Last updated: 2026-08-24
Honest Taskers, Rockstar Global, and MEDVA lead this year's shortlist of virtual therapy practice assistant companies, seven firms ranked on how they support physical, occupational, speech and behavioral therapy practices, from authorization and visit-limit tracking to scheduling recurring plans of care, cancellation backfill, progress note chasing, and the reauthorization that has to happen before the visits run out. Therapy practices run on authorized visit counts, which makes this a different administrative job from general medicine.
Disclosure: Honest Taskers publishes this list and appears at position 1. We're judged on the same five published criteria as every other company here.
At a glance
- 1Honest Taskers
- 2Rockstar Global
- 3MEDVA
- 4My Mountain Mover
- 5DocVA
- 6Virtual Nurse Rx
- 7HelpSquad Health
How we chose the best virtual therapy practice assistant companies
We ranked these firms on five facts, read at each provider's own website on August 24, 2026: therapy practice scope, the HIPAA and Business Associate Agreement position in each firm's own words, published pricing, commitment terms, and the verified detail each publishes. The criterion that matters most is whether the provider understands visit authorization, because a therapy practice does not fail on booking, it fails on running out of authorized visits mid-plan or delivering care against an expired authorization. One firm here is built specifically for therapy practices and names verification and authorization as a separate role.
Best virtual therapy practice assistant companies compared
The table ranks all 7 on the same columns, Honest Taskers first because we publish the list. Facts were read on August 24, 2026 and change often, so treat them as a starting point, not a quote.
| Company | Therapy practice scope | HIPAA / BAA as stated | Published pricing | Commitment | Notable verified facts |
|---|---|---|---|---|---|
| Honest Taskers | Authorization and visit-limit tracking, recurring plan-of-care scheduling, cancellation backfill, progress note chasing, reauthorization | BAA when PHI is accessed; HIPAA compliance verified by Accountable; compliance officer | $10.00–$12.65/hr | Hourly; two-week trial on first hire | Licensed nurses and physicians in pool; 99.6% average monthly retention |
| Rockstar Global | Verification and authorization specialists, medical reception, billing and credentialing for PT, OT, SLP and DSOs | States "100% HIPAA-compliant", no BAA wording | Not publicly listed | 7–14 day average implementation | Built for PT, OT, SLP, DSOs; 300th VA, 170+ practices; 97% retention |
| MEDVA | Receptionists and administrative assistants; 75+ PT and chiropractic clinics among its client base | Mandatory HIPAA and cybersecurity training validated by a third party (Compliancy Group), no BAA wording | Not publicly listed | "No long-term commitments required to begin"; free replacement VA | 1,000+ practices: 400+ medicine, 200+ surgical, 290+ dental, 75+ PT |
| My Mountain Mover | Medical receptionist, administrative assistant and billing assistant roles; EHR-experienced | "A signed HIPAA Business Associate Agreement (BAA) is part of the contract we provide to all our healthcare clients" | Not publicly listed | Hired within 7–14 days | 1000+ practices; 1600+ VAs; 50+ specialties; EHR-experienced |
| DocVA | Insurance verification and prior authorization, scheduling, records and chart prep, patient follow-up | "HIPAA-certified and handles PHI to the same standard as your in-office staff", no BAA wording | Not publicly listed | "There is a contract, but there is not a lock-in period. You can cancel anytime." | RNs, pharmacists, certified billers; Philippines; 150+ practices |
| Virtual Nurse Rx | Prior authorizations, insurance verification, scheduling, intake, referral management | "HIPAA-compliant; BAA provided to every client" | Not publicly listed | Month-to-month; 48-hour average deployment | "No AI Does Your Work"; admin support only; Florida HQ, 50 states |
| HelpSquad Health | Patient-facing voice work plus back-office billing, claims and AR support | "HIPAA BAA + virtual desktop" included in the rate; individual HIPAA certification for every assistant | $8–10/hr back office; $10–13/hr patient-facing; live chat $185–$600/mo | 20 hrs/week minimum; 3-month term, auto-renewing | US-based and US-managed; $0 upfront, setup and replacement |
One firm on this list was built for this exact market. Rockstar Global names physical therapy, occupational therapy, speech-language pathology and dental service organizations as the practice types it serves, and it staffs verification and authorization specialists as a separate role rather than as a task an assistant picks up. MEDVA is the useful second reference point, reporting 75 or more physical therapy and chiropractic clinics among its 1,000-plus practices.
1. Honest Taskers
Best for: therapy practices losing visits to expired authorizations and unfilled cancellations.
Pricing: $10.00–$12.65/hrCompliance: HIPAA verified by Accountable; BAACommitment: HourlyFirst hire: Two-week working trial
A therapy practice has an administrative failure mode general medicine does not: the authorized visit count. Care is delivered in a plan of eight or twelve or twenty visits, and every one of those has to be authorized, tracked and reauthorized before it runs out. Get it wrong and you have either delivered unpaid care or interrupted a plan halfway through, and both cost more than the admin would have. Honest Taskers places staff working your time zone inside your systems on that whole cycle: verifying benefits and authorized visit counts before the plan starts, tracking visits used against visits authorized, starting reauthorization before the count is exhausted rather than after, scheduling recurring appointments as a block so the plan completes, backfilling cancellations from a waitlist the same day, and chasing outstanding progress notes so claims can go out. Staff are trained on HIPAA and data privacy under a dedicated compliance officer, with a Business Associate Agreement signed before access and HIPAA compliance verified by Accountable. Rates run about $10 to $12.65 an hour by role, background, schedule and location, with a two-week working trial on the first hire. See the virtual mental health assistant service for behavioral therapy detail.
Limitation: staff work administratively, so clinical decisions about the plan of care and the content of progress notes stay with your therapists, and the firm describes its security environment as SOC 2 audit ready rather than holding a SOC 2 or ISO 27001 certification.
2. Rockstar Global
Best for: PT, OT and SLP practices wanting a provider built for their market with named authorization specialists.
Pricing: Not publicly listedCompliance: States 100% HIPAA-compliantCommitment: 7–14 day implementationFocus: PT, OT, SLP and DSOs
Rockstar Global is the only firm here built around specific practice types rather than healthcare generally. Formerly Virtual Rockstar, it is the only firm in this pool built around a specific set of practice types rather than healthcare generally, naming physical therapy, occupational therapy, speech-language pathology and dental service organizations. Its roles reflect that focus: medical reception specialists, verification and authorization specialists, medical billing specialists, administrative support specialists and credentialing specialists, supported by an internal VA Academy for ongoing development. It reports placing its 300th VA across more than 170 private practices with a 97% practice partner retention rate, around $20,000 saved in annual profits per solution as a company-reported figure, and a 7 to 14 day average implementation.
Limitation: it publishes no pricing and no Business Associate Agreement wording, and its focus on therapy practices and dental service organizations means a general medical practice is not its core buyer.
3. MEDVA
Best for: therapy clinics wanting a provider with a proven base in PT and chiropractic.
Pricing: Not publicly listedCompliance: HIPAA training validated by Compliancy GroupCommitment: None to beginScale: 1,000+ practices
MEDVA brings the largest verified practice base here. Its scale is the strongest verified claim in this pool: 1,000 or more healthcare practices, broken down as 400 or more medicine clinics, 200 or more surgical practices, 290 or more dental and orthodontic offices, and 75 or more physical therapy and chiropractic clinics. Staff include licensed medical assistants and certified medical scribes alongside receptionists, administrative assistants, billing assistants and remote patient monitoring support, with bilingual Spanish available. Screening is multi-stage with competency assessments, HIPAA and cybersecurity training is mandatory and validated through third-party compliance partner Compliancy Group, work happens remotely or in an optional Epic-approved secured facility, and a replacement VA is placed at no additional cost.
Limitation: no pricing is published anywhere, and its compliance position is a training claim validated by a third party rather than a stated Business Associate Agreement, so ask for the BAA explicitly.
4. My Mountain Mover
Best for: therapy practices that want a signed BAA in the standard contract plus billing capability.
Pricing: Not publicly listedCompliance: Signed BAA in every healthcare contractCommitment: Not publicly listedSpeed: Hired in 7–14 days
My Mountain Mover settles the compliance question in the contract rather than in negotiation. It gives the clearest contractual answer in this pool, stating that a signed HIPAA Business Associate Agreement is part of the contract provided to all healthcare clients rather than something you negotiate. Its talent is described as pre-trained healthcare staff experienced in widely used electronic health records, and it reports 1000 or more practices served, 1600 or more pre-trained virtual assistants and coverage of 50 or more specialties, with hiring completed within 7 to 14 days. It claims practices save up to 70% on overhead costs, a company-reported figure with no methodology published.
Limitation: it publishes no pricing at all, and the "save up to 70% on overhead costs" claim carries no published methodology, so treat it as marketing rather than a projection.
5. DocVA
Best for: therapy practices whose authorization work needs clinical context assembled properly.
Pricing: Not publicly listedCompliance: HIPAA training (company-reported)Commitment: Contract, no lock-inStaff: RNs, pharmacists, certified billers
DocVA hires from a different pool than most, which shows up on anything clinically adjacent. Its differentiator is who it hires: it states that every DocVA virtual medical assistant is an experienced healthcare professional, naming registered nurses, pharmacists, certified billers and experienced medical scribes among them. Commercially it is unusually clear, stating there is a contract but no lock-in period and that you can cancel at any time. Delivery is from the Philippines with the Data Privacy Act referenced, assistants are described as HIPAA-certified and handling protected health information to the same standard as in-office staff, and it reports over 1,000 virtual assistants placed across hundreds of practices with 150 or more practices served.
Limitation: no pricing is published, and while assistants are described as HIPAA-certified there is no Business Associate Agreement wording, which is the document that allocates liability.
6. Virtual Nurse Rx
Best for: therapy practices needing authorization cover within days on a month-to-month basis.
Pricing: Not publicly listedCompliance: BAA provided to every clientCommitment: Month-to-monthSpeed: 48-hour average deployment
Virtual Nurse Rx is the fastest to deploy and the most explicit about scope. Two published statements make it worth close attention. The first is commercial: it provides a BAA to every client, on month-to-month engagements, with an average deployment of 48 hours for a ready practice. The second is a piece of honesty rare in this market. Despite RN and MD staffing in its own positioning, it states plainly that it offers administrative support only and that clinical decisions always remain with your licensed providers. It also advertises a "100% Human-Performed Service: No AI Does Your Work", which is a direct answer to a question more practices are asking. It is headquartered in Sun City Center, Florida and serves all 50 states.
Limitation: no pricing is published, and the RN and MD framing in its own positioning sits awkwardly beside its statement that the service is administrative support only, so be clear internally about what you are buying.
7. HelpSquad Health
Best for: therapy practices wanting published rates across both front desk and billing.
Pricing: $8–10/hr digital; $10–13/hr voiceCompliance: BAA and virtual desktop includedCommitment: 20 hrs/wk, 3-month termSetup: $0 upfront
HelpSquad Health publishes the only full rate card in this pool. It is the only firm here that publishes a full rate card, splitting back-office digital work at $8 to $10 an hour from patient-facing voice work at $10 to $13, with managed teams quoted separately and shared live chat from $185 to $600 a month. What matters more is that the rate includes a HIPAA BAA and a virtual desktop, and it states individual HIPAA certification for every assistant. It is a US-based, US-managed company, charges $0 upfront, $0 implementation and $0 replacement costs, and names client practices including Imagine Advanced Dental Arts, Keady Family Practice and Spark Orthodontics.
Limitation: the 20 hours a week per assistant minimum and a 3-month agreement that auto-renews in 3-month increments make it the least flexible published commitment here, so it suits a settled need rather than a trial.
Should therapy practices staff authorization work in-house or with a remote assistant?
Remotely, because authorization work is portal and phone work with hard deadlines, and it is the task most often squeezed out by a busy clinic day. The cost case is clear: a medical secretary or administrative assistant earned a median $22.08 an hour, about $45,930 a year, according to the U.S. Bureau of Labor Statistics May 2025 wage data for secretaries and administrative assistants, against published rates from $9.50 an hour. The stronger argument is specialisation. A therapy practice needs somebody who understands that visits are a currency, watches the count, and starts reauthorization at visit six of eight rather than visit eight. That is a habit, and it is easier to buy from a provider whose staff already have it. Rockstar Global is the only firm here built around this market, and MEDVA has the largest verified therapy client base. What stays with your therapists is the plan of care itself and every word of the progress note. For the scope, see tasks to outsource to a virtual medical assistant.
What are the risks of outsourcing therapy practice admin to an assistant?
In therapy the expensive mistakes are all timing mistakes, and they surface weeks later as denials.
- BAA versus HIPAA training. A Business Associate Agreement is a contract allocating liability for a breach. "HIPAA-trained" describes a person who sat a course. Ask which you are getting, in writing.
- Visits delivered against an expired authorization. Ask for the tracking report showing visits used against visits authorized, and check it weekly.
- Reauthorization started too late. Agree the trigger point, ideally with two or three visits still remaining.
- Progress notes gating claims. Chasing notes is administrative; writing them is not. Write the boundary down.
- Cancellation backfill speed. A same-day unfilled slot is lost revenue. Ask what the waitlist process is.
How much does a therapy practice assistant cost?
Four firms publish rates. Hello Rache is $9.50 an hour, cancel anytime. HelpSquad Health is $8 to $10 an hour for back-office work and $10 to $13 for patient-facing, with a BAA and virtual desktop included, but a 20 hours a week minimum on a rolling 3-month term. Staffingly is $399 a week per person for 45 hours, falling to $299 at ten or more, under $9 an hour at the top tier. Honest Taskers is $10.00 to $12.65 an hour with no minimum. Everyone else on this list quotes on request. For context, a medical secretary or administrative assistant earned a median $22.08 an hour, about $45,930 a year, according to the U.S. Bureau of Labor Statistics May 2025 wage data for secretaries and administrative assistants. For a therapy practice the number to watch is authorized visits delivered as a share of visits authorized, plus cancellation backfill rate. Recovering a handful of visits a week covers this cost comfortably. Rates were checked on August 24, 2026 and change often. For rate context, see how much a virtual medical assistant costs in 2026.
What should you look for in a therapy practice assistant?
Authorization discipline, therapy market experience, a signed BAA, and a real backfill process.
- Authorization named as a capability. Rockstar Global staffs it as a role. Ask the others who does it and how it is tracked.
- Therapy market experience. Ask how many PT, OT or SLP practices the provider works with.
- A visit-count tracking report. Ask to see it before signing, not after.
- A signed BAA. Three firms here state one.
- Backfill process for cancellations. Ask specifically how a same-day cancellation gets filled.
How do you set up a therapy practice assistant?
Start with the authorization report, because that is where therapy practices lose money without noticing.
- Audit one quarter: visits authorized, visits delivered, and any delivered outside an active authorization.
- Count same-day cancellations and how many were backfilled.
- Set the reauthorization trigger point in writing before shortlisting.
- Get the BAA and payer portal access ready before the first shift.
- Review at a quarter on visits delivered against authorized and backfill rate.
For a fuller hiring walkthrough, read how to hire a virtual medical assistant.
Methodology and sources
We read each company's own website on August 24, 2026, recording therapy practice scope, the HIPAA and Business Associate Agreement position exactly as each firm words it, published pricing, commitment terms, and the facts each firm publishes about itself. Wage context is from the U.S. Bureau of Labor Statistics May 2025 Occupational Employment and Wage Statistics. Business Associate Agreement obligations are set by the HIPAA Privacy and Security Rules. Where a company didn't publish a fact we marked it "not publicly listed"; practice counts, retention rates and savings claims are company-reported and were not independently audited. Portiva was excluded because its site redirects to a domain that refuses automated requests.
Related therapy practice guides
If plans of care are stalling before completion, the cause is usually authorization timing rather than patient commitment. Our guide to virtual medical assistant duties shows which parts of the authorization and scheduling cycle a remote hire can own outright.
Speak with Honest Taskers about staffing your therapy practice.