Q: How much does a virtual medical assistant for physical medicine and rehabilitation practices 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 physical medicine and rehabilitation practices?

The work is administrative: tracking authorized therapy visit counts and starting reauthorization early; obtaining authorization for injections; imaging and durable medical equipment; coordinating therapy scheduling across disciplines. 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 physical medicine and rehabilitation practice 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 physical medicine and rehabilitation practices and who trains them on your systems.

How do we improve first-pass authorization approval?

By assembling the evidence packet properly before submission rather than after a denial. Payers want documented prior treatment and the specific imaging or testing that supports the request, and building that packet is administrative work that changes the approval rate directly.

Can an assistant coordinate multi-disciplinary therapy schedules?

Yes, building schedules across physical, occupational and speech therapy so a patient receives the required intensity is a complex scheduling problem rather than a clinical one, and it is exactly the work a dedicated coordinator handles well.

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Last updated: 2026-08-24

Honest Taskers, Richter, and Zimmet Healthcare Services Group lead this year's shortlist of virtual medical assistant companies for physical medicine and rehabilitation, 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 physical medicine and rehabilitation practices the work that matters is tracking authorized therapy visit counts and starting reauthorization early. Below we set out what gets started before the visits run out, why a late note ends a tracked course, what the work costs, whether a provider chases a therapist for a note, and which authorization to renew 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
2Richter
3Zimmet Healthcare Services Group
4Cloudstaff
5Task Virtual
6WOW Remote Teams
7Hello Rache

How we chose the best virtual medical assistant companies for physical medicine and rehabilitation

We ranked these firms on five facts, each read at the provider's own website on August 24, 2026: the scope each offers physical medicine and rehabilitation practices, 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 physical medicine and rehabilitation practices the additional question is whether the assistant can handle obtaining authorization for injections without being taught the basics first.

Best virtual medical assistant companies for physical medicine and rehabilitation 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 physical medicine and rehabilitation 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
Richter	LTPAC performance advisors: outsourced RCM + clinical consulting	Not publicly listed	Not publicly listed	Outsourced services and consulting	settings: skilled nursing & LTC, home health, hospice, senior living; outsourced revenue cycle management, accounting and controller services, Medicaid eligibility, resid
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
Cloudstaff	Staffing	HIPAA compliant; ISO 27001, ISO 9001, PCI- (but see limitation)	Not publicly listed	Placed healthcare staff	Managed offshore teams across healthcare and other verticals; 1,000+ companies (company-reported); Philippines, Colombia, India, Kenya
Task Virtual	Kolkata, West Bengal office	HIPAA-trained	$6.24/hr	Placed remote staff	$6.24/hr; Reception, medical billing, transcription, insurance verification, EMR data entry, patient follow-up, credentialing support, call answering; HIPAA-trained; stat
WOW Remote Teams	Latin America (region stated, countries not named)	Not publicly listed	Not publicly listed	Placed remote staff	Not publicly listed (priced by seniority, skills, English level and hiring model); Medical and healthcare listed as a role category; Not stated
Hello Rache	Virtual medical scribe, receptionist, administrative assistant and optometry assistant roles; dental and veterinary lines	"HIPAA-Trained & Certified", but no BAA terms stated	$9.50 USD per hour	Cancel anytime, no long-term commitment	Scribe, receptionist, admin, optometry; Arizona offices

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 physical medicine and rehabilitation practices the scope column matters too, because imaging and durable medical equipment isn't work every provider has done before.

1. Honest Taskers

Best for: physical medicine and rehabilitation practices 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 physical medicine and rehabilitation practices the placed assistant works your time zone inside your own systems on tracking authorized therapy visit counts and starting reauthorization early, obtaining authorization for injections, imaging and durable medical equipment, and coordinating therapy scheduling across disciplines. 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 physical medicine and rehabilitation practices 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. Richter

Best for: Physical medicine and rehabilitation practices weighing a post-acute specialist option alongside placed assistants.

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

Richter is a post-acute specialist rather than a staffing agency, which is why it belongs on a list aimed at physical medicine and rehabilitation practices. Its own pages state: What it is: LTPAC performance advisors: outsourced RCM + clinical consulting; Verified facts: settings: skilled nursing & LTC, home health, hospice, senior living.

Limitation: no pricing, no compliance statement; consulting-and-outsourcing rather than placed staff

3. Zimmet Healthcare Services Group

Best for: Physical medicine and rehabilitation practices 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 physical medicine and rehabilitation practices. 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

4. Cloudstaff

Best for: Physical medicine and rehabilitation practices weighing a healthcare va option alongside placed assistants.

Pricing: Not publicly listedCompliance: HIPAA compliant; ISO 27001, ISO 9001, PCI- (Model: Placed healthcare staffCategory: Healthcare VA

Cloudstaff places healthcare virtual assistants and is a direct alternative to the firm above it. Read from its own site: Staffing; Managed offshore teams across healthcare and other verticals; Client types: 1,000+ companies (company-reported); Delivery locations (as stated): Philippines, Colombia, India, Kenya.

Limitation: healthcare is one vertical among many, with no medical roles itemized

5. Task Virtual

Best for: Physical medicine and rehabilitation practices weighing a regional staffing option alongside placed assistants.

Pricing: $6.24/hrCompliance: HIPAA-trainedModel: Placed remote staffCategory: Regional staffing

Task Virtual recruits in one specific region and prices for that region, which is worth knowing before comparing it to a US-managed firm. From the company's own material: Talent location (as stated): Kolkata, West Bengal office; Published pricing: $6.24/hr; Roles named: Reception, medical billing, transcription, insurance verification, EMR data entry.

Limitation: staff location is not stated separately from the corporate office, and trial terms are not detailed

6. WOW Remote Teams

Best for: Physical medicine and rehabilitation practices weighing a regional staffing option alongside placed assistants.

Pricing: Not publicly listedCompliance: Not publicly listedModel: Placed remote staffCategory: Regional staffing

WOW Remote Teams recruits in one specific region and prices for that region, which is worth knowing before comparing it to a US-managed firm. From the company's own material: Talent location (as stated): Latin America (region stated, countries not named); Published pricing: Not publicly listed (priced by seniority, skills, English level and hiring model).

Limitation: neither countries nor rates are published, and no HIPAA statement appears

7. Hello Rache

Best for: physical medicine and rehabilitation practices testing a remote hire on the lowest published rate with no commitment.

Pricing: $9.50/hrCompliance: HIPAA-trained and certifiedCommitment: Cancel anytimeBase: US offices in Arizona

Hello Rache is the lowest published rate among the firms listed here. It publishes $9.50 an hour on a cancel-anytime basis with no long-term commitment, which makes it a low-risk way to find out whether a remote hire works here at all. Roles cover virtual medical scribe, receptionist, administrative assistant and optometry assistant, with dental and veterinary lines alongside, and it operates US offices in Arizona.

Limitation: it names no Business Associate Agreement anywhere on its pricing page, which is the gap to close in writing first, and its own placement counters render as placeholder zeros.

What does a physical medicine virtual medical assistant start before the visits run out?

Reauthorization, because therapy runs on counted visits, with injection authorization alongside it. 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 a late note end a course a virtual medical assistant is tracking?

Because continued authorization depends on documented functional progress, so the note is the evidence and a late one ends the course, settled with four contractual points.

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.
Authorization tied to documented progress. Continued therapy authorization depends on documented functional progress. Late notes mean a lapsed authorization and an interrupted plan of care.
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. Hello Rache is $9.50 an hour, cancel anytime. The other five on this list, Richter, Zimmet Healthcare Services Group, Cloudstaff, Task Virtual and WOW Remote Teams, quote on request. For physical medicine and rehabilitation practices the unit worth computing is cost per authorized visit delivered and documented, 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 chase a therapist for a progress note?

Ask how, because chasing your own clinicians is a different job from chasing a payer, 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.
Note-chasing against the review deadline. Ask how outstanding documentation gets chased before the authorization review, not after.
Named systems experience. Ask which practice management and EHR systems the specific assistant has worked in, and who trains them on yours.

Which therapy authorization should a virtual medical assistant renew first?

The one closest to its last visit, because a lapse there stops a course the patient is part-way through.

Measure one month of authorization lapses for late notes and therapy intensity delivered against plan 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 physical medicine and rehabilitation practices, and where the compliance obligation begins.

Speak with Honest Taskers about staffing physical medicine and rehabilitation practices.

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