Provider checklist
12 questions to ask before you sign.
Open checklist →Resource center
Guides and tools for choosing virtual staff with confidence
Use these to evaluate any provider, estimate your savings and explain the model to partners, physicians and compliance.
Savings estimator
See what a role costs you today.
Open estimator →Employee or contractor
Why status matters for HIPAA.
Read the guide →FAQ and glossary
Plain answers and key terms.
Read answers →Interactive checklist
12 questions to ask any virtual assistant provider
Check each item the provider can confirm in writing. Print the page to bring it to your next vendor call.
Savings estimator
What does the role cost you today?
Enter your own numbers. The estimate applies the 60–70% savings our clients have seen on average with virtual assistants compared with a local hire. Your quote will depend on the role and hours.
Guide
Employee or contractor: why it matters for HIPAA
When a virtual assistant is a freelancer hired directly from overseas, your practice is relying on one individual’s home network, personal device and personal promise of confidentiality. If something goes wrong, there is often no company, no office and no practical legal route to resolve it.
When the assistant is an employee of a registered local company, there is an employer responsible for training, supervision, discipline and security. There are permits, labor records and local counsel. Agreements can be enforced where the staff member lives.
- Accountability sits with a company, not an individual
- Work happens in a controlled office, not a household
- Benefits and stable employment reduce turnover
- Your BAA is backed by a US parent company
Onboarding guide
What to prepare before your VA starts
List the tasks
Write down the work to hand off and who does it today. Start with high-volume, repeatable tasks.
Gather your protocols
Phone scripts, scheduling rules, refill policies and escalation contacts.
Arrange system access
User accounts for your EHR, phone system and shared mailboxes, with the minimum access the role needs.
Name a point person
One person in your office who answers questions during the first weeks.
FAQ
Answers to common questions
What is a healthcare virtual assistant (HVA)?
An HVA is a trained team member who supports a medical office remotely. Typical work includes answering patient calls, scheduling, recalls, prior authorizations, scribing and billing support, all done inside your own systems.
Are your virtual assistants employees or contractors?
Employees. Every staff member is hired locally by Infotech Houston Health and IT Inc. and registered for health coverage and all government-mandated benefits.
Where do your virtual assistants work?
From our office at Unit 1202, One San Miguel Avenue Building in Ortigas Center, Pasig, Metro Manila. They do not work from home.
Does patient data leave the United States?
No. Staff log directly into servers hosted in Houston on infrastructure owned by our parent company, Infotech Houston Solutions LLC.
How are you HIPAA compliant?
Each employee has complete HIPAA and ePHI compliance paperwork and a lawyer-approved employment contract. Our Manila office operates under the SOC 2 Type II program of our parent company, Infotech Houston Solutions, and meets HIPAA and ePHI privacy and security requirements. Every engagement is covered by a Business Associate Agreement (BAA), Master Services Agreement (MSA) and Statement of Work (SOW).
What happens during a power or internet outage in Manila?
The office has backup power and redundant connectivity designed to exceed uptime requirements, so your team stays reachable.
Do you only serve healthcare?
No. We also provide accounting, legal, business administration, customer service, digital marketing and content management staff.
What hours do your staff work?
Your business hours. Teams are scheduled to match US time zones.
How is IHHI related to Infotech Houston Solutions?
IHHI is a wholly owned subsidiary of Infotech Houston Solutions LLC, registered in Houston, Texas. Both corporations are owned by the same individuals.
How do we get started?
Call +1 281-909-1020 or send us a message. We will review the role, introduce matched staff, complete the agreements and set up secure access.
Glossary
Key terms in plain language
- HIPAA
- The US law that sets privacy and security rules for protected health information.
- ePHI
- Electronic protected health information: any patient health data stored or sent electronically.
- BAA
- Business Associate Agreement. The contract HIPAA requires between a covered entity and a vendor that handles PHI.
- SOC 2 Type II
- An audit standard from the AICPA that tests how security controls operate over a period of time.
- HVA
- Healthcare virtual assistant. A remote team member trained for medical office work.
- SSS, PhilHealth, Pag-IBIG
- The Philippine social security, national health insurance and housing fund programs that employers register staff for.
- Prior authorization
- Approval a payer requires before certain services, medications or imaging.
- Recall
- Outreach to patients who are due or overdue for follow-up care.
Want these answers for your own practice?
We are glad to go through the checklist with you line by line.