Best Virtual Assistant Agencies for Private Practices in 2025
Running a private practice in today’s healthcare landscape isn’t easy. Staffing shortages, rising costs, and mounting administrative work are burning out clinic owners.
In fact, a recent Medscape survey found that nearly 50% of healthcare professionals report burnout, with administrative tasks being one of the top contributors. When you’re spending more time on scheduling, billing, and paperwork than on patient care, your practice suffers and so does your bottom line.
That’s where Virtual Assistants (VAs) come in. By outsourcing routine but critical tasks to a HIPAA-trained virtual assistant, private practice owners can reclaim 40+ hours a week, save tens of thousands annually, and ensure their focus stays where it matters most: on patient care and business growth.
In this guide, we’ll compare the best virtual assistant agencies for private practices in 2025, breaking down their strengths, healthcare focus, and what makes each a potential fit for your clinic.
Frequently Asked Questions
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Private practice owners face unique challenges that make VA support not just convenient, but essential:
Burnout & turnover: Finding and keeping reliable admin staff is harder than ever.
Rising payroll costs: Hiring in-house staff can cost upwards of $40k–$60k annually, plus benefits.
Patient satisfaction: Long hold times, billing delays, and missed insurance verifications frustrate patients.
Virtual assistants solve these problems by:
Cutting staffing costs by $20,000 or more per year compared to local hires.
Providing HIPAA-trained professionals familiar with healthcare workflows.
Taking over scheduling, billing, prior authorizations, patient follow-ups, and more.
For private practice owners, choosing the right VA agency means balancing cost, compliance, and specialization.
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Before we dive into the top agencies, here’s what you should look for:
Healthcare specialization – Does the agency provide VAs trained in medical admin, billing, or EMR systems?
HIPAA compliance – Are their VAs trained and certified to handle patient health data securely?
Replacement guarantee – Will they replace your VA quickly if the fit isn’t right?
Cost transparency – Is pricing straightforward and cost-effective?
Scalability – Can they support you as your clinic grows or expands to multiple locations?
Best Virtual Assistant Agencies for Private Practices in 2025
Below is a breakdown of the top agencies offering virtual assistant services, with insights into their specialties and suitability for healthcare clinics.
1. Virtual Rockstar (Recommended)
Focus: Filipino HIPAA-trained VAs dedicated to private practice clinics in the USA.
Strengths:
Specializes in healthcare admin, billing, scheduling, insurance verification.
Cost savings of $20,000 annually per hire.
Hand-matched assistants for long-term fit.
Guaranteed replacements, if your VA isn’t the right fit.
💡 Best for clinic owners who want specialized, reliable, and cost-effective support.
See Pricing | Book a Free Consultation
2. Hello Rache
Focus: 100% healthcare VAs, primarily scribes and medical admin support.
Strengths:
All VAs are HIPAA-trained.
Strong presence in medical clinics and dental offices.
Affordable, healthcare-focused pricing.
🌐 hellorache.com
3. My Mountain Mover
Focus: Premium healthcare staffing.
Strengths:
Long-term matching with highly skilled healthcare VAs.
Focused on medical admin, billing, and clinical support.
Higher-end pricing, but strong vetting process.
🌐 mymountainmover.com
4. Virtudesk
Focus: Mixed industries (real estate, business, healthcare).
Strengths:
Broad service range beyond healthcare.
Affordable pricing tiers.
Not exclusively healthcare-focused, so training may vary.
🌐 myvirtudesk.com
5. Wing Assistant
Focus: Startups and small businesses, including some healthcare practices.
Strengths:
Offers dedicated assistants in multiple fields.
Affordable entry pricing.
Not healthcare-exclusive; HIPAA training not standard.
🌐 wingassistant.com
6. Time Etc
Focus: General VA services.
Strengths:
Longstanding reputation in the VA industry.
More generalist admin support (not healthcare-specific).
Best for non-medical tasks like email management or scheduling.
🌐 timeetc.com
7. Stealth Agents
Focus: Flexible VA services across industries.
Strengths:
Affordable options for startups and SMBs.
Not healthcare-specialized, but adaptable.
Budget-friendly for light admin support.
🌐 stealthagents.com
8. MyOutDesk
Focus: Enterprise-level outsourcing, traditionally real estate-heavy.
Strengths:
Large-scale VA staffing.
Some offerings for healthcare, but not primary focus.
Better suited for non-clinical roles.
🌐 myoutdesk.com
9. Boldly
Focus: Premium subscription staffing.
Strengths:
US/Europe-based assistants.
Highly professional but very expensive.
Not specialized in healthcare.
🌐 boldly.com
10. BELAY Solutions
Focus: US-based general and executive assistants.
Strengths:
Premium service with professional VAs.
Not healthcare-specific, higher cost.
More suited for executives than clinics.
🌐 belaysolutions.com
11. SnapScale
Focus: Healthcare-focused VA services.
Strengths:
HIPAA-trained assistants for clinics and private practices.
Offers scalable teams for billing, admin, and scheduling.
Competitive pricing with compliance built-in.
🌐 snapscale.com
Not all virtual assistant agencies are created equal especially when it comes to supporting healthcare private practices. While many agencies excel at general admin tasks, very few specialize in the unique compliance, workflows, and demands of medical clinics.
If you want to ensure HIPAA compliance, patient data security, and seamless integration into your EMR and billing systems, you need more than just a VA. You need a healthcare-focused partner.
That’s exactly why Virtual Rockstar exists. Our Filipino, HIPAA-trained VAs are hand-picked to match your clinic’s needs, helping you reclaim your time, reduce costs, and scale with confidence.
Ready to free up 40+ hours a week in your practice?
Book a Free Consultation today and see how a Rockstar VA can help your clinic save $20,000 annually per hire.
