Bilingual virtual assistant for medical and dental offices, on the non-patient side of the line.
Here is the service in plain terms, limit first. Workflows that handle protected health information are out of scope for Assistiq operators, and Assistiq does not sign business associate agreements. The operator has no login to your EHR or practice management system and never takes a patient call as a message. What you get is one dedicated bilingual operator, full time on the Operator tier at $1,497 per month, from a managed Latin American office on Eastern Time with a shared supervisor, working the side of the practice that has nothing to do with patients and everything to do with whether the office runs: a general information line in Spanish and English that transfers patient matters without taking them, vendors and supplies chased, equipment service booked, credentialing and payer enrollment paperwork kept current, Spanish-speaking applicants screened and interviews scheduled, community and referral outreach in Spanish, and vendor invoices matched. If your gap is the patient desk, you need a different kind of provider, and we say so in the first ten minutes.
ICP: medical, dental, and allied health practices · Non-patient work only · No PHI · No BAA · Nationwide
- SCOPE
- Non-patient work only · no PHI workflows · no business associate agreement
- ACCESS
- No EHR or practice management login · vendor, credentialing, hiring, and accounting systems only
- LANES
- Information line · vendors and facility · credentialing paperwork · recruiting · Spanish outreach · vendor-side bookkeeping
- LANGUAGE
- Native Spanish + English, one operator both languages
- HOURS
- One scheduled shift per operator, anchored on Eastern Time · evenings via Team or Custom
The half of the office nobody is hired for.
Every practice staffs the patient side: front desk, medical assistants, billing. The other side, vendors, the building, credentialing, hiring, outreach, the vendor ledger, lands on the office manager between patients and on the owner after hours. It is exactly the work that can be done by someone who never sees a chart. Six lanes make up the standing role.
Hours, location, services, and plans, in two languages
Callers who want to know whether you are open Saturday, where to park, which services you offer, or whether you take a plan in general terms get a live answer in English or Spanish. Anything that identifies a patient with the practice, a reschedule, a result, a bill, a refill, is transferred to your staff line or given your patient number. It is never taken as a message and never written down by the operator.
Supplies ordered, service calls booked, the building kept running
Gloves, paper goods, and front-office supplies reordered on your par levels; the autoclave service visit, the HVAC filter change, the cleaning crew, the IT ticket, and the landlord all chased to a booked date; vendor quotes collected and put in front of your office manager. The operator works your vendor portals and your shared vendor inbox, not your clinical systems.
Provider data kept current so payers keep paying
CAQH profiles attested on schedule, NPPES kept current, payer enrollment and re-credentialing applications assembled from the provider documents you supply, and the expirables calendar worked: licenses, DEA registrations, malpractice certificates, board certifications. This is provider data, not patient data, and it is the paperwork that quietly lapses when nobody owns it.
The bilingual front desk you cannot find, found
Job posts written and refreshed, applicants screened by phone in Spanish or English against your checklist, interviews scheduled on your calendar, references called, onboarding packets sent and chased. Practices that need Spanish-speaking medical assistants and front-desk staff lose them to whoever calls back first; the operator is the one who calls back first.
Spanish outreach that carries no patient record
Referral-partner practices, schools, employers, churches, and community organizations reached in Spanish to set up screenings, health fairs, and referral relationships; event logistics coordinated; your Spanish-language marketing copy reviewed for the way people actually talk. Every conversation is about the practice, never about a patient.
Vendor invoices matched, statements reconciled
Vendor invoices matched to orders and routed for approval, vendor statements reconciled, non-patient transactions entered in your accounting system your way, and the month-end vendor file closed clean. Patient billing, claims, and payment posting are patient data and stay entirely with your billing staff or your billing company.
The general information line is the medical cut of our bilingual virtual receptionist service, with the patient-transfer rule added. Practices comparing answering pools and AI receptionists for the same line will find them scored on our best bilingual virtual receptionist services ranking, where the medical question is answered the same way.
No PHI, no BAA, and access designed so that holds.
Under HIPAA, a vendor that handles protected health information on your behalf is a business associate and has to sign a business associate agreement and carry the compliance program behind it. Assistiq has chosen not to be one. That is not a footnote; it is the design of the engagement. The operator’s access is built on Days 1 through 3 so that protected health information cannot reach them by accident, the supervisor checks it, and four refusals hold on every call and every task, in both languages.
If the work you need most is on the other side of this line, the honest purchase is a HIPAA-covered medical VA provider that signs a business associate agreement, or an in-house hire under your own program. We will say so on the fit call rather than sell you half a front desk.
Booking, confirming, rescheduling, reminder calls and texts, recall lists, and waitlists all identify a patient with the practice. The operator never touches them, in either language. A caller who wants an appointment is transferred to your staff or given your patient line.
New-patient intake, insurance eligibility and benefits verification, prior authorization requests, and referral coordination for a named patient are protected health information workflows. They stay with your staff or with a vendor that has signed a business associate agreement.
Claims, statements, balances, payment plans, records requests, portal messages, lab and imaging results, and refill requests are never handled, relayed, or logged by the operator. The bookkeeping lane on this page stops at the vendor side of the ledger.
The operator has no credentials to Dentrix, Eaglesoft, Open Dental, athenahealth, Tebra, eClinicalWorks, NextGen, or whatever your practice runs, and no access to the shared inbox where patient messages land. Access is designed during onboarding so protected health information cannot reach the operator by accident.
The transfer rule on the general information line, word for word in either language: I can help with hours, location, and services, and for anything about your care or your account I will connect you with the office now. No name taken, no callback message, no detail written down.
What surrounds the operator is the actual product.
Remote staffing pitches in this category sell arrival credentials: resumes, certifications, years in a practice claimed on a profile. All of it walks out the door with the person. The durable questions are structural: which systems can the operator reach and which can they not, who issues the machine they work on, who reviews their calls against the transfer rule, and what happens the week they leave. Our answers hold whichever operator is in the seat.
Operators work from a managed Latin American office on company-issued equipment. The systems they can reach, vendor portals, credentialing portals, your applicant tracking, your accounting system, a segregated vendor inbox, are the ones you grant, under logins that are logged. The systems they cannot reach are the point of the design.
A supervisor sits in the same office, samples recorded calls every week against the transfer rule for patient matters, checks the vendor and credentialing queues against the SOPs, and corrects drift the same day. The line between a general information call and a patient call is somebody’s standing job to police.
Three bench operators sit behind every engagement in the same office, under the same supervisor, with your vendor list, par levels, credentialing calendar, hiring checklist, and transfer rules on file as written SOPs. Replacement is continuity, which is what makes the 5-business-day SLA a commitment instead of a hope.
The office is anchored on Eastern Time and the operator’s shift is scheduled where your vendor, payer, and applicant calls actually land, which for most practices is the business day. Across the operation, 20+ hours of live coverage a day are available, scheduled per engagement. One operator works one shift; covering evenings as well is a Team or Custom configuration.
Every operator is a native Spanish speaker with professional-fluency English. On the non-patient side of a practice that means Spanish-speaking applicants screened in their language, Spanish-speaking vendors and crews coordinated without a relay, and community outreach that sounds like the neighborhood.
Three ways to staff it. Each solves a different problem.
Search for a medical office virtual assistant and three different purchases come back wearing one label. Naming which problem each one solves is the honest way to sell any of them.
Hiring an in-house office assistant. The right call when the seat has to be in the building, greeting patients, rooming them, and carrying the whole front desk under your own HIPAA program. Go in with the full ledger open, because the wage is the smallest line once you add employer taxes, benefits, a software seat, the recruiting cycle for bilingual talent, and the empty desk every time the seat turns over. Our in-house hire vs managed agency comparison walks the whole ledger.
A HIPAA-covered medical VA provider with a BAA. A provider that signs a business associate agreement and carries the compliance program can staff the patient side: scheduling, reminders, eligibility, prior authorizations, billing follow-up. If your gap is the patient desk, that is the honest purchase, and we will say so on the fit call. Ask for the BAA and the price sheet in the same email.
A managed bilingual operator on the non-patient side. This is our product. One dedicated operator carrying the vendors, the building, the credentialing calendar, the hiring pipeline, the Spanish outreach, and the vendor ledger, during the scheduled window when that work happens, with a supervisor and a warm bench behind them and an access design that keeps protected health information out of reach. Your patient-facing team stops doing the other half of the office.
The credentialing application that lapsed was not a compliance failure. It was the office manager choosing the patient in front of her over the payer portal, every day, for ninety days.
A supervisor's note
The bilingual staff you cannot hire are being hired by whoever calls back in Spanish.
44.9 million people in the US speak Spanish at home (US Census Bureau, 2024 ACS). For a practice that number shows up on both sides of the line, and this page only serves one of them. On the patient side it is the reason you need bilingual front-desk staff and medical assistants at all. On the non-patient side it is the applicant pool for those roles, the vendors and crews who keep the building running, and the community organizations that send you patients.
An operator built bilingual wins that side. Spanish-speaking applicants get screened in their own language within the hour, which is how a practice stops losing medical assistants to the clinic that answered first. Vendors and contractors get coordinated without a relay. Referral partners, schools, and community organizations hear from someone who sounds like the neighborhood. And every note still lands in English in your systems, so the office manager reads one clean file. The category context for that discipline is our bilingual virtual assistant service; this page is the non-patient medical cut of it.
The first three days decide what the operator can never see.
Nobody arrives knowing your vendors, your par levels, your credentialing calendar, or your hiring checklist, and we would distrust any provider claiming theirs do. Your team teaches, our supervisor documents, and the written SOPs are what the operator works from on Day 1. On this engagement the SOPs start with a list of systems the operator will not have, because that list is what keeps the engagement on the right side of the line.
Your office manager grants the systems the operator may reach, vendor and supplier portals, CAQH and payer enrollment portals, your applicant tracking or job boards, your accounting system, your calendar, a segregated vendor and outreach inbox, and confirms in writing the ones they may not: the EHR, the practice management system, the patient inbox, the phone queue that carries patient calls. Your team walks through the vendor list and par levels, the credentialing calendar and expirables, the hiring checklist, the outreach list, and the transfer rule for the general information line. Our supervisor turns all of it into written SOPs.
The operator shadows whoever carries this work today, on live vendor calls, the credentialing queue, and the hiring pipeline, and rehearses the general information line in supervised role-plays in both languages, including the caller who asks about their own appointment and has to be transferred without a word taken down.
The operator takes live vendor, payer provider-relations, and applicant calls under supervisor review, and answers the general information line at reduced volume with the supervisor listening. Anything ambiguous gets flagged, answered by your team, and written into the SOP the same day.
The operator runs all six lanes on their own: information line, vendors and facility, credentialing paperwork, recruiting, outreach, vendor-side bookkeeping. Supervisor sampling continues weekly against the transfer rule and the access list. The Week 1 SOPs mean a bench replacement never starts from zero and never starts with more access than the seat allows.
$1,497 a month. Full-time. Flat. Published.
40 hrs/wk full-time. One bilingual operator on the non-patient side of your practice from our office, with a shared supervisor, the 3-operator warm bench behind them, and no EHR access by design.
Start with Operator →Starter ($897/mo, one operator at 20 hrs/wk part-time) fits practices where the vendor, credentialing, and hiring desk is a half-day job. Team ($3,497/mo, two operators with a stepped-up shared supervisor, 6-month minimum) covers multi-location groups or the business day plus an evening outreach window. Custom is quote-based for configurations beyond Team. Full detail and the universal terms at /pricing, and the full market math, hourly bands, and in-house wage loads in our Spanish-speaking virtual assistant cost guide.
Staffing the non-patient side comes down to three purchases: a managed bilingual operator, a HIPAA-covered provider that also carries the patient side, or an in-house hire. This table names all three honestly. Assistiq figures are our published tiers; the in-house figure was read on a first-party page on the date stamped in its row; the HIPAA-covered category is named as a note because its prices are usually quoted, not published, and we do not estimate.
| Model | What you get | Published pricing |
|---|---|---|
| Assistiq managed bilingual back-office operator | One operator on the non-patient side of your practice: general information line with patient matters transferred, vendor and facility coordination, credentialing and enrollment paperwork, recruiting and HR admin, Spanish outreach, and vendor-side bookkeeping support, on a scheduled Eastern Time shift with weekly supervision, no EHR access, and a 5-business-day replacement SLA. | $897/mo 20 hrs/wk · $1,497/mo 40 hrs/wk, flat, no meteringPublished · assistiq.io/pricing |
| HIPAA-covered medical VA provider with a BAA (category) | A patient-facing virtual assistant from a provider that signs a business associate agreement and carries the compliance program: scheduling, reminders, eligibility, prior authorizations, billing follow-up. The right purchase when your gap is the front desk itself. | Pricing varies by provider and is frequently quoted rather than published; ask for the BAA and the price sheet togetherCategory note · not a verified price |
| In-house medical office assistant (employee) | An employee in your office who can also greet patients, room them, and handle the whole front desk under your own HIPAA program. Employer taxes, benefits, a software seat, the recruiting cycle for bilingual talent, and the empty desk every time the seat turns over ride on top of the wage. | Average base pay of $20.09 an hour for a medical office assistant in the United States (10k salaries from job postings in the past 36 months, updated September 13, 2026), plus benefits, per the Indeed career salary pageVerified Sep 2026 · indeed.com |
Verified September 2026 on first-party pages · Gated or unpublished prices are never estimated
Common questions from practices staffing the other half of the office.
01What does a medical office virtual assistant do at Assistiq?
02Do you answer patient calls for a medical or dental office?
03Does Assistiq sign a business associate agreement?
04Can the operator schedule appointments or send reminders?
05Can the operator do insurance verification or prior authorizations?
06What is credentialing support, and why is it in scope?
07Which systems does the operator work in?
08Do you work with dental offices the same way?
09What about veterinary, med spa, or other practices?
10Do your operators speak Spanish?
11How much does a bilingual medical office virtual assistant cost?
12How does onboarding work, and what happens if the operator leaves?
Talk through the non-patient side of your practice. 30 minutes, no slides, no sales pitch.
We will walk through your vendors, your credentialing calendar, your open roles, your outreach, and which systems the operator would and would not touch. You will know within the call whether we are a fit, including if the honest answer is that your gap is the patient desk and you need a provider that signs a business associate agreement.
Or reach us directly at hello@assistiq.io.