Privacy Policy

01Who this policy covers

This policy explains how Virtual Assistant Medical handles information connected with this website, business enquiries, and communications about our remote medical support services. These include reception, scheduling, administrative assistance, scribing, billing coordination, coding support, and remote patient monitoring coordination.

Patient information handled for a healthcare practice is also subject to the practice’s instructions, applicable law, and the relevant service and privacy agreements. This website policy does not replace a healthcare provider’s Notice of Privacy Practices or a Business Associate Agreement.

02Information we receive

You may choose to share your name, work email, phone number, practice name, service interests, preferred contact date and time, time zone, and a description of the support you need. We also receive information you include in emails and other business communications.

Website hosting and connected third-party services may process technical information such as IP address, browser and device details, pages requested, timestamps, and security or error logs. Do not include patient-identifying information in an enquiry.

03How contact forms work

The website’s enquiry and callback forms prepare a draft in your email application. Review the recipient and message before sending. Preparing a draft does not, by itself, deliver your enquiry to Virtual Assistant Medical.

Once you send an email, its contents and ordinary email metadata are processed through your email provider and the receiving email service. General email is not an approved channel for sending patient records or account credentials.

04How information is used

• Respond to enquiries and arrange requested calls.
• Understand your practice’s needs and prepare proposals or onboarding discussions.
• Manage business communications, service administration, and billing enquiries.
• Maintain website operations, investigate misuse, and meet applicable recordkeeping or legal obligations.

Contact preferences you provide help us respond appropriately.

05Service providers and disclosures

Information may be handled by providers involved in website hosting, email, communications, and business administration, to the extent needed for those functions. We may also disclose information when required by applicable law, to respond to a valid legal request, or to address security incidents and protect lawful rights.

Access to patient information for a client engagement must follow the applicable agreement and approved permissions. This website policy does not authorize patient information to be used for advertising.

06Cookies, maps, and external links

Some pages display third-party content, including Google Maps. Loading an embedded service can disclose technical information to that provider, and the provider may use cookies or similar technologies under its own policy. Links to EHR vendors, social networks, and other websites lead to services with separate privacy practices.

You can manage cookies and site permissions in your browser. Blocking third-party content may affect embedded features.

07Patient information and HIPAA

Before support involves protected health information, the practice and Virtual Assistant Medical should establish the required agreements, including a Business Associate Agreement where applicable, approved systems, access permissions, and reporting responsibilities.

Patient information must be used only for the authorized service role and handled according to those agreements and applicable law. Patients seeking access to, correction of, or information about their medical records should contact their healthcare provider. If a request relates to information handled on a practice’s behalf, it is coordinated with that practice.

Learn more about privacy-aware virtual assistant workflows.

08Retention, security, and processing locations

Business information is retained as needed for the enquiry or engagement, recordkeeping, resolving disputes, and applicable legal obligations. Patient-information retention, return, and deletion responsibilities are governed by the relevant agreement and law.

No website or email system can guarantee absolute security. Ask about the safeguards, approved tools, authorized personnel, and processing locations relevant to your proposed engagement before sharing sensitive information. Remote work and third-party providers may involve processing in locations different from your own.

09Your choices and privacy requests

Contact us to ask about information you have shared, request correction or deletion, or raise a privacy concern. Depending on the law that applies, you may have additional rights, including access, a copy of your information, or restrictions on certain processing.

We may need information to verify your identity and authority before responding. Please do not send identity documents or patient details unless a suitable channel has been agreed. Some information may need to be retained for legal or contractual reasons; any applicable exceptions will be explained in the response.

10Children, updates, and contact

This website is intended for healthcare businesses and adult professional contacts, rather than children. If you believe a child has provided personal information through the website, contact us so the concern can be reviewed.

Changes to this policy will be posted here with an updated date. For website privacy questions, email info@virtualassistantmedical.us or visit our Contact page.