What Tasks Should You Outsource First in a Medical Practice?
Hiring support doesn’t mean handing over everything at once.
For most DPC and private practices, the smartest approach is to start by outsourcing the tasks that drain time, energy, and focus — without requiring direct clinical decision-making.
If you’re considering a Medical Virtual Administrator but aren’t sure where to begin, these are the tasks that should almost always come first.
Start With High-Volume, Low-Clinical Tasks
A good rule of thumb:
If the task doesn’t require your license, it doesn’t require you.
The goal of outsourcing is to protect your time and mental bandwidth while improving consistency and patient experience.
1. Patient Messaging & Portal Management
Patient communication is essential — but it doesn’t need to consume your entire day.
A Medical Virtual Administrator can:
Monitor patient portals and messages
Triage non-clinical questions
Route urgent issues appropriately
Ensure timely follow-ups
This creates faster response times without everything landing on your plate.
2. Appointment Scheduling & Coordination
Scheduling may seem small, but it’s incredibly time-consuming.
Outsource:
New patient scheduling
Follow-up coordination
Appointment reminders
Reschedules and cancellations
This keeps your calendar optimized and reduces no-shows.
3. Intake Forms & Onboarding
First impressions matter.
An MVA can manage:
New patient intake forms
Membership agreements
Consent documents
Onboarding workflows
When onboarding is smooth, patients feel confident before they even walk in.
4. Prior Authorizations & Medication Support
This is one of the highest-impact tasks to outsource.
A Medical Virtual Administrator can:
Submit and track imaging prior authorizations
Communicate with pharmacies
Handle documentation
Update patients on approval status
This alone can free up hours each week.
5. Lab & Referral Follow-Ups
Lost labs and delayed referrals create frustration for everyone.
Outsource:
Tracking lab results
Ensuring results are delivered to patients
Coordinating referrals
Following up on outstanding items
This improves care continuity and reduces missed steps.
6. Documentation & Chart Prep
Even small documentation tasks add up.
An MVA can help with:
Chart preparation
Uploading documents
Organizing records
Preparing visit summaries or templates
You show up to visits prepared - not rushed.
7. Practice Organization & Systems
This is where outsourcing pays off long-term.
A Medical Virtual Administrator can:
Organize your Google Drive
Create SOPs and workflows
Standardize templates
Improve internal processes
The result? A practice that doesn’t rely on memory to function.
What to Save for Later
Not everything needs to be outsourced immediately.
You may choose to keep:
Clinical decision-making
Diagnosis and treatment planning
Direct provider-only communications
Outsourcing works best when it supports - not replaces - your clinical role.
How to Start Without Overwhelm
You don’t need to outsource everything at once.
Start with:
1–3 task categories
Clear expectations
Defined workflows
From there, you can scale support as your practice grows.
Final Thoughts
Outsourcing isn’t about giving up control. It’s about building a practice that functions smoothly without burning you out.
When you outsource the right tasks first, everything else becomes easier.
Ready to Get Support?
This is exactly the work we help practices streamline every day.
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Thank You for Reading!
If this post helped you think more clearly about where your time and energy are going, you’re not alone. Many practices begin exploring support after recognizing which tasks quietly take up the most space in their day.
~ Celenia Inez ~
