Virtual Assistant Integration & Ongoing Support
Modules
Healthcare Systems VA Integration & Support
MEDVA understands the complexities of innovation and the intricate workflows involved in implementing new processes within healthcare systems and IDNs. We recognize that navigating change, especially with remote staffing, can be a slow and tedious process. However, with rising costs, staffing shortages, and a shift in technology, large healthcare organizations are discovering that the cost of inaction outweighs the challenges of implementing change.
MEDVA provides comprehensive support to seamlessly incorporate VAs into your organization, ensuring a smooth and successful transition. From obtaining access to complex EHR systems like Epic to maintaining regulatory compliance and securing IT approvals, our client success and technical operations teams work in partnership with you to ensure your VAs are set up for success from day one.
Partner with MEDVA
Ready to implement MEDVA’s skilled, HIPAA-certified VAs into your facility? Schedule a consultation with our team to discover how VAs can help support your staff’s administrative workload.
Personalized Onboarding for Healthcare Success
Once each VA is selected, a dedicated Account Manager will guide you through a tailored onboarding process based on the number of VAs hired, organization size, and VA roles. This includes facilitating access to MEDVA’s secured facility, and coordinating with partners like Epic Systems, if necessary, to ensure your VAs have the appropriate access. The onboarding process also includes a kickoff call to ensure all requirements are met before each start date. Effective onboarding requires dedication and commitment from both the client and the VA, enabling the VA to seamlessly act as an extension of the team.
The First 30 Days with Your VA
MEDVA’s Account Managers provide expert guidance and best practices for onboarding, tailored to the specific needs of healthcare systems. We’ll ensure to work with you to create an onboarding and training plan that works best for your organization. Below is an example of a timeline you can expect for an efficient transition.
Week 1: Healthcare System Orientation & Access
The VA is immersed in the healthcare system’s environment, culture, and workflows. This includes orientation to their secured facility workspace (optional) and digital environment, with a focus on compliance and security protocols, including HIPAA training and patient data management.
Week 2: EHR & Technology Training
The VA is guided through navigating the specific EHR system (e.g., Epic) and other essential technology platforms. They receive hands-on training and support for seamless integration into the digital infrastructure.
Week 3: Advanced Training & Role Specialization
The VA can be offered opportunities for advanced training tailored to their role and the healthcare system’s specific needs. This could include staff training sessions on patient communications portals, billing systems, or other specialized software.
The Road to Success: 30 Days & Beyond
Beyond initial onboarding, your MEDVA Account Manager remains a dedicated partner, providing ongoing support and guidance. This includes developing a performance review plan, fostering a positive working relationship between the VA and the staff, and ensuring continued alignment with the healthcare system’s evolving needs.
Maximizing the VA Experience
The dedicated Account Manager is an ongoing partner, available to assist with any questions or needs that may arise.
- Technology setup and troubleshooting within the complex IT infrastructure, including EHR integration and support.
- Scheduling adjustments to accommodate the dynamic needs of healthcare operations.
- Communication and collaboration best practices for effective teamwork within the healthcare environment.
- Time-off and holiday management in compliance with healthcare system policies.
- VA replacement process for minimal disruption to workflows.
- Advanced training opportunities to enhance the VA's skills and knowledge in healthcare-specific areas.
- HR coaching sessions to address the unique HR considerations within healthcare systems.
- VA bonuses and raises in alignment with healthcare system compensation practices.