Our Virtual Assistants FAQs Australia page provides clear answers to the most common questions about healthcare administration support, onboarding, pricing, and daily workflows. If you are considering virtual support for your medical practice, this section explains how our services integrate within Australian healthcare environments.
Our virtual medical receptionists help reduce administrative burdens, support your on-site staff, improve patient communication, and optimise scheduling. By outsourcing to our trained professionals, your practice can save time, reduce costs, and focus on delivering high-quality patient care while maintaining operational efficiency, consistency, and a seamless patient experience every day.
A virtual medical receptionist is a remote professional who handles administrative tasks for medical practices, such as appointment scheduling, patient inquiries, and billing support. They perform the same duties as an in-office receptionist but work remotely, using phone systems, scheduling software, and electronic medical records (EMR) to manage patient interactions efficiently.
A Virtual Secretary can manage a variety of administrative responsibilities, including:
Answering phone calls/emails and handling patient inquiries
Scheduling, rescheduling, and confirming appointments
Managing electronic medical records (EMR) and updating patient information
Verifying insurance eligibility and processing pre-authorisations
Handling billing inquiries and issuing receipts
Sending appointment reminders via calls, SMS, or email
Assisting with pathology results follow-up and patient reactivations
A wide range of medical and healthcare practices benefit from VMR services, including:
Specialists
General Practitioners (GP’s)
Dental & Orthodontic practices
Chiropractic & Physical Therapy Clinics
Physiotherapists, Podiatrists and Occupational Therapists
Mental Health & Psychology Practices
Dermatology, Ophthalmology, and Specialty Clinics
Tele-health Providers
In a number of different ways.
• Cost-effective — Reduces overhead costs compared to hiring an in-house receptionist
• Scalability — Adjusts support levels based on patient volume
• Efficiency — Minimises wait times and enhances patient experience
• 24/7 Availability — Some services offer after-hours and weekend support
• Reduces Workload — Allows onsite staff to focus on patient care
Start by booking an initial consultation with our team. We’ll assess your medical practice’s specific needs, review your current workflows and systems, and then recommend a tailored solution. From there, we’ll guide you step-by-step through the onboarding process to ensure a smooth and seamless setup of our virtual receptionist services and integration with your onsite staff.
We make onboarding easy with a clear, step-by-step process:
Carefully recruiting and selecting the right Virtual Assistant for your practice
Setting up and integrating your EMR and phone systems
Creating a tailored Practice Manual based on your operations
Training staff on your preferred workflows and procedures
Ensuring a smooth transition to fully supporting your practice
Onboarding usually takes between 2 to 4 weeks, depending on the complexity of your practice and the services you need. We work to ensure minimal disruption to your daily operations, and you’ll have a dedicated Sydney-based Onboarding Team Leader to guide you through each step of the process.
Everest Practice Management equips staff with secure, managed devices that support communication via video, voice, and messaging through platforms like Microsoft Teams, Google, WhatsApp, Zoom, and more. As part of our service, we help set up and integrate these communication tools to ensure smooth, ongoing collaboration with your practice.
Yes! We can help arrange accommodation in the Philippines if you'd like to visit and connect with your virtual receptionist. Alternatively, we also offer affordable options to fly your virtual assistant to Australia, allowing them to meet your onsite team and receive in-person training at your practice for a more personalised and effective onboarding experience.
All work completed by your virtual medical receptionist remains your exclusive property. Everest Practice Management takes strong measures to protect your data and confidentiality. We use secure, managed devices, the latest security technologies, and maintain strict workplace protocols. For added protection, we offer optional VPN-only access — ensuring that your internal internet policies are applied to our workstations and only authorised personnel can access your data.
Our medical virtual receptionists are currently based in the Philippines, with plans to expand to other countries in the future. In Sydney, our senior team operates from our local office, offering expert support and in-depth knowledge in practice management to ensure your healthcare clinic is well-supported.
Over the years we have gained experience in many of the main Practice Management Systems such as Clinic to Cloud, Gentu, Medical Director, Best Practice, Xestro, Medilink, Halaxy, Cliniko, MediRecords and more, and we will provide training to your Medical receptionist to ensure they are fully aware of how to use your system effectively and efficiently.
The hourly rate of a full-time Medical Virtual Receptionist is less than the minimum wage in Australia. The savings for the practice extend also to superannuation, workers compensation costs, real estate space in your practice, HR, equipment, tech support and payroll tax.
There is no minimum or maximum number of Medical receptionists you can hire through Everest Practice Management. We develop partnerships and work with you to determine your exact requirements that will most benefit your practice.
Everest Practice Management equips your virtual receptionist with the latest technology and a professional setup to ensure high performance. Our medical assistants use secure, managed devices with Microsoft Office, fast and reliable internet, and modern equipment — everything needed to support your practice efficiently.
Everest Practice Management ensures your virtual receptionist is set up for success with the right tools, training, and support. We provide guidance on communicating with Australian patients, offer software training, and help them understand the Australian healthcare system. Our goal is to ensure every virtual medical receptionist delivers high-quality patient care that meets your practice’s expectations.
Your patients won’t be able to tell that your virtual receptionist is based out of your office. With crystal-clear call quality and accents comparable to the many Australians from non-English speaking backgrounds, every interaction feels local, professional, and seamless
The Philippines shares the same time zone as Western Australia. Your medical receptionist can work on a flexible schedule that suits you and your business. It is important to remember that the Philippines does not have Daylight Saving Time.
Once onboarding begins, we work efficiently to understand your workflows, systems, and requirements, allowing your virtual receptionist to start supporting your practice as soon as setup and training are complete.
We have processes in place to ensure continuity of service. If your assigned virtual assistant is unavailable, trained backup support can step in to maintain uninterrupted service for your practice.
Absolutely. Our services are flexible and scalable, allowing you to increase or reduce support based on patient demand, staff availability, or changes within your practice, without long-term staffing commitments.
Virtual support is ideal for tasks such as call handling, appointment scheduling, patient follow-ups, inbox management, data entry, billing inquiries, and general practice administration that does not require on-site presence.
Yes. Our virtual assistants are designed to work alongside your existing reception and admin staff. They integrate into your current workflows, helping manage overflow calls, admin tasks, and peak periods without disrupting your established processes.
Yes. All virtual assistants are trained to support Australian healthcare practices, including patient communication standards, local terminology, appointment workflows, and commonly used practice management systems across Australia.
Everest Practice Management offers flexible arrangements. Contract terms are discussed during onboarding to suit your practice needs, allowing you to plan support without unnecessary long-term commitments.
We operate under strict confidentiality protocols. Virtual assistants work on secure systems, follow privacy procedures, and are trained to handle sensitive patient information professionally and responsibly.
Yes. Virtual reception services can be structured to support after-hours coverage or manage overflow calls during peak times, ensuring patients are always answered professionally.
Your support model can be reviewed and adjusted as your practice evolves. Everest Practice Management works with you to realign services as workflows, staffing, or patient demand changes.
Yes. Reporting can be provided on call volumes, appointment handling, and administrative tasks, giving you clear visibility into performance and workload support.
Get in touch with our team who will be happy to assist you.
