Return Policy

01A policy for remote services

Virtual Assistant Medical provides remote staffing and medical administrative support rather than physical retail products. A product-return or shipping process does not apply to those services.

This policy covers requests relating to assistant support, scheduling, documentation, billing coordination, coding support, and other agreed remote work. If a separate agreement includes equipment, that agreement governs ownership, return instructions, and any related costs.

02Your written agreement comes first

Your signed service agreement or accepted written proposal sets the applicable cancellation notice, fees, prepaid-hour arrangements, trial terms, credits, and refund eligibility. This page explains the review process without creating a fixed money-back guarantee or a new cancellation deadline.

If a mandatory legal right applies, it remains available. Where a signed agreement and this general policy differ, the agreement governs the engagement to the extent permitted by law.

03Changes before support begins

If your needs change before the agreed start date, contact your designated representative or info@virtualassistantmedical.us as soon as possible. Include your practice name, proposed start date, and whether you want to reschedule, change the scope, or cancel.

Any payment already made, authorized setup work, or reserved hours will be reviewed against the agreement. Any adjustment and the resulting balance should be confirmed in writing.

04Service concerns and assistant fit

If support is not meeting the agreed scope, describe the task, relevant dates, and the concern you want reviewed. Please provide business references rather than patient records.

Depending on the agreement and the issue, the next step may be clarification of instructions, a workflow adjustment, review of recorded work, discussion of a different staffing arrangement, or an agreed credit or refund. A specific outcome is confirmed after review rather than assumed.

05Cancelling ongoing support

Send a written cancellation request through your agreed service contact or info@virtualassistantmedical.us. Identify your agreement, the requested end date, and any handover needs. The notice period and any remaining payment obligations are those in your agreement.

Coordinate outstanding tasks, access removal, records, and confidentiality obligations with your practice lead. Patient-data return or deletion must follow the applicable privacy agreement and law; it is separate from a request for a financial refund.

06Billing errors and unused balances

Contact us if you identify a duplicate payment, a time-record discrepancy, an incorrect rate, or another invoice concern. Include the invoice reference, amount, service dates, and a short explanation so the relevant records can be reviewed.

Completed, authorized work remains subject to the payment terms of your agreement. If you prepaid for services, any unused balance is reconciled against the agreement, recorded work, and any applicable agreed charges. Unused hours are not automatically transferable or refundable unless the agreement or applicable law provides otherwise.

07How to request a review

Email info@virtualassistantmedical.us with the subject “Service Review Request” and include:

1. Your name, practice name, and a contact email.
2. The agreement or invoice reference and relevant service dates.
3. A brief description of the concern and any non-sensitive supporting records.
4. The outcome you are requesting: correction, service adjustment, cancellation, credit, or refund.

Do not send patient information, passwords, bank credentials, or full payment-card numbers. If additional records are needed, an appropriate way to share them should be agreed first.

08Review and resolution

The request is reviewed against your agreement, applicable law, service records, and payment history. You may be asked for clarification. The decision and any agreed amount or adjustment will be communicated in writing.

If a refund is approved, the payment method and expected processing time will be confirmed. Banks and payment providers may apply additional processing time. Any credit, refund, or staffing change must be expressly confirmed; submitting a request alone does not establish approval.

09Contact and related policies

For a cancellation, billing concern, or service review, contact info@virtualassistantmedical.us or use our Contact page. Include your practice name so your enquiry can be connected to the relevant engagement.

Read the Terms and Conditions for service responsibilities and the Privacy Policy for information handling. Changes to this general policy will be shown with an updated date and do not by themselves amend a signed agreement.