents clinical judgment, or signs clinical records.
Your VA configures and sends the right paperless intake packets, tracks completion, chases missing items, and files signed forms in the Client Portal.
They enable and monitor reminders (text/email/voice), confirm appointments the day before, offer fast reschedules, and run recall lists for follow-ups which helps to keep calendars full.
Yes. They can process card-on-file payments, send statements or superbills, set payment plans within your policy, and follow up on overdue balances using approved scripts.
You set the decision matrix and style guide. The VA retains your response playbook (tone, do’s/don’ts, compliance notes, escalation rules) and applies it across messages, reminders, and documents.
They send/receive releases, request prior records, attach files to the correct client, and close the loop with referring providers. Admin only, no clinical advice.
They can pull SimplePractice reports (appointments, revenue, aging, cancellations), prepare summaries, highlight trends, and surface action items for your review.
If admin tasks are slowing down your clinic, it’s time to hire a SimplePractice Virtual Assistant through Ataraxis. You’ll stay organized, reduce admin stress, and focus on what matters most: your patients.
Start Hiring a SimplePractice Virtual Assistant Today
