Our team has a high bar and a proven process that we use to find the best virtual assistants for mental health practices:
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.
Love working with Ataraxis – they really pay attention to your needs, and help you find the right fit, which is incredibly helpful to feel not rushed to explain your needs. I have a private mental health practice and I’m sooo lucky to have such an amazing assistant now. You can tell Ataraxis definitely vets their employees and really pays attention to your needs! (I did interview multiple companies actually and was set between Ataraxis and one other, but Ataraxis had the better candidates for me). Thank you so much! I am so so grateful for my VA, she’s really been so helpful to me.
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.
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!
Over one-third of Americans live in areas designated as mental health professional shortage areas (HPSAs) by HRSA. That figure represents close to 160 million people who cannot access timely care.
For the therapists, psychiatric nurse practitioners, and counselors who are practicing, the problem is compounded by documentation requirements, prior authorization delays, scheduling inefficiencies, and EHR maintenance. Studies consistently show that clinicians across mental health settings spend between one and two hours on administrative tasks for every hour of direct patient care. That ratio is not sustainable, and it directly limits caseload capacity.
The American Medical Association and multiple physician leadership groups have called for dedicated administrative support as a structural solution to provider burnout and staffing shortages. A well-placed virtual assistant does not replace clinical judgment. It removes the operational friction that keeps clinicians from doing their jobs.
The Situation
NTX Behavioral Health, a clinic offering therapy, medication management, and same-day crisis support for adults and teens, was operating at capacity. Their phone lines were overwhelmed, follow-up calls were falling through the cracks, and the clinical team was spending hours each week on administrative tasks that were pulling them away from direct patient care. Local staffing costs were consuming budget that could otherwise support expanded services.
What Changed
Jonathan, the CEO of NTX Care, partnered with Ataraxis Management to hire two full-time virtual medical assistants within two weeks. The assistants took over inbound call management, appointment scheduling, EHR documentation support, insurance verification, and billing follow-ups. The clinical team regained capacity. Patient throughput improved. Communication backlogs cleared.
The Outcome
NTX saved over $40,000 annually compared to local administrative staff costs, at $11/hr per assistant all-in. The clinic was able to serve more patients without increasing clinician hours or compromising documentation quality.
The Situation
Stefanie S. is a licensed professional clinical counselor (LPCC, LMHC, NCC) running a solo practice across California and Florida. Her referral pipeline was strong and her caseload was full. The problem was capacity: responding to new client inquiries, rescheduling, invoicing, insurance coordination, and EHR upkeep were consuming significant clinical time. Previous attempts at local or ad-hoc administrative help produced inconsistent results, primarily around professional communication standards and follow-through.
What Changed
Ataraxis Management presented three vetted candidates within two weeks, each screened for healthcare administration experience, EHR familiarity, and written communication quality. Stefanie selected Joyce, a medical virtual assistant with multiple years supporting U.S. clinical practices, a background in healthcare-adjacent clinical nutrition, and hands-on experience managing EMRs, scheduling, insurance inquiries, and patient documentation.
In Her Own Words
“Things are going so well with Joyce, she has been lovely to work with and is a great fit. Joyce is picking up on tasks quickly and is good about following up with me when she has questions and stuck points. So far she has been a wonderful addition.”
— Stefanie S., MS, LPCC, LMHC, NCC
The Situation
A highly credentialed psychologist with clinical training at Weill Cornell, Harvard, and Boston Children’s Hospital launched a private practice in New York City specializing in autism and neurodevelopmental disorders. Within six months, the practice had expanded into a multidisciplinary group model, incorporating pediatricians, behavior analysts, and post-doctoral trainees. The growth was real, but so was the operational strain.
Patient inquiry volume was outpacing her capacity to respond. Scheduling across multiple clinicians required a level of coordination that was consuming hours she did not have. Billing was getting complicated: credit card processing fees were eroding revenue, and families needed alternative billing arrangements like weekly or monthly invoicing that required hands-on management. She had been through the process of hiring local administrative staff before and found that building someone up to the level of competence she needed often took years.
She needed someone who already understood PHI sensitivity, clinical communication standards, and the specific emotional context of working with families navigating new neurodevelopmental diagnoses. That is not a profile you find through a general hire.
What Changed
Ataraxis Management sourced and presented four fully vetted candidates within one week. The selected hire, Lilian, brought over six years of healthcare administrative experience including four-plus years working directly in SimplePractice, managing records for more than 200 active patient accounts monthly. She had previously served as an Administrative Manager for telehealth clinics and an Operations Manager supervising remote teams supporting psychiatry practices. Her academic background in Clinical Psychology gave her the contextual fluency the practice required when communicating with families in sensitive clinical circumstances.
Lilian took over inbound inquiry management, multi-clinician scheduling, billing cycle coordination, superbill generation, and insurance follow-ups. She became the first point of contact for parents, providing the kind of warm, informed communication that acknowledges family stress without crossing into clinical territory.
The Outcome
The psychologist was able to redirect her attention to clinical expansion and practice leadership. The administrative backlog cleared. Billing workflows stabilized. The practice now has an operational foundation that can scale alongside the clinical team.
Placed at $11/hr, full-time. Four vetted candidates presented within one week.
The Situation
An Austin-based psychiatric nurse practitioner was managing her own scheduling, fielding patient calls, and maintaining EHR documentation while running a solo practice. A previous in-office administrative assistant left behind a backlog of incomplete charts and misfiled entries. A personal assistant resignation compounded the problem. She was spending evenings correcting clerical errors instead of focusing on patient care or her own wellbeing.
What Changed
Ataraxis Management sourced and vetted a Philippine-based virtual medical assistant with five-plus years of U.S. behavioral health administrative experience, including prior authorizations, psychiatric EHR workflows, and telehealth coordination. After onboarding, the assistant cleared the EHR backlog within two weeks, standardized intake and refill templates, and reduced appointment wait times by 40 percent.
The Outcome
The practice saved $30,000 annually compared to Austin-market administrative staffing rates. The practitioner regained several billable clinical hours each week and was able to begin planning for caseload expansion without the risk of administrative collapse.
Running a mental health practice in the United States is not like running a general small business. The regulatory environment, payer landscape, and documentation requirements vary significantly by state. Our virtual assistants support practices across the country and are screened for familiarity with the workflows those differences create.
California’s mental health payer environment is among the most complex in the country. Between Medi-Cal managed care plans, covered California insurance requirements, and the state’s strict documentation standards for licensure and billing, administrative overhead is substantial. Therapists and psychiatric nurse practitioners operating in California often spend a disproportionate amount of clinical time on prior authorization follow-ups, insurance correspondence, and EHR compliance. A dedicated virtual assistant handles that load, at up to 70% less than the cost of a local administrative hire in the Bay Area or Los Angeles market.
Texas has significant mental health provider shortages across both urban and rural regions, and the demand for outpatient mental health services has grown considerably since 2020. Practices in Austin, Dallas, Houston, and San Antonio are seeing longer waitlists and higher call volumes than their staffing structures were built for. A virtual assistant absorbs the intake coordination, scheduling, and insurance verification work that is clogging your front desk so your licensed staff can focus on extending access to care rather than managing the queue.
Florida’s mental health landscape includes a high concentration of telehealth practices, a complex Medicaid structure through managed care organizations, and a large out-of-network private pay market. Counselors and therapists operating across Florida also navigate dual-state licensure requirements if they serve clients in multiple jurisdictions. A virtual assistant experienced in out-of-network billing, telehealth documentation, and benefits verification reduces the back-office friction that slows reimbursement and patient intake in this market.
New York has one of the highest concentrations of licensed mental health professionals in the country and one of the most demanding documentation environments. OMHC regulations, Medicaid billing requirements, and the expectations of commercial payers like Empire and Healthfirst create a significant administrative burden for outpatient practices. Office overhead in New York City is also among the highest in the U.S., which makes virtual staffing a structurally sound decision. You get experienced administrative support without adding to your square footage costs or HR obligations.
Illinois practitioners, particularly those serving Cook County and the Chicago metro, operate in a managed care environment that demands tight coordination between clinical documentation, prior authorizations, and billing timelines. The Illinois Medicaid behavioral health system has specific documentation requirements that create real administrative risk if they are not managed consistently. A virtual assistant trained in mental health workflows keeps those processes moving accurately, reducing claim denials and freeing your clinical staff from the documentation burden that drives burnout.
No long-term contracts.
Hiring a full-time administrative or clinical support staff member in a U.S. market typically costs $45,000 to $65,000 per year in salary, plus benefits, employer payroll taxes, and overhead costs that push the actual number closer to $70,000 to $100,000 depending on your location and role requirements. That number does not account for recruitment time, onboarding costs, or replacement costs if that hire leaves.
Multiple practices featured in our case studies have recovered $30,000 to $90,000 in year-one savings from a single VA placement.
A full-time virtual assistant for a mental health practice through Ataraxis Management starts at $1,950 a month. That is $23,400 a year. The US median base salary for a medical secretary and administrative assistant is $46,800, before payroll taxes and benefits. You keep at least $23,400 a year, or 50%.
| US in house | Ataraxis Management | |
|---|---|---|
| Base salary | $46,800 | $23,400 |
| Typical US range (varies by state) | $43K - $92K/yr | --- |
| Payroll taxes and benefits | Varies by state and employer | Included |
| Recruitment and replacement | You pay | Included |
| Equipment and workspace | You pay | Included |
| Employer of record | Your practice | Ataraxis Management |
| Annual total | $46,800 | $23,400 |
| You keep at least | $23,400 a year (50%) |
US salary: BLS median for medical secretaries and administrative assistants (SOC 43-6013), May 2025. The typical range of $43K to $92K is based on BLS wage data and salary listings on Indeed and Glassdoor, and varies by state, experience and employer. Payroll taxes and benefits also vary by state and employer and are not included in the savings shown, so actual savings are likely higher. Ataraxis Management rates start at $1,950 full time and $1,100 part time and rise with the role. Reviewed October 2026.
Offshore staffing through Ataraxis Management 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 Management 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 Management 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 Management 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.
Any remote staff member who accesses PHI, even to confirm an appointment or route a message, operates under HIPAA obligations. That applies whether they are in your office or working remotely from Manila or Cape Town.
Every VA signs a HIPAA confidentiality agreement before day one. They are trained on PHI handling protocols, minimum necessary access standards, and incident response procedures. All work is conducted through encrypted, access-controlled connections. Ataraxis Management also signs a BAA with your practice as the covered entity, so the compliance chain is documented from 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.
Behavioral health records carry some of the most sensitive information a practice holds, and your assistant will handle intake, scheduling and billing for those patients. Every healthcare placement includes the following safeguards as standard.
| Safeguard | What's included |
|---|---|
|
Business associate agreement |
Ataraxis Management signs a BAA directly with your practice at the company level, covering permitted uses of PHI, security measures, subcontractor obligations, breach reporting deadlines, and return or destruction of PHI when the engagement ends |
|
Confidentiality agreement |
Every healthcare assistant signs a HIPAA confidentiality agreement before placement |
|
Screening |
Criminal background check and reference checks for every healthcare placement |
|
Secure connection |
VPN on all assistant connections |
|
Oversight |
Accountability software with optional blurred screenshots, plus monthly check-ins with every placement |
|
PHI handling |
Assistants are prohibited from downloading or printing PHI |
|
Insurance |
Ataraxis Management carries cyber insurance and professional liability insurance |
Available on request: a locked-down virtual desktop (VDI) and role-specific HIPAA training with a certificate.
For a full breakdown of what HIPAA requires and how each safeguard works, see our guide to HIPAA compliance for virtual medical assistants.
Healthcare VA & Patient Care Coordinator | Psychiatry & Integrative Medicine | Philippines
$12/hr for full-time ($2,100/month), $13/hr for part-time ($1,200/month) | US hours | Available now
Alexies is a Philippines-based Healthcare Virtual Assistant with 5+ years supporting US-based psychiatry, integrative medicine, and home health organizations, and fluent professional English across phone, chat, and email. She completed STEM studies and is currently pursuing a Bachelor of Science in Information Technology, giving her a systems-minded edge with EHRs and workflow tools.
Most recently she supported a Texas-based integrative psychiatry and wellness practice, progressing from Medical Virtual Assistant to Business Operations Manager, where she coordinated provider onboarding, multi-state licensing and credentialing across six states, patient scheduling, insurance eligibility verification via Availity, and prior authorization documentation for specialty treatments like Spravato/esketamine, all in Charm EHR. Earlier she coordinated caregiver scheduling, EVV visit verification, and payroll for a US private-duty senior home care agency, and served as a healthcare-billing subject matter expert and trainer in a high-volume contact center.
EHR/software: Charm EHR, Availity, WellSky, Viventium, RingRx, Airtable, Dialpad, GoTo, Google Workspace
Reference: The clinic owner and lead clinician, a psychiatric nurse practitioner, said she’d absolutely work with Alexies again and recommend her without hesitation.
Best fit for: Behavioral health and psychiatry practices, integrative medicine clinics, telehealth platforms, and home health agencies needing a HIPAA-conscious VA for scheduling, credentialing, insurance verification, and operations support.
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 virtual assistant placed by Ataraxis Management is not a general-purpose hire. These are professionals with direct experience in U.S. healthcare administration, trained on HIPAA compliance and mental health workflows before they start. They work inside your existing systems and communicate with patients the way your practice expects.
Clinical Operations Support
On the clinical operations side, your VA handles new patient intake coordination and intake form processing, matching new clients to the right clinician, appointment scheduling, rescheduling, and waitlist management, and benefits verification and eligibility checks prior to sessions. They manage prior authorization submissions and follow-ups, provide EHR documentation support including pre-charting and progress note formatting, and can handle medical scribing from session recordings. Referral coordination, care transitions, and telehealth session setup, troubleshooting, and post-visit documentation are also within scope.
Client and Clinician Matching
Fit between client and clinician affects whether someone books a second session. Your VA reviews each new inquiry against criteria you set: specialty and modality, age group served, insurance accepted, license state, availability, and client preferences such as language or gender. They propose a match and book the first session.
You or your clinical director approve every match. The VA handles the logistics and never makes clinical judgments.
Billing and Administrative Support
For billing and administrative work, your VA handles claims submission and revenue cycle tracking, accounts receivable follow-up, and aging report management. They generate superbills for out-of-network clients, manage secure patient messaging and inbox triage, and route prescription refill requests to the appropriate provider. They also support treatment plan updates, document crisis call triaging according to your protocols, and manage practice communications including newsletters and patient portal updates.
Need dedicated billing support? Ataraxis Management also places medical billers with mental health billing experience. They have billed Medicare, Medicaid, Tricare, and major commercial payers, and they know the coding and authorization rules for specialty treatments like TMS, ketamine, and Spravato.
(0-2 Years Experience) Handles front-end administrative tasks under supervision: call management, appointment scheduling, patient reminders, basic EHR data entry, and HIPAA-compliant communications.
Ideal for solo practices or smaller group practices that need consistent front-desk coverage without the overhead of a full-time in-office hire.
(2-5 Years Experience) Manages a wider scope of mental health workflows including insurance verification, prior authorization follow-ups, intake coordination, telehealth documentation, and secure messaging. Works effectively within common EHR platforms with minimal supervision.
A good fit for practices looking to improve throughput without adding headcount.
(5+ Years Experience) Handles complex tasks including medical scribing, pre-charting, care coordination, RCM oversight, and onboarding or mentoring junior staff. Strong understanding of compliance obligations and EHR optimization.
Well suited for group practices and multi-provider mental health clinics that need someone capable of leading remote support operations.
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, psychiatry, and behavioral health 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.
Scheduling, notes, billing, and telehealth support.
Documentation, scheduling, and billing workflows.
Integrated clinical documentation, patient engagement, and revenue cycle support.
Mental health scheduling, charting, and billing.
Mental 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 virtual assistant is often the first voice a prospective client hears, so that first call or message sets the tone for your practice.
Your VA acknowledges what a client is feeling, uses calm and respectful language, and never gives clinical advice. If a message sounds urgent, they follow your escalation protocol and pass it to you right away.
They also confirm appointments, triage patient messages, verify insurance, update records, and prepare billing documentation in secure, HIPAA-compliant systems.
By offloading time-consuming administrative work, your practice gains the freedom to focus on patient care, expand services, and improve long-term sustainability.
Respond to inquiries and collect intake forms so first sessions start on time.
Schedule, reschedule, and recover no-shows to keep your calendar full.
Verify coverage and secure pre-authorizations before each visit.
Submit claims and track payments directly in your EHR.
Send calls, texts, or portal messages that confirm sessions and reduce no-shows and late cancellations.
Format progress notes from recordings for faster charting.
Sort emails and craft quick replies to common patient questions.
Issue invoices and update aging reports to speed up cash flow.
Draft social posts or newsletters that keep patients engaged between visits.
Prepare virtual session links, troubleshoot access issues, and ensure documentation is completed post-visit.
Assist with updating care plans, follow-ups, and progress summaries inside your EHR.
Manage inbound and outbound referrals with other providers while keeping records accurate and up to date.
Match new inquiries to the right clinician by specialty, insurance, license state, and availability, then book the first session.
Reach out after missed or canceled sessions, rebook lapsed clients, and flag drop-off risk to the clinician.
Bill TMS, Ketamine, and Spravato with payer-specific coding and authorization support.
Reduce administrative workload so providers can focus fully on therapy and treatment.
Get reliable, HIPAA-aware support without the expense of full-time, in-office staff.
Timely reminders, day-before confirmations, and quick rebooking cut missed sessions. Warm follow-up after a cancellation keeps clients in care.
Ataraxis Management 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 Management 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 Management virtual assistants are willing (and happy) to work in your time zone, making collaboration seamless.
All Ataraxis Management VAs are college educated and have specialized experience in various fields, so you can trust them to hit the ground running.
Hiring through Ataraxis Management gives you access to ongoing support. If your team of virtual assistants needs adjustments, Ataraxis Management 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 Management 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 business owners 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 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 virtual assistant through Ataraxis Management, 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.
We recruit people already fluent in leading therapy platforms. During onboarding they receive limited-privilege logins and complete sandbox tasks to prove they can navigate your exact workflow.
Mental Health Virtual Assistants send automated texts and emails, confirm attendance the day before, and offer telehealth links when patients cannot come in, helping to lower no-show rates.
They collect basic details, follow your scripted protocol, and immediately pass urgent cases to you or the on-call clinician. They never give clinical advice.
Whether you are a solo therapist managing your own schedule, a psychiatric NP running a growing panel, or an administrator overseeing a multi-provider mental health clinic, administrative overhead is solvable. Ataraxis Management places full-time, HIPAA-trained virtual assistants who know how mental health practices operate, starting in two weeks or less.
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