Every private practice owner knows the struggle: your patient load is growing, but so are the administrative headaches. From scheduling and billing to insurance authorizations and follow-ups, the work piles up fast.

Hiring a virtual assistant (VA) is the obvious solution but here’s the catch: not all VA packages are created equal. Some agencies offer basic admin support, while others specialize in healthcare and HIPAA compliance. Choosing the wrong one could leave your clinic paying for services you don’t need or worse, missing critical compliance requirements.

In this blog, we’ll break down how to evaluate virtual assistant packages, what to expect from different tiers of virtual administrative services, and how to choose the right option for your private practice.

Why VA Packages Matter for Private Practices

The “one size fits all” approach doesn’t work for clinics. A busy physical therapy practice with 5 providers has different needs than a solo speech therapist. That’s why agencies bundle services into VA packages so you can pick the level of support that fits your workload and budget.

💡 The right package saves you money, increases efficiency, and ensures compliance while the wrong one can waste both time and resources.

What’s Included in Virtual Assistant Packages?

While packages vary by agency, most fall into three tiers:

1. Basic Package (Entry-Level Virtual Administrative Services)

Best for: Solo providers or small practices just starting with a VA.

Includes:

Call handling & appointment scheduling
Email and calendar management
Data entry into EMR/EHR
Patient reminders (SMS, email, phone)

2. Standard Package (Most Common for Clinics)

Best for: Mid-sized practices with heavy admin burdens.

Includes everything in the basic tier, plus:

Insurance verification & prior authorizations
Medical billing support & claims follow-up
Patient intake management
Care coordination & follow-up surveys

3. Premium Package (Full-Service Virtual Administrative Services)

Best for: Growing clinics with multiple providers or locations.

Includes everything in the standard tier, plus:

Dedicated billing specialist
Marketing support (social media, newsletters, reputation management)
Executive admin for clinic owners
Reporting & analytics (revenue, cancellations, attendance)

How to Evaluate Virtual Assistant Packages

When comparing VA packages, consider these factors:

Healthcare focus – Does the package include medical-specific admin services or just generic tasks?
HIPAA compliance – Are VAs trained in handling patient health information securely?
Flexibility – Can you scale up or down as your clinic grows?
Replacement guarantee – What happens if your VA isn’t the right fit?
Cost-effectiveness – Does the package eliminate the need for multiple in-house hires?

👉 Don’t just look at price; evaluate value. A slightly more expensive package that covers insurance and billing may save you thousands in denied claims.

Red Flags When Reviewing VA Packages

Not every package is created equal. Be cautious of:

No mention of HIPAA training – risky for healthcare.
Overly generic services – “all-purpose” VAs with no medical experience.
Hidden fees – unclear pricing structures or extra costs for “add-ons.”
No replacement guarantee – what if the VA isn’t a good match?

How to Choose the Right Package for Your Practice

Solo provider: Start with a Basic Package to cover calls, scheduling, and reminders.
Mid-sized practice (3–5 providers): A Standard Package is usually best, insurance, billing, and admin support all in one.
Growing clinic or multi-location: Opt for a Premium Package with billing specialists, marketing help, and executive admin support.

💡 Think of VA packages as building blocks. Start small, then scale as your needs grow.

Packages Built for Private Practices

Not all virtual assistant services are created equal. The key is choosing virtual assistant packages designed for private practices, with HIPAA-trained staff who understand the unique workflows of PT, OT, speech, and chiropractic clinics.

By investing in the right level of virtual administrative services, you’ll save money, reduce burnout, and deliver better care to your patients.

Ready to find the perfect package for your clinic?

Book a Free Consultation today and explore how our Virtual Assistant Packages can save your practice $20,000 annually per hire while streamlining operations.

Virtual Assistant Packages: How to Choose the Right One for Your Practice