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7 Virtual Medical Admin Assistant’s Responsibilities & Tasks

Executives today have more pressures than ever before, as a shifting global market settles and recalibrates after two years of a pandemic. To right the ship and keep growing in a shaky market, executives need to be able to focus 100% on the mission-critical tasks and responsibilities in their organizations. The best way to do that is to hire a virtual medical admin assistant who can remove some of the administrative burdens and increase executive efficiency.

Bringing on a virtual medical admin assistant can help streamline executives’ days so they can focus on more critical tasks. Here are seven tasks that can be delegated to a virtual medical admin assistant right away, to alleviate some task-related pressure plaguing executives.

1. Scheduling and Calendar Management

An executive’s calendar is the lifeblood of their productivity. When it’s up to one person to make all of the higher-level decisions and strategic moves of an organization, that person’s time is incredibly valuable.

One of a virtual medical admin assistant’s most valuable tasks is managing the executive’s calendar. This includes:

  • Scheduling meetings

  • Preparing agendas for meetings

  • Booking conference rooms and off-site meeting locations

  • Coordinating meetings among multiple executive calendars

2. Gatekeeping the Executive’s Time

There is a never-ending line of people who jockeying to take up executives’ valuable time. A virtual medical admin assistant can act as a gatekeeper that makes sure that time is adequately dispensed only to high-value activities and contacts. When people of interest need an executive’s time or attention, the assistant can vet the person and their needs and possibly even take care of their needs without involving the executive at all. From phone calls to emails to visits to the office, a virtual medical admin assistant can make sure leaders are investing energy only where it’s most needed, eliminating wasted time in frivolous meetings or sales pitches.

3. Managing Correspondence

Managing incoming and outgoing communication is an incredible time-saver for executives, who are often buried in so many emails, voicemails, and inquiries that handling them all seems like a full-time job. A virtual medical admin assistant can manage the executive’s correspondence by replying to messages, keeping inboxes organized so important messages aren’t overlooked, and forwarding inquiries that need additional assistance to other responsible parties. Many times, an executive assistant can handle inquiries alone, leaving only the most critical messages to be handled by the executive.

4. Research and Reporting

Making business decisions relies on skill as well as accurate, well-organized data. Putting together comprehensive research reports is a time-consuming task, and most executives lack the bandwidth to tackle reporting themselves when there are so many other pressing issues on their plates.

A virtual medical admin assistant, however, always has the bandwidth because an assistant’s job description is to help the executive with whatever is necessary. If an executive needs a report on a particular subject or set of metrics at the drop of a hat, an executive assistant can do that. The entirety of the assistant’s bandwidth is completely dedicated to the executive’s needs.

5. Coordinating Travel

With the surge in popularity of Zoom meetings and virtual offices, executive travel isn’t as frequent as it used to be. But for many C-level leaders, meeting with clients and industry leaders in person is a critical part of building authentic business relationships. Coordinating flights, drivers, hotel rooms, meeting spaces, and even activities while out of town can be exhausting, complicated, and time-consuming. An executive assistant can create travel plans in which every piece works together seamlessly, leaving the executive able to focus on the purpose of the trip instead of the complicated details.

A virtual medical admin assistant can handle:

  • Making hotel and flight reservations

  • Booking meeting spaces at the destination

  • Making restaurant reservations for dinners with clients

  • Organizing activities for the executive and clients to meet in a more casual, enjoyable setting

  • Coordinating transportation, including rental cars or drivers

6. Taking Meeting Minutes

Get a room (or Zoom) full of passionate, intelligent people talking about business, and things move fast. If no one is there to focus fully on recording what was said, a lot can be misinterpreted or go off-track after the meeting is over.

When a virtual medical admin assistant is present in important meetings to take notes, those notes can be entered into the record at the organization and shared with other parties in the meeting. This way, there is documentation of what was said and agreed upon in the meeting. This document provides clarification and prevents future disagreements, which speeds progress and prevents miscommunications that can cost a company valuable time.

7. Handling Personal Tasks

Executive life is busy, and there’s not always time to get to everything that needs to be done in both the personal and professional spheres. As well as handling business affairs, a virtual medical admin assistant can also step in and take care of tasks such as purchasing gifts around the holidays, booking personal vacations for the executive’s family, researching schooling options for the executive’s children, etc.

Save Time, Energy, and Effort with a Medical Assistant

When executives need to expand their bandwidth but can’t add extra hours to their days, a virtual medical admin assistant can help them accomplish more while doing less. If you’d like to know how an executive assistant could fit into your company and your schedule, give MedVa a call today. Our virtual medical admin assistant help executives all over the U.S. accomplish more, grow their businesses, and reach their peak performance.

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