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Virtual Medical Assistant Services

A Dedicated Offshore Virtual Medical Assistant Team for Your Practice

Stella International builds in-office administrative support teams that handle scheduling, patient communication, data entry, and documentation – so your clinical staff spend their time on patients, not paperwork.

98%

Client retention

21 d

Avg. time to hire

60%

Cost reduction

Live KPI dashboard

SLA: 99.4% · QA: 96%

The Administrative Load Problem

Your Clinical Staff Are Doing Administrative Work They Shouldn’t Have To

Every hour on paperwork is an hour not spent with patients.

Scheduling, data entry, and documentation pull clinical and near-clinical staff away from the work only they can do.

Hiring a full-time U.S. medical assistant for administrative overflow is expensive.

Many practices need the support without the full cost and management burden of an additional U.S. hire.

Administrative backlog is invisible until it isn’t.

Documentation and follow-up tasks quietly pile up until a compliance review or an audit surfaces the gap.

The Stella Approach

Administrative Support Structured Around Your Practice

Stella builds a dedicated offshore support team trained on your systems and workflows – handling scheduling, documentation, and communication so your in-office staff can focus on direct patient care. Every engagement starts with a workflow audit, not a generic task list.

Appointment scheduling and calendar management

Patient communication: intake forms, reminders, follow-up messaging

Data entry and documentation support in your EHR/practice management system

Email and inbox management

Referral and records-request coordination

Reporting on scheduling accuracy, response times, and task throughput

How We Work

How Stella Builds Your Virtual Medical Assistant Team

01

Discovery
Call

We learn your practice’s workflow, systems, and where administrative time is being lost. 30 minutes.

02

Workflow
Mapping

We document every task the team will own before we hire anyone.

03

Role Design
and Hiring

Job specs and KPIs are built around your workflow, with candidates sourced and screened from our Philippines talent network.

04

Client
Interviews

You interview shortlisted candidates and make the final hiring decision.

05

Onboarding
and Training

Your team trains on your EHR/practice management system and workflows before go-live.

06

Launch, Manage,
and Report

Daily operations managed in-office. KPI dashboard, weekly QA, monthly business reviews.

Practices Trust Stella With Their Administrative Workload

98%

client retention across all active engagements

60%+

cost reduction vs. comparable U.S. administrative roles

21 days

average from kickoff to first hire on seat

We were spending 40% of our senior recruiters’ time on sourcing and scheduling. Stella took that over in five weeks. Now they’re closing two more deals a month.

CEO, Mid-Size Staffing Agency

Stella didn’t just give us bodies — they mapped our entire placement coordination workflow, hired a team around it, and now it runs itself. I check the KPI dashboard once a day.We were burning out our U.S. coordinators on credentialing follow-up. Stella took that entire function offshore in six weeks. The backlog is gone.

Director of Operations, Recruitment Agency

FAQ

Frequently Asked Questions - Virtual Medical Assistant Services

Does Stella’s team perform clinical tasks?

No. Stella’s teams provide administrative and operational support – scheduling, documentation, communication – not clinical care.

What EHR or practice management systems can the team use?

Your team trains on whatever system you already use, with access configured during onboarding.

How is this different from hiring a freelance virtual assistant?

Stella builds a managed, in-office team – not a freelancer. Your team follows documented SOPs, is managed by a dedicated team lead, and reports on daily KPIs.

Can we start with one assistant and add more later?

Yes. Engagements can start with a single seat and scale as your administrative volume grows.

How quickly can a team launch?

Most engagements move from discovery to launch in 4 to 6 weeks.

How does the team handle patient information?

Stella operates HIPAA-aware workflows with in-office, locked-down endpoints, NDAs, and role-based access controls. Specific PHI handling is reviewed during discovery.

Get Your Clinical Staff Back to Clinical Work.

Book a 30-minute discovery call. We’ll map your administrative workflow and outline what a dedicated Stella team would look like for your practice.