Virtual Assistant Services for Your Medical Practice
Running a busy medical practice requires balancing patient care, administration, Medicare requirements, and staff management. Without the right support, the workload can overwhelm your team and impact the patient experience.
At Everest Practice Management, our Virtual Assistant services are designed to relieve that pressure, improve efficiency, and help your clinic grow all while saving you time and money.
A dedicated Medical Virtual Assistant acts as an extension of your onsite team, seamlessly handling the daily administrative tasks that keep your practice running.
From managing patient bookings to following up on results, our virtual team allows your reception and clinical staff to focus on what truly matters: delivering exceptional patient care.
Our Virtual Assistants can take on a wide range of essential administration and practice management tasks, including:
Managing Doctors calendars
Scheduling appointments and coordinating team meetings
Answering phones and providing telephone answering services
Notifying patients on appointment wait times
Actioning post-consultation follow-up tasks
Pathology & radiology results follow up
Managing email inboxes and responding to enquiries
Managing e-fax communication
Allocating scanned documents and handling patient records
Processing medical history transfer requests
Checking patient eligibility and reactivating patient records
Preparing reports and assisting with day-to-day admin
Managing repeat scripts requests
Following up on routine checks and child immunisation.
By delegating these tasks to a dedicated Medical Virtual Assistant, your clinic can maintain smooth operations, enhance staff efficiency, and improve patient satisfaction without increasing your onsite headcount.
Save 40% Compared to the Minimum Wage in Australia
Hiring local staff comes with high costs, including wages, superannuation, leave entitlements, and recruitment expenses. Our Virtual Assistant services provide a cost-effective solution, saving your practice up to 40% compared to the minimum wage in Australia.
With Everest Practice Management, you also avoid the time-consuming tasks of:
Recruiting and interviewing staff
Training new employees from scratch
Handling HR and payroll
40%
Customer Saved Wage
Instead, we supply trained, healthcare-experienced virtual staff who integrate into your workflow from day one.
This allows you to focus on growing your medical practice and spending more time on patient care — or even regaining time for yourself.
Data Security and Compliance
You Can Trust
We understand the importance of maintaining patient confidentiality in the Australian healthcare sector. Our Virtual Assistants work on managed devices with:
Remote monitoring and firewall protection
Microsoft Defender and application whitelisting
USB blocking and endpoint encryption
PC lockdown controls and web filtering
This ensures all patient information is protected, meeting your privacy and compliance obligations under Australian healthcare standards.
Ad Hoc Virtual Assistant Support
Unexpected staff absences, sick leave, or resignations can disrupt your day. Our ad hoc virtual receptionist support ensures your practice never misses a beat.
How it works:
- We train a secondary Virtual Assistant to learn your systems and workflows.
- They remain on standby to cover short-notice leave or peak periods.
- When required, they can immediately step in to answer calls, manage bookings, and support your patients — without downtime or retraining.
This proactive approach keeps your practice running smoothly, maintains patient satisfaction, and prevents onsite staff from becoming overwhelmed.
Dedicated Virtual Staff for Your Clinic
When you partner with Everest Practice Management, you gain full control over your dedicated Medical Virtual Assistant, including:
- Customised work schedules to suit your clinic hours
- Flexibility to choose shifts that align with patient demand
- A consistent virtual team member who becomes familiar with your practice processes
By integrating virtual staff into your practice, we help you build a hybrid team that enhances efficiency and reduces stress for your onsite staff.
Boost Efficiency and Improve Patient Experience
Administrative overload can lead to staff burnout, delayed responses, and missed opportunities for patient engagement. By delegating these duties to a Virtual Assistant, your clinic benefits from:
- Faster response times to calls and emails
- Reduced wait times and improved booking processes
- A calmer, more organised environment for your onsite team
- Greater staff satisfaction and retention
- A better overall patient experience
Our virtual receptionists are experienced in Australian practice management systems, including Best Practice, MedicalDirector, Zedmed, Genie, Cliniko, Halaxy, and more. They manage tasks directly within your systems, ensuring seamless workflows and complete continuity for your clinic.
Hybrid Practice Management Made Simple
Introducing a Virtual Assistant into your practice doesn’t need to be complicated. Our team provides end-to-end onboarding, system training, and ongoing support to make the transition effortless.
- Consultation & Planning – We learn about your clinic, workflows, and support requirements.
- Staff Matching – We recruit and assign the ideal dedicated Medical Virtual Assistant for your practice.
- Onboarding & Integration – We train your VA on your practice management system and protocols.
- Ongoing Support – We monitor performance, offer ad hoc coverage, and provide regular updates to keep operations seamless.
With a hybrid model in place, your medical practice can focus on growth and patient care, knowing that every administrative detail is covered.
Our mission is to help Australian clinics reduce the admin burden, improve patient satisfaction, and save on staffing costs.
With the support from the experience team at Everest Practice Management, you gain:
A dedicated Medical Virtual Assistant to support your practice
Monitoring and support by our team leaders to ensure high quality service
Ad hoc and reliable support to ensure you are covered in every scenario
A cost-effective solution
saving up to 40% on wages
Seamless integration with your practice management system
Hybrid practice management doesn’t have to be complicated. With Everest Practice Management as your partner,
you can streamline operations, protect staff well-being, and deliver a higher level of care to every patient.
Book your free consultation today and discover how our Virtual Assistant services can transform your medical practice.
Appointment Confirmations
We will help you decrease your cancellation rates by setting up a follow up system by SMS and phone calls to ensure patients attend their booked appt and minimize their time in the practice waiting room.
Referral Management Service
Your Virtual Medical Receptionist will ensure that all referrals are received beforehand and entered into your practice system to relieve the onsite staff from this task and save you even more time and money.
Call Answering
Calls answered by dedicated and experienced medical receptionists, able to respond to queries or forward accordingly depending on the request or query received.
Calendar/Diary Management
Your specialist practice receptionist will ensure patients access emergency appts wand understand the importance of making sure no empty appt spot is wasted to maximise income and efficiency for the Doctors and practice.
Theatre Booking and Liaison
Once a patient is booked in for a medical procedure, we will organize all the paperwork required by the patient, Doctor and the hospital help with insurance and coordinate with the respective anaesthetist or other practitioners
Test Result Follow Up Service
We will not only follow up to ensure all pathology results are entered into your Practice Software before an appointment, but we will also ensure that all patients are booked in for an appointment once the results are received.
Insurance Benefits Verification
We can verify insurance claims and receive prior authorization to reduce the burden for both the patient and the onsite staff having to wait on long calls to for approval.
Reactivation Continuing Care
We ensure all your registered practice patients are followed up both electronically and over the phone for their regular vaccination and scripts renewals appointments.
Seamless Use of Your Practice Management System
Our team is highly experienced in working with leading
practice management systems used by Australian clinics, including:
