Last updated: 2026-08-12
Honest Taskers, Hello Rache, and MedVA lead this year's shortlist of virtual medical assistant companies for outpatient rehabilitation, thirteen healthcare-focused staffing firms ranked on how they carry a therapy practice's admin load, and from scheduling recurring plans of care and tracking insurance authorizations against visit caps to new-patient intake, all in your time zone and under a signed BAA. The companies here staff your clinic with remote people, not scheduling bots or AI intake apps, and the evaluation, treatment, and clinical judgment stay with your licensed therapists. Below we set out whether a recurring schedule can be held remotely, what missed-visit drift is, how these companies price their services, whether a provider knows where the clinical line sits, and which authorization to check first.
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
- 2Hello Rache
- 3MedVA
- 4My Mountain Mover
- 5HelpSquad Health
- 6Portiva
- 7Pearl Talent
- 8CareVMA Health
- 9Wishup
- 10SimiTree
- 11Virtual Nurse Rx
- 12VMeDx
- 13Staffingly
How we chose the best virtual medical assistant companies for outpatient rehabilitation
We ranked these companies on five facts, each checked at the provider's own website on August 12, 2026. Those facts are healthcare specialization, talent location, published hourly pricing, the outpatient rehabilitation tasks they say they cover, and HIPAA posture. Rehab admin work means scheduling recurring therapy sessions and plans of care, insurance authorization and visit-cap tracking, new-patient intake, plan-of-care documentation support, referral coordination, recall for missed visits, and patient portal upkeep, so we weighted firms that name those tasks. Blank facts read "not publicly listed" instead of a guess, and we note that every task here is administrative, since the evaluation, treatment, and clinical judgment stay with your licensed therapists.
Best virtual medical assistant companies for outpatient rehabilitation compared
The table ranks all 13 on the same columns, Honest Taskers first because we publish the list. Rates were checked August 12, 2026 and change often, so treat them as a starting point, not a quote.
| Company | Healthcare focus | Talent location | Published hourly rate | Outpatient rehabilitation support (as stated) | HIPAA posture (as stated) |
|---|---|---|---|---|---|
| Honest Taskers | Yes | US clients; recruiting in the Philippines, Latin America, India and Pakistan | $10.00–$12.65/hr | Recurring scheduling, authorization and visit-cap tracking, intake, plan-of-care documentation support, recall | HIPAA-trained; compliance verified by Accountable; BAA when PHI; SOC 2 audit-ready |
| Hello Rache | Yes | Philippines | $9.50/hr flat | Scheduling, patient calls, intake support | HIPAA-trained |
| MedVA | Yes | Philippines | Not publicly listed | Scheduling, authorizations, patient communication | HIPAA-trained; SOC 2-monitored systems |
| My Mountain Mover | Yes | Not publicly listed | Not publicly listed | Managed scheduling and authorization support | Signed BAA; in-house HIPAA officer |
| HelpSquad Health | Yes (plus general) | Philippines and India; US-managed | $10–$13/hr patient-facing | Scheduling, intake, authorization follow-up | Company-level BAA; HIPAA virtual desktop |
| Portiva | Yes | Philippines | $10/hr | Scheduling, insurance verification, front-office support | HIPAA-trained |
| Pearl Talent | Yes (plus general) | Latin America and Philippines | $9.95/hr, or from $3,000/mo | Intake and referral coordination | Compliance managed |
| CareVMA Health | Yes | Not publicly listed | From $9/hr | Scheduling and front-office support | HIPAA-trained (company-reported) |
| Wishup | General, with a healthcare option | India-primary; US option | $1,299–$1,999/mo | Scheduling and general admin | HIPAA and PHI-trained |
| SimiTree | Yes | Not publicly listed | Not publicly listed | Coding and documentation review, plus recruiting (as stated) | Not publicly listed |
| Virtual Nurse Rx | Yes (RN-staffed) | US-served | ~$12–$15/hr | RN-staffed patient calls and coordination | HIPAA-trained |
| VMeDx | Yes | Philippines | $10/hr | Scheduling and records coordination (as stated) | HIPAA-trained |
| Staffingly | Yes (healthcare BPO) | India, Pakistan, Bangladesh, Nigeria | $399/week per assistant (45 hrs) | Scheduling and intake coordination (as stated) | BAA before day 1; annual HIPAA training; SOC 2 Type II and ISO/IEC 27001 (company-reported) |
A pattern shows up fast. Most staff rehab admin from the Philippines at $9 to $13 an hour, a few add Latin America for daytime US call and authorization coverage, and only a handful put a signed BAA on the record for the staff who touch plans of care and payer portals.
1. Honest Taskers
Best for: outpatient therapy clinics that want one remote assistant running recurring scheduling, authorization tracking, and intake, staffed by healthcare-trained people including licensed nurses.
Pricing: $10.00–$12.65/hrLocation: US clients; PH, LatAm, India and Pakistan recruitingModel: Managed staffingFirst hire: Two-week working trial
Honest Taskers is a healthcare-focused virtual staffing company that runs the back office for US physical therapy, occupational therapy, and speech therapy practices. Its virtual medical assistants schedule recurring therapy sessions and plans of care, track insurance authorizations against visit caps, handle new-patient intake, support plan-of-care documentation on the administrative side, coordinate referrals, and run recall for missed visits inside your rehab EHR, from WebPT and Prompt to Raintree and Net Health. Candidates are trained on HIPAA and data privacy under a dedicated compliance officer, work in your time zone, and sign a Business Associate Agreement when they'll access PHI, with HIPAA compliance verified by Accountable. The talent pool includes licensed nurses and physicians, rates begin around $10 per hour and range up to about $12.65 depending on role, background, schedule, and location, and every client gets a Customer Success Advocate plus a two-week working trial with their first hire. Honest Taskers reports 99.6% average monthly retention, so the person managing your authorizations and recall stays consistent, and the evaluation and treatment decisions stay with your therapists. See the full virtual medical assistant service for role details.
Limitation: not the lowest hourly rate on this list.
2. Hello Rache
Best for: solo and small therapy practices that want a flat, low-cost assistant for scheduling and intake from nurse-background staff.
Pricing: $9.50/hr flatLocation: PhilippinesModel: Dedicated/managedTrial: Not publicly listed
Hello Rache staffs dedicated healthcare virtual assistants from the Philippines, many of them licensed nurses, for scheduling, patient calls, and intake support that suits a busy rehab front office. Pricing is a flat $9.50 an hour with no contracts and cancel-anytime terms, and assistants complete HIPAA training and stay paired with the same practice rather than rotating.
Limitation: the Business Associate Agreement isn't described publicly, so confirm it in writing.
3. MedVA
Best for: busy rehab clinics that want a managed scheduling and authorization team rather than a self-serve hire.
Pricing: Not publicly listedLocation: PhilippinesModel: Managed + account managerTrial: Not publicly listed
MedVA was founded by physicians and places medical virtual assistants for scheduling, authorizations, and patient communication across many specialties, therapy practices among them. Its assistants are HIPAA-trained and work inside what the company calls SOC 2-monitored systems, with a dedicated account manager on every relationship.
Limitation: no public pricing.
4. My Mountain Mover
Best for: rehab practices that want a signed BAA and a named compliance owner on the staff handling plans of care.
Pricing: Not publicly listedLocation: Not publicly listedModel: ManagedTrial: Not publicly listed
My Mountain Mover places managed medical virtual assistants for front-office and back-office support across clinics, dental, and behavioral health, including scheduling and authorization work. Its compliance posture stands out, with a signed Business Associate Agreement for every healthcare client and an in-house HIPAA compliance officer.
Limitation: neither pricing nor talent location is published.
5. HelpSquad Health
Best for: rehab practices that want a US-held BAA for the staff working authorizations and intake.
Pricing: $10–$13/hr patient-facingLocation: PH + India; US-managedModel: Managed staffingTrial: Not publicly listed
HelpSquad Health runs managed virtual assistants with US oversight from Doylestown, Pennsylvania, staffing patient-facing roles from the Philippines. Scheduling, patient intake, and authorization follow-up run about $10 to $13 an hour, and every rate includes a company-level BAA held with HelpSquad plus a HIPAA virtual desktop.
Limitation: 20 hours a week minimum on a three-month term.
6. Portiva
Best for: rehab clinics that want scheduling and insurance verification tested with a short trial at $10 an hour.
Pricing: $10/hrLocation: PhilippinesModel: Managed/offshoreTrial: 7-day (company-reported)
Portiva places HIPAA-trained remote staff from the Philippines for scheduling, insurance verification, and front-office support at $10 an hour, which maps neatly onto a therapy practice's authorization and visit-cap tracking. It's one of the few here to advertise a short trial, a company-reported 7 days with no long-term contract, and its assistants are background-checked with HIPAA training certificates.
Limitation: offshore-only staffing from a single country.
7. Pearl Talent
Best for: rehab practices that want Latin America time-zone overlap for daytime intake and referral coordination.
Pricing: $9.95/hr or $3,000/moLocation: Latin America + PhilippinesModel: Managed servicesTrial: Not publicly listed
Pearl Talent staffs intake specialists and coordinators from Latin America and the Philippines, with strong US time-zone overlap from the Latin America pool for daytime referral coordination and phone follow-up. Pricing starts around $9.95 an hour, or from $3,000 a month on a managed model that covers payroll and compliance, and candidates go through medical terminology assessments before placement.
Limitation: it also serves non-healthcare clients, so confirm healthcare depth.
8. CareVMA Health
Best for: rehab practices that want a fast scheduling match at a low entry rate.
Pricing: From $9/hrLocation: Not publicly listedModel: Fully managedTrial: Not publicly listed
CareVMA Health provides fully managed virtual assistants from $9 an hour for scheduling and front-office support, and advertises a match in about 48 hours. Its assistants are described as trained on common EHR platforms, which the company says shortens ramp time on a rehab practice's system.
Limitation: talent location isn't stated publicly.
9. Wishup
Best for: rehab practices that need scheduling plus general admin from one assistant.
Pricing: $1,299–$1,999/moLocation: India-primary; US optionModel: ManagedTrial: Not publicly listed
Wishup is a general virtual assistant company with a healthcare option, so its HIPAA and PHI-trained assistants can cover scheduling and recall alongside general business admin. Healthcare plans run roughly $1,299 a month for 80 hours up to $1,999 for a full 160 hours, with a US-based option at a higher rate and a dedicated VA manager.
Limitation: it's a generalist, not a healthcare-only firm.
10. SimiTree
Best for: rehab providers that want documentation reviewed against a stated accuracy and turnaround
Pricing: Not publicly listedLocation: Not publicly listedModel: Outsourced service plus consultingTrial: Not publicly listed
SimiTree sells post-acute revenue cycle, coding and OASIS review, consulting and recruiting across home health, hospice and behavioral health, and states a 98% accuracy rate with a 48-hour standard turnaround. Those are two of the few numbers any firm on this list attaches to review work.
Limitation: no coder credentials named, no pricing, and no compliance certification on the pages read
11. Virtual Nurse Rx
Best for: rehab practices that want registered nurses handling patient calls between sessions.
Pricing: ~$12–$15/hrLocation: US-servedModel: Managed staffingTrial: Not publicly listed
Virtual Nurse Rx staffs assistants who are registered nurses, which suits practices whose patients call in about pain or a home exercise plan before the next visit. Assistants complete HIPAA training and work directly in the practice's systems in real time, and they don't answer clinical questions themselves, they pass them to your licensed therapists.
Limitation: the highest hourly rate here, at roughly $12 to $15.
12. VMeDx
Best for: therapy clinics that want a flat $10 hourly rate from a healthcare-only firm.
Pricing: $10/hrLocation: PhilippinesModel: Managed/offshoreTrial: Not publicly listed
VMeDx places HIPAA-trained medical virtual assistants from the Philippines at a flat $10 an hour, so a seat covering recurring schedules and authorization follow-up costs the same every week. It's a healthcare-only firm, and its assistants handle front-office coordination such as scheduling and records (as stated), with treatment decisions staying with your therapists.
Limitation: offshore-only staffing from a single country.
13. Staffingly
Best for: rehab practices that want a signed BAA in place before day 1 and volume pricing across several admin seats.
Pricing: $399/week per assistantLocation: India, Pakistan, Bangladesh, NigeriaModel: Healthcare BPOTrial: Two-week (company-reported)
Staffingly is a healthcare BPO that prices by the week rather than the hour, at $399 per assistant for 45 hours, falling to $349 each at five or more and $299 each at ten or more, so a multi-site therapy group can price a whole admin bench in one line. It's built for healthcare work, it signs a Business Associate Agreement before day 1, and it runs annual HIPAA training, with SOC 2 Type II and ISO/IEC 27001 (company-reported).
Limitation: no Philippines or Latin America talent pool, with delivery centers in South Asia and Nigeria.
Can a virtual medical assistant hold a recurring outpatient rehabilitation schedule?
Recurring schedules are the whole job here, with authorizations and intake behind them, and none of it needs anyone on the floor. An in-house medical assistant earned about $45,690 a year, roughly $21.97 an hour before benefits, according to the U.S. Bureau of Labor Statistics May 2025 wage data for medical assistants, while the offshore-focused firms here run $9 to $13 an hour. A standalone scheduling service only books slots and doesn't track a plan of care against a payer's visit cap, and an AI intake app can't chase a lapsed authorization or coordinate a referral that's missing a signed order. Don't hire a full virtual assistant company if you only need overflow appointment booking, since a lighter scheduling tool is cheaper for that narrow job. The reason therapy practices delegate this work is the same reason physicians delegate charting: the American Medical Association's work on administrative burden ties excessive front-office and EHR tasks to clinician burnout, and moving scheduling and authorizations off your therapists hands time back to patient care. For the fuller case, see our guide to physician administrative burden.
What is missed-visit drift, and how does a virtual medical assistant catch it?
It is a course quietly falling behind its plan, caught by watching attendance against the schedule, and it sits alongside lapsed authorizations and clinical overreach.
- PHI in plans of care and portals. Ask for the signed BAA and the device and network controls, since an assistant touches protected health information across the EHR and payer portals all day.
- Lapsed authorizations and visit caps. Ask how the assistant tracks approved visit counts and re-authorization dates, because a missed cap means denied claims and unpaid therapy sessions.
- Missed-visit drift and no-shows. Ask how the company runs recall for skipped appointments, since rehab outcomes depend on visit adherence and gaps cost revenue.
- Clinical overreach. Confirm the assistant only schedules and coordinates, because evaluation, treatment, and any clinical judgment stay with your licensed therapists.
- EHR fit. Ask which candidates have used your rehab system, such as WebPT, Prompt, Raintree, Net Health, or TheraOffice.
How do virtual medical assistant companies for outpatient rehabilitation price their services?
Virtual medical assistant companies for outpatient rehabilitation price their services three main ways, by a flat hourly rate, a managed monthly plan, or a custom quote. Hourly staffing on this list runs from Hello Rache at $9.50 and CareVMA from $9, up to Virtual Nurse Rx at roughly $12 to $15 for registered nurses, with managed monthly plans like Wishup's landing near $1,300 to $2,000 for full-time hours (rates checked August 2026). Honest Taskers sits mid-range, beginning around $10 per hour and reaching about $12.65 depending on role, background, schedule, and location. Compared with an in-house medical assistant salary near $45,690 a year plus benefits, a remote assistant is the lower-overhead option, and price tracks talent location, hours of coverage, and the level of managed oversight. For the full breakdown, see how much a virtual medical assistant costs in 2026.
Does the virtual medical assistant company know where the clinical line sits in rehabilitation?
Ask what it will not do, then weigh HIPAA posture, authorization experience in your systems and pricing you can budget against.
- Rehab admin experience. A firm that names recurring scheduling, authorization tracking, intake, and recall, such as Portiva or HelpSquad, ramps faster than a general agency. See the full virtual medical assistant duties to scope the role.
- Authorization and visit-cap handling. Ask how the assistant tracks approvals and re-auth dates, and read how a virtual assistant handles prior authorization before you delegate it.
- HIPAA posture in writing. Look for HIPAA training plus a signed Business Associate Agreement when the assistant handles plans of care and portals, and ask each company to put its safeguards in writing.
- Your rehab EHR stack. Confirm experience with your system, such as WebPT, Prompt, Raintree, or Net Health.
- Dated, published pricing. A rate with a date beats a vague promise of savings.
Which outpatient rehabilitation authorization should a virtual medical assistant check first?
The one closest to lapsing, because a lapsed authorization stops a course that patients rarely restart.
- List the tasks to delegate first, such as recurring scheduling, authorization tracking, intake, and recall for missed visits.
- Shortlist firms whose rehab admin experience, talent location, and HIPAA posture fit your practice.
- Interview one or two candidates and confirm EHR and payer-portal experience.
- Sign a Business Associate Agreement before anyone touches patient data.
- Run a trial, then onboard with clear scheduling templates, authorization workflows, and escalation rules that route clinical questions to your therapists.
For a fuller walkthrough, read how to hire a virtual medical assistant.
Methodology and sources
We verified each company at its own website on August 12, 2026, recording healthcare focus, talent location, published pricing, stated outpatient rehabilitation support, and HIPAA posture. Wage context is from the U.S. Bureau of Labor Statistics May 2025 Occupational Employment and Wage Statistics for medical assistants. Hourly rates are volatile and were captured as dated points, not permanent quotes, so re-check before you buy. Where a company didn't publish a fact, we marked it "not publicly listed"; self-stated claims are labeled company-reported.
Related virtual staffing guides for rehabilitation practices
If your clinic leans toward physical therapy, start there. Our guide to the best virtual staffing companies for physical therapy compares the same kind of firms against a PT practice's scheduling, authorization, and recall workload, so you can match a shortlist to your caseload.
Run occupational therapy alongside your rehab services? Our roundup of the best virtual staffing companies for occupational therapy walks through the intake, documentation support, and payer coordination an OT practice hands to a remote assistant, which helps you confirm a candidate can step into your system without a long ramp.
Speak with Honest Taskers about building a remote rehab support team.