Q: How much does a virtual medical assistant for assisted living facilities cost?

Four firms publish rates: Care VMA Health starts at $9 an hour, Hello Rache is $9.50, Honest Taskers is $10.00 to $12.65, and HelpSquad Health is $8 to $10 for back-office work or $10 to $13 for patient-facing. Staffingly is $399 a week for 45 hours. A US medical secretary earned a median $22.08 an hour in May 2025 by comparison.

What does a virtual medical assistant do for assisted living facilities?

The work is administrative: handling enquiry calls from families and converting tours into move-ins; managing move-in paperwork; agreements and records collection; coordinating physician visits. Clinical judgement, assessment and anything requiring a license stay with your own clinicians.

Do these companies sign a HIPAA Business Associate Agreement?

Some do and some state only HIPAA training, which is not the same. My Mountain Mover states a signed BAA is part of every healthcare contract, Virtual Nurse Rx provides one to every client, HelpSquad Health includes it in the rate, Staffingly reports a signed BAA alongside SOC 2 Type II and ISO 27001, and Honest Taskers signs one before PHI access.

How quickly can an assistant start?

Virtual Nurse Rx reports an average 48-hour deployment and Care VMA Health advertises 48-hour matching. My Mountain Mover states hiring within 7 to 14 days and Rockstar Global reports a 7 to 14 day implementation. Most of the elapsed time is your own onboarding, so preparing system access and a task list shortens it.

Can I try one without a long commitment?

Yes, Hello Rache states cancel anytime with no long-term commitment, Care VMA Health offers no long-term contracts and a Flexi Plan with no minimum hours, DocVA states a contract with no lock-in period, Virtual Nurse Rx is month-to-month, and Honest Taskers provides a two-week working trial on the first hire.

Will the assistant know assisted living facilities workflows?

Ask rather than assume. My Mountain Mover states pre-trained healthcare talent experienced in widely used electronic health records across 50-plus specialties, MEDVA names its practice-type breakdown, and DocVA states its assistants are experienced healthcare professionals. Request the specific assistant's background in assisted living facilities and who trains them on your systems.

What administrative work matters most in assisted living?

Enquiry response and move-in conversion. Families comparing facilities generally choose one that responds quickly and makes the paperwork easy. That is administrative work with a direct occupancy effect, and it is usually handled by whoever is free rather than by an owner.

Is resident information covered by HIPAA here?

It depends on the services provided and how the community is structured, and it varies by state. The safe approach is to treat resident health information as protected and require a Business Associate Agreement regardless, which five firms in this market state.

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Last updated: 2026-08-24

Honest Taskers, HealthSnap, and Signallamp Health lead this year's shortlist of virtual medical assistant companies for assisted living facilities, seven firms ranked on published pricing, the Business Associate Agreement position each states in its own words, commitment terms, and what each publishes about itself. For assisted living facilities the work that matters is handling enquiry calls from families and converting tours into move-ins. Below we set out what happens to a family enquiry, why occupancy depends on the speed of the call back, what the work costs, whether a provider handles tours and move-in paperwork, and which conversion to lift first. Of the seven here, two publish a rate and one states a signed BAA, and those two columns narrow the list faster than any claim about quality.

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
2HealthSnap
3Signallamp Health
4Zimmet Healthcare Services Group
5Neolytix
6Wing Assistant
7MyOutDesk

How we chose the best virtual medical assistant companies for assisted living facilities

We ranked these firms on five facts, each read at the provider's own website on August 24, 2026: the scope each offers assisted living facilities, the HIPAA and Business Associate Agreement position in the firm's exact wording, published pricing, commitment terms, and the verified detail each publishes. We ignored claims about screening quality and talent percentiles, because every firm in this market makes them and none is checkable from outside. What's checkable is what a firm will commit to. For assisted living facilities the additional question is whether the assistant can handle managing move-in paperwork without being taught the basics first.

Best virtual medical assistant companies for assisted living facilities 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.

Virtual medical assistant companies for assisted living facilities compared on the criteria stated below, read at each provider's own site.
Company	What the firm offers	HIPAA / BAA as stated	Published pricing	Model	Notable verified facts
Honest Taskers	Hourly placed staff working in your own systems across reception, intake, records, prior authorization, billing support and patient outreach	BAA when PHI is accessed; HIPAA compliance verified by Accountable	$10.00–$12.65/hr	Hourly, no minimum; two-week trial	Licensed nurses and physicians in pool; 99.6% average monthly retention
HealthSnap	Software only	HITRUST-certified and HIPAA-com	Not publicly listed	Managed clinical program	Integrated RPM and CCM virtual care management platform; HITRUST-certified and HIPAA-compliant; serves provider groups, health systems, ACOs, FQHCs and CHCs; −23.8
Signallamp Health	Nurse-led care management embedded in the practice's EHR	Not publicly listed	$0	Managed clinical program	Fully employs its own home-based RNs and LPNs; states staff are 100% US-based and licensed in the same state as your patients; nurses work directly in your EHR with no ex
Zimmet Healthcare Services Group	SNF consulting, reimbursement and technology	Not publicly listed	Not publicly listed	Outsourced services and consulting	consulting and "Reimbursement Reimagined" covering MDS accuracy, case management and reimbursement strategy; zPAX technology; SNF-focused; positions itself as "Rationaliz
Neolytix	Virtual assistants alongside revenue cycle management, coding audit, CVO credentialing, provider enrollment and licensing	ISO 27001 certified; HIPAA stated	Not publicly listed	Not publicly listed	VAs plus RCM and credentialing; 270+ orgs, 31 specialties, 40 states
Wing Assistant	Healthcare virtual assistant and customer service roles with 24/7 specialist availability	Healthcare VA product named; no HIPAA detail published	Not publicly listed	Not publicly listed	10,000+ active assistants and 2M+ screened yearly, both company-reported; 24/7 cover
MyOutDesk	General administrative support, customer service, bookkeeping, marketing, inside sales and transaction coordination	SOC 2 certified and audited (company-reported); "HIPAA Verified"; PCI-DSS ready	$1,988/mo managed; $2,500/mo specialized	Full time only, 8h x 5d	17+ years; 8,500+ businesses served; hire in ~1 week; "top 0.7% of talent" is its own claim

Read the compliance and pricing columns together. The firms that publish a rate aren't the ones with the weakest compliance position, which is the usual assumption, and several firms publish neither a price nor commitment terms nor a Business Associate Agreement, which means three separate negotiations before you can compare them to anything. For assisted living facilities the scope column matters too, because agreements and records collection isn't work every provider has done before.

1. Honest Taskers

Best for: assisted living facilities that want a published hourly rate, a signed BAA and third-party verified compliance with no minimum.

Pricing: $10.00–$12.65/hrCompliance: HIPAA verified by Accountable; BAACommitment: Hourly, no minimumFirst hire: Two-week working trial

Honest Taskers is where this list starts because the compliance and pricing questions are answered in public rather than in a quote. For assisted living facilities the placed assistant works your time zone inside your own systems on handling enquiry calls from families and converting tours into move-ins, managing move-in paperwork, agreements and records collection, and coordinating physician visits. Staff are trained on HIPAA and data privacy under a dedicated compliance officer, a Business Associate Agreement is signed before anyone touches protected health information, and HIPAA compliance is verified by Accountable rather than asserted internally. The talent pool includes licensed nurses and physicians. Rates run $10.00 to $12.65 an hour depending on role, background, schedule and location, billed hourly with no weekly minimum, and the first hire comes with a two-week working trial. Honest Taskers reports 99.6% average monthly retention. See the multi-purpose virtual medical assistant service for role detail.

Limitation: staff work remotely and administratively, so clinical assessment, treatment decisions and every clinical conversation in assisted living facilities stays with your own clinicians, and Honest Taskers describes its security environment as SOC 2 audit ready rather than holding a SOC 2 or ISO 27001 certification of the kind Staffingly and MyOutDesk publish.

2. HealthSnap

Best for: Assisted living facilities weighing a care management option alongside placed assistants.

Pricing: Not publicly listedCompliance: HITRUST-certified and HIPAA-comModel: Managed clinical programCategory: Care management

HealthSnap supplies clinical care management rather than administrative staff, so it answers a different half of the problem than a placed assistant does. Read from its own site: Staff or software: Software only; Verified facts: Integrated RPM and CCM virtual care management platform; HITRUST-certified and HIPAA-compliant; serves provider groups, health systems, ACOs.

Limitation: it is a platform, not a staffing provider, so your team still makes the calls and logs the time

3. Signallamp Health

Best for: Assisted living facilities weighing a care management option alongside placed assistants.

Pricing: $0Compliance: Not publicly listedModel: Managed clinical programCategory: Care management

Signallamp Health supplies clinical care management rather than administrative staff, so it answers a different half of the problem than a placed assistant does. What the site publishes: What it is: Nurse-led care management embedded in the practice's EHR; Verified facts: Fully employs its own home-based RNs and LPNs.

Limitation: no HIPAA or BAA statement on the page, and the revenue-share model means the economics depend on your billable patient volume

4. Zimmet Healthcare Services Group

Best for: Assisted living facilities weighing a post-acute specialist option alongside placed assistants.

Pricing: Not publicly listedCompliance: Not publicly listedModel: Outsourced services and consultingCategory: Post-acute specialist

Zimmet Healthcare Services Group is a post-acute specialist rather than a staffing agency, which is why it belongs on a list aimed at assisted living facilities. Its own pages state: What it is: SNF consulting, reimbursement and technology; Verified facts: consulting and "Reimbursement Reimagined" covering MDS accuracy, case management and reimbursement strategy.

Limitation: publishes no credentials, no pricing, no delivery location, no compliance and no client numbers

5. Neolytix

Best for: small assisted living facilities whose need spans assistants, billing and credentialing.

Pricing: Not publicly listedCompliance: ISO 27001 certifiedCommitment: Not publicly listedBase: Chicago

Neolytix is the option that scales down to a small practice. It's the option that scales down rather than up, publishing explicit small-practice and mid-market tiers where most firms chase larger contracts. Virtual assistants sit alongside revenue cycle management, coding audit, credentials verification organization credentialing, provider enrollment and licensing, so one firm can absorb the billing or credentialing work an assistant would otherwise be chasing. It reports 270-plus organizations across 31 specialties in 40 states and is ISO 27001 certified.

Limitation: it publishes no pricing and no commitment terms, and its center of gravity is revenue cycle work rather than front-office staffing.

6. Wing Assistant

Best for: assisted living facilities needing round-the-clock cover or fast replacement from the deepest bench.

Pricing: Not publicly listedCompliance: No HIPAA detail publishedCommitment: Not publicly listedScale: 10,000+ active assistants

Wing Assistant is the scale option, which means replacement speed and out-of-hours cover. It brings the deepest bench of any firm here, reporting more than 10,000 active assistants and more than two million applicants screened annually, with 24/7 specialist availability and a company-reported 4.8 out of 5 average rating. A healthcare virtual assistant is one of its named products alongside customer service representatives and administrative and executive assistants, so scale and out-of-hours coverage are its arguments.

Limitation: it publishes no pricing, no delivery location, no commitment terms and no HIPAA detail beyond having a healthcare product.

7. MyOutDesk

Best for: assisted living facilities wanting a published monthly rate, a SOC 2 audit and general business breadth.

Pricing: $1,988/mo managed; $2,500/mo specializedCompliance: SOC 2 audited; HIPAA VerifiedCommitment: Full time onlyExperience: 17+ years

MyOutDesk is the generalist with the strongest audit trail. It publishes $1,988 a month for managed outsourcing and $2,500 for specialized support, both full time at eight hours a day five days a week, around $12 an hour at the lower tier. Its compliance documentation is unusually strong for a generalist: SOC 2 certified and audited (company-reported), described as HIPAA Verified, and HIPAA and PCI-DSS compliance ready. It reports 17-plus years, 8,500 or more businesses served and hiring in as little as one week.

Limitation: it is a generalist rather than a healthcare specialist, offers no part-time option, and "HIPAA Verified" is its own description rather than an independent certification.

What does a virtual medical assistant do with a family enquiry about assisted living?

Answers it, books the tour and handles the move-in paperwork behind it. None of that needs anyone in the building. The cost gap is large: 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, before benefits, payroll tax and a desk, against published remote rates from $9 an hour. Keep in the building whatever genuinely needs a person there: greeting patients, physical specimens and mail, and anything requiring a wet signature. The practical route is to start with the single task costing you the most rather than defining a whole role upfront, because the job's easier to scope once somebody's doing it. Hourly and cancel-anytime arrangements suit that far better than a quarterly minimum. For the task-level breakdown, see virtual medical assistant duties.

Why does occupancy depend on how fast a virtual medical assistant calls a family back?

Because these are shopping enquiries from families comparing options, and the first call back gets the tour, settled with four contractual points first.

BAA versus HIPAA training. A Business Associate Agreement puts breach liability in writing. "HIPAA-trained" describes a person who sat a course. Five firms in this market state a BAA; the rest state training. Ask which you are getting, in writing.
Enquiry response decides occupancy. Assisted living enquiries are shopping enquiries from families comparing options. Response speed drives occupancy more than any other administrative factor. Ask for the target response time.
Commitment before certainty. Terms run from a Flexi Plan with no minimum hours to a 3-month minimum at 20 hours a week. Match the term to how sure you are.
Access scope. Grant the minimum systems access each task needs and review it quarterly and on every staff change.
Time zone against your day. Ask for the shift pattern rather than the delivery country, which matters most where staff are offshore.

How much does a virtual medical assistant cost?

Two firms publish a rate here. Honest Taskers is $10.00 to $12.65 an hour with no weekly minimum. MyOutDesk publishes $1,988 a month full time. The other five on this list, HealthSnap, Signallamp Health, Zimmet Healthcare Services Group, Neolytix and Wing Assistant, quote on request. For assisted living facilities the unit worth computing is cost per enquiry converted to a move-in, which you can work out from a two-week sample rather than from a quote. Rates were checked on August 24, 2026 and change often. For rate context, see how much a virtual medical assistant costs in 2026.

Can the virtual medical assistant company handle a tour booking and the move-in paperwork?

Ask whether it does both or hands the second back to you, plus a signed BAA, a published rate and an exit you can use.

A signed Business Associate Agreement. Five firms in this market state one. Get the document before access, not after the first shift.
A published rate. An undisclosed rate means you negotiate compliance terms alongside the money.
An exit you can use. Cancel-anytime, no lock-in, month-to-month and a no-minimum Flexi Plan all exist here.
Out-of-hours enquiry cover. Family enquiries arrive evenings and weekends. Ask for the shift pattern, not the country.
Named systems experience. Ask which practice management and EHR systems the specific assistant has worked in, and who trains them on yours.

Which assisted living conversion should a virtual medical assistant lift first?

Enquiry to tour, because tour to move-in is a conversation on site and that one isn't.

Measure one month of enquiry response time and tour-to-move-in conversion so you have a baseline to judge against.
List the five tasks you would hand over in week one, with the system each requires.
Mark which touch protected health information, which decides whether a BAA is mandatory.
Shortlist on stated BAA, published pricing and exit terms before reading any quality claims.
Review at four weeks against the baseline rather than against an impression, then widen scope.

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 the scope offered, the HIPAA and Business Associate Agreement position in each firm's exact wording, published pricing, commitment terms and the verified facts each publishes. We set aside claims about screening quality and talent percentiles, because every firm makes them and none is checkable from outside; where such figures appear above they are labelled as the company's own claim. 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 published no figure we marked it "not publicly listed" rather than guessing; practice counts, retention rates and savings claims are company-reported and we did not audit them. Portiva, Pearl Talent and Wishup were excluded because their sites refuse automated requests, and Phoenix Virtual Solutions was excluded because its domain now returns an expiration notice.

The fastest way to narrow this market is to decide which tasks touch patient data, because that single question removes several firms. Our explainer on what a virtual medical assistant is covers the scope a remote hire can own for assisted living facilities, and where the compliance obligation begins.

Speak with Honest Taskers about staffing assisted living facilities.

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