Healthcare professionals today face numerous challenges as they balance patient care with a multitude of administrative tasks, including paperwork, billing complexities, scheduling, and compliance documentation. This increasing administrative burden not only impacts operational efficiency but also contributes to burnout and reduces the time spent with patients. That's where a Healthcare Assistant from Wing can help.
A recent study revealed that virtual assistants decreased wait times and enhanced patient satisfaction scores in outpatient settings.
These trained, HIPAA-compliant virtual professionals handle essential but repetitive administrative tasks, allowing you to focus on what you do best, caring for people. In this guide, we will outline how to effectively onboard, manage, and fully utilize a Healthcare Assistant from Wing to help your practice thrive.
What Is a Healthcare Assistant from Wing?
A Healthcare Assistant from Wing is a remote, professionally trained virtual assistant who supports healthcare providers and practices with a variety of non-clinical administrative tasks. These assistants specialize in areas like:
- Appointment scheduling and calendar management
- Patient communication and follow-ups
- EMR/EHR data entry
- Medical billing and insurance verification
- Referral coordination and transcription
Wing’s healthcare assistants are HIPAA-trained, work in your time zone, and can be assigned full-time or part-time, depending on your practice needs.
Learn more about what’s included here: Wing Healthcare Virtual Assistant
Why Healthcare Providers Are Turning to Virtual Assistants
The healthcare industry is under pressure. According to a study by the American Medical Association, physicians now spend nearly two hours on administrative tasks for every hour of direct patient care. This imbalance leads to stress, inefficiencies, and missed revenue opportunities.
Several key factors make Wing’s healthcare VAs an ideal solution:
Cost Efficiency
Hiring a full-time, in-office assistant can cost $3,000–$4,500/month. With Wing, a full-time healthcare assistant costs just $1,799/month, saving up to 60% on overhead—without compromising on quality.
Reduced Burnout
A study published in Mayo Clinic Proceedings found that reducing clerical burden directly lowers physician burnout. Offloading administrative work to a remote assistant gives providers more time to rest, recover, and reconnect with their purpose.
Scalability
Virtual assistants allow you to grow your operations without increasing physical space or HR overhead. As your practice expands, you can simply scale your Wing team.
Consistency and Accuracy
Mistakes in billing, patient communications, or EMR data can cost money and damage trust. Wing assistants are trained in healthcare-specific workflows and tools, and supervised by a Customer Success Manager.
What Your Healthcare Assistant from Wing Can Handle
A Wing healthcare assistant can significantly enhance and streamline various aspects of your administrative workflow. By integrating into your daily operations, they provide valuable support in numerous areas, ensuring that healthcare providers can focus more on patient care rather than administrative burdens.
Here are some of the most common and impactful use cases:
1. Appointment Scheduling & Calendar Management
Assistants handle real-time booking, rescheduling, reminders, cancellations, and telehealth logistics using your preferred system (e.g., Zocdoc, Kareo, SimplePractice, or Calendly). They can even manage waitlists and automate appointment confirmations.
2. EMR/EHR Data Entry
Wing assistants are trained to input accurate patient data into systems like Epic, Cerner, eClinicalWorks, and more. They help with charting, template completion, and reconciling notes after telehealth or in-person visits.
3. Medical Billing & Insurance Processing
Tasks include verifying coverage, submitting claims, managing denials, and following up on unpaid invoices. They’re familiar with ICD-10/CPT coding and payer-specific guidelines.
Learn more about Wing’s medical billing VA service
4. Patient Communication
Your assistant can send appointment reminders, follow up on lab results, handle intake forms, and respond to non-clinical questions—improving engagement and no-show rates.
5. Referral Management
They process referrals to specialists, send and track referral letters, and coordinate third-party documentation.
6. Medical Scribing & Transcription
Wing also offers remote medical scribes who listen in on calls or visits (with consent), take notes, and input them directly into your EMR.
Explore the best remote medical scribe options
Onboarding: How to Set Your Assistant Up for Success
The initial days of working with your Wing assistant are crucial for setting the stage for a productive partnership. This period is an opportunity to establish clear communication and align expectations. Start by sharing important information about your preferences, tasks, and goals. The more context your assistant has, the better they can support you.
Here’s how to get started the right way:
1. Define Clear Responsibilities
List the core tasks your assistant should handle. Prioritize urgent, recurring work—like scheduling or billing before gradually expanding their scope.
2. Grant Secure Access
Give them login access to tools like your EMR system, VoIP software, email inbox, or insurance portals. Wing ensures every assistant uses HIPAA-compliant protocols for secure data handling.
3. Create SOPs (Standard Operating Procedures)
Document step-by-step guides for workflows, like “how to verify insurance,” “how to confirm appointments,” or “how to enter progress notes.”
Tip: Use Wing’s in-app training tool Wink to create visual screen-recorded tutorials.
4. Have a Kickoff Call
Set up an intro call with your assistant and your Wing Customer Success Manager. Discuss preferred tools, hours of coverage, task priorities, and success metrics.
5. Start with Daily Syncs
Check in daily during Week 1. Give clear feedback and gradually introduce more autonomy. Wing recommends tools like Slack, Zoom, and their built-in chat platform for smooth communication.
Best Practices to Maximize Productivity
Maximizing productivity is essential for getting the best return on your investment, whether it's in your personal projects, your team’s performance, or your business operations. By adopting proven best practices, you can streamline your processes, eliminate inefficiencies, and foster an environment that promotes focus and collaboration.
Here are some key strategies to help you reach your productivity goals:
Set Measurable KPIs
Establishing Key Performance Indicators (KPIs) is essential for monitoring progress and ensuring that your team meets specific goals. Some detailed metrics to consider include:
- Appointment Confirmation Rate: Aim for 95% of appointments to be confirmed within 24 hours.
- Billing Error Rate: Strive to maintain a billing error rate of less than 2%. Regularly audit billing practices and provide additional training to staff to minimize mistakes.
- Patient Follow-Up Completion: Use a checklist or automated reminders to track follow-ups, including treatment plans and feedback requests, making sure no patient is left unattended.
Use Project Management Tools
Implement project management software to streamline operations and improve team collaboration. Tools like Trello, ClickUp, or Wing’s built-in task tracker can significantly enhance efficiency:
- Task Assignment: Create clearly defined tasks and assign them to specific team members.
- Deadline Tracking: Utilize calendars and deadlines options within these tools to remind team members of upcoming tasks.
- Recurring Workflows: Set up automated recurring workflows for regular tasks, such as weekly reports or monthly inventory checks.
Automate Where Possible
Incorporate automation into your processes to increase efficiency and reduce the need for manual input. Here are some ways to do this:
- Follow-Up Emails: Develop templates for follow-up emails that can be automated to send out to patients after appointments, consultations, or procedures. Personalize these templates to enhance patient engagement.
- Payment Reminders: This can involve setting up a notification system that alerts patients of upcoming payments via email or SMS, reducing late payments and improving cash flow.
- Intake Form Requests: Automate the distribution of intake forms to new patients. Implement online forms that automatically populate your patient management system, reducing paperwork and enhancing the patient experience.
Maintain Open Communication
Fostering a culture of open communication is vital for team cohesion and operational success. Consider the following steps:
- Weekly Sync Meetings: Schedule weekly meetings to align the team on goals, discuss ongoing projects, and address any challenges.
- Feedback Loops: Establish feedback mechanisms, such as anonymous surveys or regular check-ins, where team members can share insights about processes and suggest improvements.
- Backup Coverage and Additional Assistance: Utilize your Wing dashboard to manage workloads effectively. If a team member is overwhelmed, request backup coverage or additional assistants to ensure that responsibilities are handled without delays.
How Wing Makes It Easy
Wing provides a comprehensive, fully managed solution tailored specifically for the needs of busy healthcare providers. This end-to-end service is designed to streamline operations, allowing healthcare professionals to focus primarily on patient care rather than administrative tasks.
Dedicated Assistant
Your Virtual Assistant (VA) is assigned exclusively to you, which means they are fully focused on your specific needs, preferences, and workflow.
This personalized approach ensures that your VA becomes familiar not just with your daily tasks, but also with your unique business style, communication preferences, and priorities. By having a dedicated assistant, you can expect consistent quality and efficiency in all the support you require.
Supervised and Trained
Every assistant at Wing is carefully overseen by a dedicated manager to ensure high standards of performance and accountability. Additionally, each VA undergoes comprehensive training that includes medical protocols and HIPAA compliance, making them especially suited for any tasks involving sensitive information.
Our team is equipped to work seamlessly across various U.S. time zones, allowing for flexibility and real-time communication. Fluency in English ensures that your VA can communicate effectively, making interactions smooth and productive.
Flat-Rate Pricing
Wing simplifies budgeting with two clear pricing plans designed to fit different levels of support:
- Part-Time Plan: At $1,099 per month, this plan provides you with 80 hours of dedicated assistance. It’s ideal for those who need support for specific projects or ongoing tasks without the commitment of full-time hours.
- Full-Time Plan: For $1,799 per month, you receive 160 hours of service. This plan is perfect for businesses and individuals who require ongoing, daily support and wish to delegate a larger volume of tasks.
Compare all pricing plans.
Wing Workspace App
Maximize the efficiency of your workflow with our Wing Workspace App. This centralized platform allows you to manage tasks, communicate with your assistant, train them, and review their work—all in one place. The app includes essential features such as:
- Chat & File Sharing: Easy communication and sharing of documents, ensuring that you and your VA stay aligned on tasks and projects.
- Task Assignments: Effortlessly assign and track tasks, set deadlines, and monitor progress, enhancing productivity.
- SOP Repository: Access and utilize Standard Operating Procedures (SOPs) directly from the app, ensuring that your VA has reference materials to maintain quality and consistency in their work.
- Wing’s Wink Training Tool: This innovative tool is designed to help onboard your assistant quickly and provide ongoing training as needed, ensuring they are always up to speed with your processes.
- Time Tracking & Reporting: Keep tabs on the hours worked and productivity levels with detailed reporting, giving you peace of mind and insights into how your time and resources are being utilized.
By utilizing these features, you can assure yourself that you have all the tools necessary for an efficient and effective working relationship with your Virtual Assistant.
Success Story with Healthcare Assistant from Wing
Dr. Samantha W., a dedicated family medicine provider based in California, experienced a dramatic transformation in her practice after integrating a Wing assistant into her daily workflow. By delegating key administrative tasks such as calendar management, insurance verification, and claim follow-ups, she managed to reclaim over 20 hours of her week, a precious resource that allowed her to concentrate more on patient care.
Within just one month of this strategic change, the benefits were evident. The practice saw a notable 12% reduction in the claim rejection rate, a significant improvement that not only streamlined revenue flow but also enhanced overall operational efficiency.
Patient communication scores, crucial for assessing patient satisfaction and trust, also saw an upward trend, reflecting the positive impact of her newfound focus on direct patient interactions.
Moreover, Dr. W. was able to increase her patient load, seeing an additional 3 to 4 patients each day without compromising on the quality of care. “We’re working smarter—not harder,” she reflected on the experience.
“Wing has become an integral part of our clinical team, helping us enhance productivity while delivering outstanding care to our patients.” This partnership not only bolstered her practice’s performance but also allowed her to foster stronger relationships with her patients, ensuring they receive the attention and time they deserve.
Conclusion: Ready to Reclaim Your Time?
A Healthcare Assistant from Wing is more than just admin support—it’s a strategic investment in your time, your team, and your patients. From appointment coordination to EMR documentation and billing, your assistant helps streamline daily tasks and ensures nothing falls through the cracks.
Whether you run a solo practice or a large clinic, Wing offers a scalable, secure, and cost-effective solution that’s ready to work when you are.
Book a free consultation here to find your ideal healthcare assistant and start transforming your operations today.
Dianne has extensive experience as a Content Writer, she creates engaging content that captivates readers and ranks well online. She stays on top of industry trends to keep her work fresh and impactful. She has a talent for turning complex ideas into relatable stories. When she’s not writing, you’ll probably find her with a crochet hook in hand or working on a fun craft project. She loves bringing creativity to life, whether it’s through words or handmade creations.
