If you're a busy healthcare provider or practice administrator, you’ve likely felt the strain of balancing quality patient care with administrative overload. Whether it’s missed calls, overworked staff, or rising overhead, many practices are turning to Medical Virtual Assistants (MVAs) as a smarter solution.
But before making a decision, one question always comes up:
"How much does a full-time medical virtual assistant actually cost—and what do I get for that price?"
A recent healthcare leader who met with our team, asked several pointed and insightful questions about cost during her strategy session. In this guide, we’ll walk you through the exact answers she got—so you can confidently determine if a healthcare virtual assistant is the right investment for your practice.
At Global Medical Virtual Assistants (GMVA), we believe in transparent, flat-rate pricing. You don’t have to guess what you’re paying—or worry about hidden fees popping up later.
Here’s how it works:
Weekly cost: $525/week
Annual cost: $27,300/year
You’re billed biweekly and this cost covers a dedicated, full-time, professionally trained medical VA—not a shared assistant, not a part-timer, and not someone juggling multiple clients.
But let’s make one thing clear: The $525 per week cost isn’t just paying for a VA—it’s investing in a complete support system. More on that below.
When some practices hear the cost, they immediately start calculating the hourly rate and comparing it to other VA companies. But this approach overlooks the critical components that make GMVA's offering truly valuable.
Here’s what makes up the $525 per week:
When you hire a VA through GMVA, you’re not just getting one person—you’re getting a dedicated support structure. Each VA is managed by a Virtual Medical Manager (VMM) who plays a crucial role in your experience:
Onboarding Support: Your VMM will help integrate the VA into your practice, understand your workflows, and develop a process document that captures every detail.
Ongoing Oversight: Your VMM regularly checks in to ensure the VA is performing at the highest level, maintaining productivity, and adapting to your practice’s evolving needs.
Problem Solving: If an issue arises—whether it’s performance or a need for additional training—your VMM handles it. You’re not left managing HR issues yourself.
Seamless Continuity: If your VA takes extended leave, the VMM oversees the training and onboarding of a temporary replacement to ensure no disruption to your workflow.
Without this layer of support, hiring a VA often means micromanaging or dealing with gaps when someone is out. With GMVA, the Virtual Medical Manager ensures your VA remains aligned with your practice needs and can grow into their role effectively.
Working in healthcare means safeguarding Protected Health Information (PHI). You can’t afford to cut corners on data security—especially with remote staff.
Our VAs work within a highly secure IT framework specifically designed for medical practices:
Data Security: VAs use locked-down workstations with restrictions on downloading, storing, screenshotting, or capturing sensitive information.
No Data Storage: Patient information never resides on a VA’s device—everything is accessed and managed through secure, compliant systems.
Training & Protocols: All VAs undergo rigorous HIPAA training and follow strict guidelines to maintain patient confidentiality.
Healthcare practices can easily underestimate the risk of using lower-cost VAs from companies that don’t prioritize IT security. Our dedicated security measures are not optional add-ons—they’re a core part of what you’re paying for.
The value of the $525 per week rate also lies in the ongoing support you receive from our entire team:
Virtual Medical Managers: Available to address any concerns, help optimize VA productivity, and suggest new ways to leverage your VA.
Administrative Assistance: From setting up phone lines to managing schedules, GMVA handles the technical and logistical setup to get your VA fully integrated.
Flexibility and Scalability: Need to add another VA as your practice grows? GMVA will take care of all of the training and onboarding for you. There is no added work for you or your team when scaling VAs.
Documentation and Process Management: As your VA learns your systems, they create a process document that becomes an operational manual—ensuring consistency even if staffing changes.
This is one of the most common misconceptions about virtual assistants—especially in the medical space.
With GMVA, you're not paying per task. You're hiring a full-time team member who works exclusively for your practice during regular business hours (typically 8 AM to 5 PM). That means your VA is available to handle all of the following—and more—as part of your flat weekly rate:
Answering incoming calls
Scheduling appointments
Verifying insurance
Managing intake paperwork
Managing your EHR
Supporting billing workflows
They’ll manage tasks dynamically, based on your daily needs, without nickel-and-diming you for every action they take. That flexibility is one of the biggest advantages over traditional hourly or part-time staffing models.
Downtime happens. But that doesn’t mean your VA is idle.
Our VAs are trained to be proactive and resourceful. If there’s a lull between calls or appointments, they use that time to tackle other projects that support your workflow—such as patient follow-ups, cleaning up EHR records, organizing digital files, or preparing reports.
You’ll also receive a daily productivity summary, so you’ll know exactly what your VA did during their shift and the time it took to complete those tasks. This transparency helps you identify new opportunities to maximize your VA’s time, while still maintaining flexibility as your needs change.
Yes, the $525/week rate is consistent even during time off—but it’s structured fairly and transparently.
Thanksgiving Day
Black Friday
Christmas Day
New Year’s Day
July 4th
Begins after 3 months of service
Accrued at 1 day per month (up to 12 days/year)
PTO must be requested at least 3 weeks in advance
All leave is coordinated by your assigned Virtual Medical Manager (VMM)
For short absences, calls can be temporarily redirected to your office. For extended leaves (like maternity), GMVA trains a temporary replacement VA using your custom documentation—at no extra cost—so you’re never left scrambling.
Hiring in-house means dealing with recruiting, training, benefits, and long-term overhead. Here’s how a full-time MVA stacks up:
| Full-Time U.S. Administrative Assistant | ||
| Working Hours Per Week | 40 | 40 |
| Base Salary | $48,000 | $27,300 |
| Health Insurance | $7,000 | $0 |
| Employer Payroll Taxes | $3,672 | $0 |
| Workers Comp | $960 | $0 |
| 401(K) | $1,920 | $0 |
| Paid Time Off | $3,000 | $0 |
| Equipment & Technology | $2,000 | $0 |
| Office Space | $5,000 | $0 |
| Total Annual Cost | $71,552 | $27,300 |
| Total Monthly Cost | $5,962.67 | $2,275 |
| Total Weekly Cost | $1,376 | $525 |
This equates to an estimated 65% in cost-savings per full-time employee!
Plus, your VA is already trained in healthcare systems, patient interaction, and HIPAA compliance—saving you significant onboarding time.
If you’ve shopped around, you may have seen VA services as low as $8/hour. While the price tag may look attractive, it’s important to understand what’s usually missing:
Little to no experience in medical workflows
No HIPAA/PHI compliance guarantees
No IT safeguards or security infrastructure
No training support or performance management
No backup plan if the VA underperforms or leaves
At GMVA, our rate includes access to highly trained, healthcare-focused VAs, plus a dedicated Virtual Medical Manager (VMM) who helps manage, support, and guide your VA every step of the way. You're not just hiring a person—you're hiring a system designed to keep your practice running smoothly.
When it comes to hiring a medical virtual assistant, pricing should never feel vague or confusing. That’s why we prioritize clarity up front—so you can make a confident, informed decision for your practice.
If you're looking for a full-time solution to lighten the load on your front desk, boost patient experience, and reduce your admin costs, a GMVA virtual assistant may be the perfect fit.