Terms and Conditions

01Using this website

These terms cover your use of the Virtual Assistant Medical website and the general service information published here. Use the website lawfully and provide accurate information when contacting us. If you enquire for a practice or organization, you must be authorized to share its information and discuss its requirements.

Sending an enquiry or opening an email draft does not create a paid engagement, reserve an assistant, or authorize access to patient information. Services begin only after the relevant arrangements are agreed.

02Services and agreed scope

Virtual Assistant Medical offers remote support for reception, scheduling, patient coordination, administration, documentation, billing, coding, and remote patient monitoring coordination. The tasks, required qualifications, working hours, tools, training, and supervision for your role must be specified in your written agreement.

Website examples describe possible responsibilities, rather than a commitment that every assistant provides every service. Availability, specialty fit, language requirements, and start dates are confirmed during onboarding.

03Clinical and professional responsibility

Administrative support does not replace licensed medical care, emergency response, or the professional judgment of your clinicians. The practice retains responsibility for patient assessment, diagnosis, treatment decisions, clinical escalation, and supervision.

Clinical documentation requires review and approval by the responsible provider. Coding, claims, reimbursement, and payer submissions require the qualifications and review arrangements appropriate to the task. Billing outcomes and reimbursement are not guaranteed.

04Your practice’s responsibilities

• Define authorized tasks, priorities, escalation rules, and a designated supervisor.
• Provide accurate instructions, appropriate training, and lawful access to the systems needed for the role.
• Approve individual access permissions and promptly communicate changes or security concerns.
• Review work that needs clinical, coding, billing, or other professional approval.
• Maintain required permissions, patient notices, consents, and vendor arrangements for your workflow.

05Confidentiality and patient information

Confidentiality, patient-information access, security responsibilities, and any required Business Associate Agreement must be addressed before sensitive access begins. Use only the approved systems and channels for the engagement.

Do not place patient records, passwords, or payment-card details in public website forms or ordinary enquiry emails. See our Privacy Policy for website enquiries and privacy requests. The applicable service and privacy agreements govern client data handled during an engagement.

06Proposals, fees, and payment

Published rates are general service information. The written proposal or agreement confirms the applicable rate, currency, scheduled hours, billing cycle, taxes, additional costs, and payment terms. Discounts, trial periods, and other offers apply only when included in the written terms for your engagement.

Time records, authorized work, invoice questions, and any prepaid balance are reviewed under the agreement. Contact us promptly if a charge appears incorrect, identifying the invoice and relevant service dates without including patient information.

07Availability, changes, and cancellation

Changes to tasks, staffing, hours, coverage, or access should be agreed with your designated contact. Service availability can depend on personnel, connectivity, your systems, and third-party platforms. Any service levels or response commitments must be included in the written agreement.

Cancellation, notice requirements, handover, credits, and refunds are governed by the agreement and applicable law. Our Return Policy explains how to raise a service concern or request a review.

08Website content and acceptable use

Website text, design, branding, and original materials are protected by applicable intellectual property rights. You may view and share links for legitimate business purposes. Reproducing branded materials for commercial use requires the relevant permission.

Do not misuse forms, attempt unauthorized access, introduce malicious software, interfere with the website, or misrepresent an affiliation with Virtual Assistant Medical. Third-party names and logos belong to their respective owners; their appearance does not, by itself, establish endorsement or a formal partnership.

09Third-party tools and website information

External websites, maps, EHR systems, communication tools, and other platforms have their own terms and policies. Your practice is responsible for obtaining any necessary licenses and confirming vendor requirements. An EHR logo or platform reference is not a guarantee of direct integration.

Website information may change and may not address every practice, payer, specialty, or jurisdiction. Confirm material details in writing before relying on them for a service decision. Responsibility and any agreed limitations for paid services are set out in the service agreement, subject to applicable law.

10Questions, disputes, and updates

Raise a concern with info@virtualassistantmedical.us, including your practice name and the relevant agreement or invoice reference. The parties should first review the facts and seek a practical resolution. Any further dispute process and governing-law terms for an engagement are addressed in the signed agreement, subject to applicable law.

Updated website terms will be posted here with a revised date. A website update does not by itself amend a signed client agreement. Nothing in these terms removes rights that cannot lawfully be excluded.