01 · Sourcing
How we find our VAs
We don't post on job boards and pray. Our recruiting team runs a dedicated, healthcare-only talent pipeline focused on bilingual professionals with prior clinical, dental, or medical-administrative experience. If that sounds like you, you're already in our target.
- Healthcare-only talent pool, not generalist VAs
- Fluent conversational English (written and spoken), assessed live
- US-timezone availability so you're online with your team
- Organized into 21+ specialty pods, not generic placement queues
02 · Screening
A five-stage screening funnel
Less than 8% of applicants reach our placement pool. Here's every stage you'll move through if you apply.
Application & video intro
You start with a written application and a short recorded video introduction. We use it to assess English fluency, professionalism, and clarity before either of us spends time on an interview.
Skills assessment
A role-specific assessment covering medical terminology, EHR navigation, typing speed, and scenario-based judgment. Only candidates in the top tier advance.
Live interview with our team
A 45-minute behavioral and technical interview with our placement team. We're listening for clear communication, US-healthcare context, and remote-work readiness — not memorized answers.
Background & reference check
Identity verification, criminal background screen, and a minimum of two professional references contacted directly by our team.
Final panel review
A senior panel reviews each finalist holistically before you enter the placement pool. Less than 8% of original applicants reach this stage.
03 · Training
Specialty pods, not generalists
Once you're accepted, you join a specialty pod. You'll be trained on the workflows, clinical vocabulary, payer mix, and EHR platforms specific to that specialty before your first placement. A cardiology VA doesn't learn dental ops. A dental coordinator doesn't fumble through orthopedics.
Pod leads are senior VAs with 2+ years in their specialty, and ongoing training is required for every pod member each quarter.
EHR platforms covered
Specialty pods
04 · Compliance
HIPAA-first, by design
Every Staffing For Doctors VA is trained inside a compliance perimeter built specifically for US medical practices. Here's what you'll learn and the standards you'll work inside.
HIPAA certified before placement
You complete mandatory HIPAA training and pass a knowledge assessment before you ever touch a practice's systems.
Annual refresher training
Recertification each year, plus interim updates whenever federal or state guidance changes.
Signed BAA on every engagement
A Business Associate Agreement is signed and on file before your first day on a practice — no exceptions.
Encrypted devices and channels
AES-256 encrypted workstation, MFA on every login, role-based EHR access, and HIPAA-compliant messaging only.
Approved AI tool policy
A documented allow-list governs which AI tools you can use with PHI and which you cannot. Audit logs are reviewed monthly.
Audit logging end-to-end
Every session, file access, and message is logged. You'll always know what's tracked and why.
05 · The Match
From offer to your first day
Once you're in the placement pool, here's what to expect from match to live on a practice.
You're matched to a practice
Once you're in the placement pool, we match you to a single practice in your specialty pod based on workflow fit and time-zone alignment.
Practice-specific onboarding
You complete a short onboarding tailored to that practice's SOPs, EHR setup, and team. Your Customer Success Manager runs it with you.
Live with your practice
You're inside the EHR and supporting the team within two business days of the match. No long bench, no waiting for paperwork.
One practice, dedicated
You're assigned to one practice — no client juggling, no constant context switching. You build real working relationships.
Same-week replacement guarantee
If a placement isn't the right fit on either side, your CSM works with you on a re-match within the same business week — no restart, no break in coverage.
06 · Quality & Growth
Ongoing growth and support
Joining isn't the finish line. Here's how we keep you supported, scored, and growing once you're live with a practice.
Weekly QA scoring
Accuracy, responsiveness, and workflow adherence scored every week so you always know where you stand and what to grow.
Dedicated Customer Success Manager
A CSM who knows your practice, advocates for you, and meets with you on a recurring cadence.
Real-time visibility
A HIPAA-compliant dashboard with hours, output, QA scores, and direct messaging so feedback never goes missing.
Career path and growth
A clear ladder to senior, team-lead, and clinical-specialist roles, with thorough training along the way.
Common questions from applicants
The questions we hear most from prospective virtual assistants about applying, training, and what the work is really like.