With a TMS virtual medical assistant — dedicated, bilingual, and ready in 14 days
With a TMS virtual medical assistant, your physicians stop drowning in paperwork and start spending more time with patients. Every TMS virtual medical assistant is specialty-trained, HIPAA-certified, fully dedicated to your practice, and there when you need them — done virtually, with real human care.
Are these challenges holding your practice back?
Before hiring in-house, consider what administrative overload is really costing your practice.
Physicians buried in paperwork
The average physician spends 15.6 hours per week on documentation and admin tasks — nearly two full working days. That is time stolen from patients, revenue, and recovery.
High turnover and constant retraining
In-house admin staff turn over at 25–35% annually in healthcare. Every departure costs $15,000–$40,000 in recruiting, onboarding, and productivity loss.
Prior authorization bottlenecks
Physicians spend an average of 4.6 hours per week on prior authorization alone. Without a dedicated specialist, denials pile up and patient care is delayed.
Staffing costs eating your margins
A full-time medical admin costs $45,000–$65,000 in salary alone, before benefits, PTO, payroll taxes, and overhead. It is the largest controllable cost in most practices.
Everything your TMS virtual medical assistant handles for you
With a TMS virtual medical assistant, every non-clinical administrative task is handled inside your own EHR, following your specific protocols from day one.
Appointment scheduling and real-time management
With a TMS virtual medical assistant, your calendar is fully managed — bookings, cancellations, reschedules, reminders, and multi-provider coordination. Your patient's follow-up appointment is scheduled before they leave the exam room. No need to stop at the front desk on the way out.
Real-time EHR documentation and medical scribing
With a TMS virtual medical assistant in the room during the visit, HPI, ROS, physical exam, assessment, and plan are documented in real time inside your EHR template. By the time the patient leaves, the physician's note is complete. No charting after hours.
End-to-end prior authorization management
With a TMS virtual medical assistant, prior auth requests are submitted, tracked, and followed up across all major payers. Authorization status is monitored, missed timelines escalated, and outcomes documented — reducing average processing time from days to hours.
Patient follow-up calls
With a TMS virtual medical assistant, post-visit follow-up, chronic care outreach, lab result notifications, and refill reminders are handled with bilingual care — improving adherence and satisfaction scores for your entire patient population.
Referral coordination
With a TMS virtual medical assistant, referral packets are prepared, specialist offices contacted, insurance participation verified, consultations scheduled, and completion tracked. Referral leakage eliminated.
Lab and imaging result coordination
With a TMS virtual medical assistant, incoming results are monitored, abnormal values flagged for physician review, patients notified of normal results, and all communications documented in the EHR with a complete audit trail.
Prescription refill coordination
With a TMS virtual medical assistant, refill requests from pharmacies and patients are processed and routed for physician approval, then documented in the EHR. Controlled substance refills are flagged for direct physician review per DEA guidelines.
Chronic care management (CCM)
With a TMS virtual medical assistant, Medicare patients with two or more chronic conditions receive proactive monthly outreach, care plan documentation, and billable CCM encounter tracking — fully compliant.
Inbox and message management
With a TMS virtual medical assistant triaging your provider inbox, routine messages are handled or drafted for review and urgent items flagged immediately per your escalation protocol. Inbox zero is achievable.
Care gap outreach
With a TMS virtual medical assistant, patients overdue for preventive services, screenings, and annual wellness visits are identified and contacted proactively — driving HEDIS scores, RAF capture, and value-based care performance.
Insurance eligibility verification
With a TMS virtual medical assistant, real-time verification runs before every appointment — active coverage, copay amounts, deductible status, referral requirements. Coverage-related claim denials eliminated at the source.
Performance reporting
With a TMS virtual medical assistant, daily, weekly, or monthly dashboards cover task completion, response times, patient contact outcomes, and referral tracking. Full transparency into your virtual medical assistant activity at all times.
TMS virtual medical assistants trained across 12+ specialties
We match you with a TMS virtual medical assistant who understands your specialty workflows, EHR templates, and documentation requirements from day one.
Don’t see your specialty? Contact us — we cover virtually every specialty and sub-specialty.
Go live in 14 days — not 14 weeks
Our proven onboarding process gets your TMS virtual medical assistant productive in under two weeks with zero disruption to existing workflows.
Needs Assessment
A structured workflow discovery session with your practice manager and lead physician. We map every administrative task and identify the highest-value assignments for your specific situation.
Matching & Selection
We present two or three matched Virtual Medical Assistant candidates based on your specialty, language requirements, and workflow style. You interview and choose — no assignments without your approval.
EHR Access & Training
We set up secure, role-based EHR access, document your practice-specific protocols, and train your Virtual Medical Assistant on your workflows, templates, and documentation standards.
Go Live & Optimise
A brief parallel period before full handover. Our Client Success team monitors performance weekly during the first 60 days and implements adjustments in real time.
What makes TMS virtual medical assistants different
Not all providers are equal. Here is what distinguishes TMS from generic staffing agencies and offshore call centers.
Fully dedicated — never shared
Your TMS virtual medical assistant works exclusively for your practice. Not juggling six clients simultaneously like shared pools. Dedicated means dedicated — they know your patients, providers, and protocols.
HIPAA-certified with BAA
Every TMS virtual medical assistant holds annual HIPAA certification. We sign a Business Associate Agreement before day one. End-to-end encryption, MFA, and full audit logging are standard.
Works inside your own EHR
Your TMS virtual medical assistant accesses your existing EHR with role-based credentials. Epic, athenahealth, eClinicalWorks, NextGen, Kareo — all major platforms supported. Everything stays in your chart.
Bilingual English and Spanish
All TMS virtual medical assistants communicate fluently in English and Spanish — eliminating the service gap that many practices cannot fill with in-house staff or interpreter services.
Zero turnover risk for you
If your TMS virtual medical assistant leaves, we replace them within five business days at no additional cost. All transition costs and retraining are on us — not you. No empty seats, ever.
Transparent performance reporting
Weekly dashboards and monthly review calls with your client success manager. Full visibility — no surprises, no black boxes, just data you can act on.
Value-based risk coders on demand
TMS has specialists who understand risk scores, HCC coding, and managed care performance. Inquire about our value-based care coding services to capture every RAF point your practice is entitled to.
Cardiology Group Recovers 6 Hours Per Physician Per Week
A mid-size cardiology group of 8 physicians was spending 28+ hours per week collectively on documentation, prior authorizations, and patient follow-up calls. Staff turnover was at 38% annually with three unfilled admin positions.
“Our physicians had almost given up on ever having a clean inbox. Three months in with TMS, they’re leaving on time and the documentation backlog is gone. The return on investment was visible in the first 30 days.” — Practice Administrator, Midwest Cardiology Group
The TMS Solution
- 3 dedicated Virtual Medical Assistants (1 per 2–3 physicians)
- Real-time scribing via audio recording in Epic
- Dedicated prior auth specialist for cardiac imaging
- Daily patient follow-up calls in English and Spanish
- Weekly performance dashboard to practice administrator
- Replacement provided in 4 days when one departed
Virtual medical staff for every function
One TMS virtual medical assistant or a full virtual team — we scale to match your needs without the overhead of traditional employment.
The benefits practices see within 90 days
35% More Clinical Time
Physicians average 35% more time with patients within 60 days of Virtual Medical Assistant deployment — the single most reported benefit by TMS clients.
40% Lower Admin Cost
Replace or supplement in-house admin staff at 40–60% of equivalent cost — higher consistency, no turnover risk, no benefits overhead.
94% Prior Auth Approval Rate
Dedicated specialists achieve 94% first-submission approval rates — compared to 78% national average when handled by generalist staff.
Higher Patient Satisfaction
Faster callbacks, proactive follow-up, and bilingual communication drive a 22% average improvement in patient-reported responsiveness within 90 days.
Physician Burnout Prevention
When physicians stop battling documentation and inbox management every evening, retention improves. Measurable burnout reduction reported within the first 90 days.
Scalable Without HR Complexity
Add a second or third Virtual Medical Assistant in days. Scale down without layoffs. TMS handles all employment administration so you can grow or adjust as volume changes.
What our healthcare clients say
“We deployed two Virtual Medical Assistants for our orthopaedic group. Scribing quality was exceptional from week one — my physicians are finishing notes before leaving the building for the first time in years. Return on investment was obvious within 45 days.”
“The bilingual capability was the deciding factor. We have a 60% Spanish-speaking patient population and TMS Virtual Medical Assistants communicate fluently without a separate interpreter line. Prior auth turnaround is now under 24 hours for most requests.”
“Two years in, our Virtual Medical Assistant knows our patients as well as our in-house staff — sometimes better. TMS walked us through every security measure in detail and signed our BAA without hesitation. Worth every penny.”
Additional services that work alongside your TMS virtual medical assistant
Many clients combine TMS virtual medical assistant services with these solutions for a complete virtual front-office stack.
Virtual Check-In / Check-Out
Bilingual virtual agents manage patient arrival and departure — insurance verification, intake forms, copay collection, and post-visit scheduling.
Learn moreVirtual Receptionist Services
After-hours and overflow call answering, appointment scheduling, and patient message-taking — ensuring no patient call is ever missed.
Learn moreRevenue Cycle Management
Pair your Virtual Medical Assistant with dedicated billers and coders for a fully integrated front-to-back revenue cycle — from eligibility through denial management.
Learn moreMedicare Risk Adjustment
Your Virtual Medical Assistant handles care gap outreach while our HCC coding specialists capture every RAF score point your practice is entitled to.
Learn moreFrequently asked questions
A TMS virtual medical assistant handles every non-clinical administrative task: appointment scheduling, real-time EHR documentation and scribing, end-to-end prior authorization management, patient follow-up calls, referral coordination, lab result coordination, prescription refill processing, inbox management, and insurance eligibility verification.
What a TMS virtual medical assistant cannot do: provide clinical advice, diagnose or treat patients, or make clinical decisions. All clinical functions remain with your licensed providers. The boundary is strictly administrative — this keeps the role compliant with scope-of-practice regulations while delivering maximum administrative value.
No — and this is intentional. TMS virtual medical assistants are trained administrative professionals, not licensed clinicians. They hold HIPAA certification and receive specialty-specific EHR training, but they handle administrative tasks only. This is the same model used by in-house medical assistants at most physician practices.
All clinical decisions remain the exclusive responsibility of your licensed providers. TMS virtual medical assistants replace and augment your administrative workforce — they do not replace clinical staff.
TMS virtual medical assistants access your EHR through role-based credentials you create and control within your existing system. We work with your IT team to establish the correct permission level. Your virtual medical assistant accesses only what their role requires — not the entire system.
All TMS workstations run managed endpoint security including AES-256 encryption, TLS 1.2+ transmission security, multi-factor authentication, and full audit logging. If you terminate the relationship, you deactivate the credentials. No data is retained on TMS systems after termination. We sign a BAA before any PHI is accessed.
Yes — real-time scribing is one of the highest-value functions. Your TMS virtual medical assistant joins the encounter via an approved video or audio channel and documents in your EHR template in real time. The physician reviews and attests the note — reducing attestation time from 15 to 25 minutes per note down to three to five minutes.
For asynchronous scribing, the physician records the encounter and the virtual medical assistant drafts the note within a defined turnaround — typically two to four hours. The physician reviews and attests before the note is finalized. Both models are fully compliant and supported by TMS.
TMS covers all planned and unplanned absences at no additional cost. For planned absences, we arrange coverage in advance. For unexpected absences, a backup virtual medical assistant familiar with your workflows is available within the same business day for urgent tasks.
If your dedicated virtual medical assistant leaves TMS entirely, we initiate a replacement process immediately and typically provide a matched replacement within three to five business days. The replacement is onboarded with your specific protocols before your previous virtual medical assistant departs. This is included in your service agreement at no additional charge.
Get a better virtual team at 1/3 of the cost
Join 200+ healthcare organizations that have reduced administrative burden and given their physicians more time with patients. With a TMS virtual medical assistant, you get full-time dedicated support — for a fraction of what in-house staff costs. Your first virtual medical assistant can be live in 14 days.