Top 8 HIPAA-Compliant Virtual Assistant Companies for Medical Practices

A virtual assistant agency can put "HIPAA certified" on every page of its website and still leave your practice exposed. The U.S. Department of Health and Human Services does not recognize any private HIPAA certification. What protects you is the contract, the training record and the controls around who can see patient data.

That changes how you should compare vendors. This guide ranks 8 healthcare virtual assistant companies on the things you can actually check: published pricing, who supervises the assistant after placement and how compliance is handled in practice. Every detail below was checked against company websites and public company profiles in October 2026.

Key Takeaways

• There is no official HIPAA certification, so judge vendors on their BAA, training records and access controls instead.
• Published rates in this list start at $9.50 per hour, while managed plans start at $1,099 per month part-time or $947.50 every two weeks full-time.
• Agencies differ most on oversight. Some include an account manager, while others leave day-to-day management to you.
• Healthcare-only agencies and general staffing firms with a medical line are not the same thing. Ask which talent pool your assistant comes from.

What Actually Makes a Virtual Assistant Company HIPAA Compliant?

Compliance comes from the arrangement, not a badge. In its Security Rule FAQ, HHS states it does not endorse or recognize private organizations' HIPAA "certifications." A vendor's certificate does not move your legal obligations anywhere.

What does matter starts with the business associate agreement. Any agency whose staff will handle protected health information (PHI) on your behalf is a business associate, and HHS guidance on business associates requires a written contract before that access begins.

After the BAA, look at three things. Is the HIPAA training documented and refreshed? Who controls the assistant's device, network and login? And who notices if something goes wrong at 3 p.m. on a Tuesday?

How We Chose These Companies

We started with agencies that place dedicated assistants with U.S. healthcare practices and dropped any we could not verify from company websites or public company profiles. Each remaining company was scored on five points:

1. Healthcare focus. Healthcare-only agency, or one vertical inside a general staffing firm.
2. HIPAA training. Training before placement, plus any stated refresher schedule.
3. Oversight model. Whether an account manager or performance follow-up is included.
4. Pricing transparency. Whether a rate is published or only quoted after a call.
5. Specialty depth. Named EHRs, specialties or credentials such as RNs and certified coders.

Rankings reflect fit for typical U.S. medical practices, not a single winner for every case. Pricing changes often, so confirm current rates before you sign.

HIPAA-Compliant Virtual Assistant Companies Compared

Company	Best for	Published pricing	Oversight model
Wing Assistant	Practices wanting a supervised, dedicated assistant	From $1,099/month part-time	Customer Success Manager plus supervisors
Phoenix Virtual Solutions	Home health, hospice and specialty practices	Quoted by role	Dedicated Client Success Manager
MEDVA	Practices needing a secure facility option	Quoted after a call	PULSE client portal
Hello Rache	Solo and small practices	$9.50/hr, no contract	Dedicated assistant
My Mountain Mover	Practices wanting fixed, all-in fees	From $947.50 bi-weekly	Onboarding plus account management
DocVA	Practices wanting RN-level assistants	Quoted after a call	Dedicated VA with tracking
Portiva	Scribing and billing support	Quoted after a call	Confirm on call
Uassist.ME	Spanish-speaking patient bases	Quoted after a call	Matched specialist

The 8 Best HIPAA-Compliant Virtual Assistant Companies

1. Wing Assistant

Best for: Practices that want a supervised, dedicated assistant on a monthly plan

Wing Assistant matches practices with dedicated healthcare virtual assistants who work inside Epic, Athenahealth and Kareo. The company is ISO 27001 compliant and SOC 2 certified, with patient data encrypted in transit and at rest.

• Part-time from $1,099 per month (80 hours), full-time $1,799 (160 hours)
• A Customer Success Manager plus supervision from Team Captains and Supervisors
• Free replacement within 24 hours, with no long-term contracts

Keep in mind: It serves many industries, so confirm BAA terms in writing before the assistant accesses PHI.

2. Phoenix Virtual Solutions

Best for: Home health, hospice and specialty practices that want oversight built in

Phoenix Virtual Solutions is a healthcare-only staffing agency with offices in Orange, California and Las Vegas, Nevada and assistants based in the Philippines. Its CEO also owns a hospice agency, and home health staff are trained on WellSky, Homecare Homebase, Axxess, KanTime and AxisCare.

• A dedicated Client Success Manager is included with placements
• HIPAA training is completed before the assistant starts
• RN and CMAA-qualified assistants are available on request

Keep in mind: Rates are matched to the role and candidate, so you get a range after a scoping call rather than one posted price.

3. MEDVA

Best for: Practices that need a secure facility option for EMR access

MEDVA was founded in 2021 by physicians Steven Kupferman and Omid Shaye and places assistants with medical and dental practices. Its assistants come from healthcare backgrounds and complete a foundational training program before placement.

• An Epic-approved secured facility option for stricter security needs
• A PULSE client portal for VA management and productivity tracking
• You choose your assistant from a shortlist of candidates

Keep in mind: Pricing is not posted on the main site, and practices still train the assistant on their own workflows.

4. Hello Rache

Best for: Solo and small practices hiring a first assistant

Hello Rache, operated by Temark International in Sierra Vista, Arizona, places Philippines-based assistants across 50+ healthcare specialties. It covers medical, dental, optometry and veterinary practices.

• Flat $9.50 per hour with no contracts, setup fees or minimums
• HIPAA training and background checks for every assistant
• Matching in as little as 24 hours

Keep in mind: One rate for every assistant keeps budgeting simple, but advanced roles and ongoing supervision depend more on your team.

5. My Mountain Mover

Best for: Practices that want one fixed fee covering support and IT

My Mountain Mover supports more than 1,700 assistants across 600+ U.S. medical and dental practices. Its bi-weekly fee covers compensation, onboarding, account management, IT support and compliance oversight.

• Core VA from $947.50 bi-weekly, Specialized $1,097.50, Expert from $1,197.50
• HIPAA training before placement plus quarterly refreshers
• U.S.-registered nurse and bilingual roles in the Expert tier

Keep in mind: Full-time pricing suits steady workloads more than occasional or part-time help.

6. DocVA

Best for: Practices that want clinically trained assistants

DocVA, founded by CEO Nathan Barz, places dedicated assistants who stay with one practice and learn its systems. Many are licensed registered nurses, alongside pharmacists, certified billers and coders and medical scribes.

• RN-heavy talent pool, including U.S. and Philippine dual-license holders
• Coverage across phones, scheduling, billing and prior authorizations
• HIPAA-trained staff with activity tracking

Keep in mind: Confirm current rates and the supervision structure on the discovery call.

7. Portiva

Best for: Practices buried in documentation and billing work

Portiva was founded in 2009 and is based in Collegeville, Pennsylvania. It serves medical, dental and veterinary practices, with remote medical scribing as its best-known service.

• Remote scribing and medical transcription
• Prior authorization, insurance verification and billing roles
• Virtual receptionist and dental assistant options

Keep in mind: Its strength is defined roles, so scope carefully if you want one assistant covering many task types.

8. Uassist.ME

Best for: Practices serving Spanish-speaking patients

Uassist.ME is a general virtual assistant company with a dedicated healthcare admin line. Its medical assistants are HIPAA-trained and bilingual in English and Spanish.

• Experience with Epic, athenahealth, eClinicalWorks, DrChrono and Kareo
• Prep on your EHR, scheduling scripts and HIPAA protocols before starting
• A match follow-up within one business day

Keep in mind: Healthcare is one line among several, so confirm the assistant comes from the healthcare-trained team.

How to Vet a HIPAA-Compliant Virtual Assistant Company Before You Sign

Bring these questions to every discovery call and ask for the answers in writing.

1. Will you sign our business associate agreement, or send yours before the next call?
2. When does HIPAA training happen, and how often is it refreshed?
3. Who owns the assistant's computer, network and login credentials?
4. Who supervises the assistant after placement, and is that included in the rate?
5. What happens if the assistant resigns or is not a fit?
6. Can we speak with two clients in our specialty who have stayed for a year or more?

For question three, standard remote work cybersecurity practice favors company-managed devices, VPN access and two-factor authentication.

Choosing the Right Fit

The best HIPAA-compliant virtual assistant company is the one whose model matches how your practice runs. A solo clinic with a strong office manager can do well with a flat hourly rate. A hospice or multi-provider group usually needs included oversight and EHR-specific training.

Shortlist two or three companies from the table, run the checklist and compare the written answers side by side.

Frequently Asked Questions

Is there an official HIPAA certification for virtual assistants?

No. HHS does not endorse or recognize private HIPAA certifications, so look for a signed BAA and documented training instead.

Does a virtual assistant company need to sign a BAA?

Yes, if its staff will create, receive or access PHI on your behalf, it is a business associate and needs a written agreement first.

How much does a HIPAA-compliant virtual assistant cost?

Published rates in this guide start at $9.50 per hour, while managed packages start at $947.50 every two weeks or $1,099 per month.

Can Philippines-based assistants work with U.S. patient data?

Yes. HIPAA duties follow the arrangement, so what matters is the BAA, training and access controls rather than where the assistant sits.

What tasks can a HIPAA-compliant virtual assistant handle?

Common tasks include scheduling, insurance verification, prior authorizations, billing follow-up, records requests and remote scribing.