9 Tips For Increasing A Medical VA's Productivity

To find the best virtual assistant for your business, it's important to spend time researching your options. By understanding your needs and discovering how you want to work, you'll be able to find the perfect medical virtual assistant for your practice. Plus, as a reputable provider of VAs and VA services, we've put together a few tips for working with a virtual assistant. 

1. Have A Clear Direction

To avoid any problems when working with virtual assistants, be upfront about what you need them to do. If you need them to contact customers for appointments, give them a template of what they can say and some common questions they may encounter.

If you have due dates or specifications for a specific project, make sure that your medical assistant knows. A day or two before the deadline, follow up with them and walk them through the process if they need it.

2. Invest In Training

Virtual assistants productively adapt to your needs and preferences. However, they first need to learn how your business operates and adjust as needed. That's why you must make sure they're fully trained in whatever you're asking them to do. If not, take time to find out about training resources for them - for example, by requesting screen shares of the tools or uploading a YouTube video. Some companies offer business-specific training systems that can be very helpful.

3. Provide Tools

If you don't have any formal training documents, upload anything helpful into a shared database or make some process cheat sheets using Google Docs. You could also use Trello and Asana to manage their tasks and see how they're doing at their job. Anything you regularly use that is part of their work should be shared if possible.

4. Maintain A Steady Communication Line

Virtual assistant jobs are a great way to employ people remotely and simplify the workload during emergencies like a pandemic. When considering remote employees, it's important that you establish a healthy working relationship with them. Have phone calls regularly, or consider doing video calls through Duo, Facetime, or Zoom. Discuss the best methods for both of you to be reached and what your availability is like while also talking about how they learn best to have productive conversations that don't waste time.

5. Create Common Goals

Once you've explained your business to them, the next step is figuring out the kind of assistant you want to hire. Doing this helps both of you think about what the assistant will do for your company and how it will help position their career. One example is if your goal is to increase customer service by 10%, and one of theirs is to become more knowledgeable in the field. You can work towards these goals together as long as there's a commitment from both parties.

6. Provide Feedback and praise

An employee is an invaluable asset, so you should always appreciate the help they are providing. Creating a successful business is a team effort, and you should recognize the contributions of each member. If your virtual assistant has done their part well, be sure to give them credit so that they know their work is valued.

Make sure to show appreciation for the work that they do. Give them a little gift for all the hard work, like time off or a small gift card. These little gestures can make your remote team feel appreciated, which can have a profound effect on the culture that's created.

7. Be Reliable

If you want your employees to be reliable, you should lead by example. Sometimes people in your company need extra support and that's okay! Help them out or direct them to someone else who can answer their question. If you say you' ll finish a certain task or part of a project, do it. Reliability means people at your company know they can trust you. To build that trust, be honest with them and work collaboratively.

8. Be Available

One of the best things an employee can do when they start a new job is to be proactive in making sure they have answers to their questions. If needed, put aside time each week to meet with them and go over any concerns they might have as well as brainstorm ideas. This will not only strengthen your connection but will build their confidence in the role. It’s also a great time to offer feedback on projects that they are working on so that you can see what needs attention most urgently.

9. Establish A Rhythm For Goals

When you're first starting, consider getting to know your new virtual healthcare assistant. What are their tasks and schedules? When should they take breaks? Should they check voicemails first thing in the morning or at the end of the day? These questions can make a big difference in how your business operates, so work together to find a rhythm that works for you both.

These virtual assistant productivity tips will help you to create a work culture that's focused and productive. If you use these tips correctly, you'll find that investing in a VA can be a great asset for your business.