Virtual Assistants vs. Medical Secretaries: What’s the Difference?

Running a clinic or healthcare practice in Australia means juggling appointments, compliance, paperwork, and patient communication — all while trying to deliver excellent care. Many practice owners are turning to admin support to lighten the load. But here's the big question: Should you hire a medical secretary or a virtual assistant?

Let’s break down the key differences, so you can choose the best fit for your needs — and your budget.

Medical Secretaries: Traditional, On-Site Support

A medical secretary is typically employed in-house and works directly within your clinic. They’re often the first face patients see when they arrive and are responsible for:

• Managing patient intake

• Answering phone calls and scheduling

• Transcribing medical dictation

• Liaising with specialists and hospitals

• Filing reports and medical records

• 
  

They’re well-versed in medical terminology and often trained in privacy laws and compliance regulations like My Health Record or Medicare billing.

While indispensable in many settings, hiring a medical secretary comes with overheads — salary, super, leave, workspace, and training.

Virtual Assistants: Remote, Scalable Admin Help

A virtual assistant (VA) works remotely and provides support online or over the phone. A VA trained for healthcare tasks can handle:

• Appointment scheduling and reminders

• Inbound call management

• Medicare or NDIS invoice preparation

• Data entry and CRM updates

• Document management

• Basic reporting and admin tasks

With platforms like Halaxy, Power Diary, or Cliniko being cloud-based, virtual assistants can securely and efficiently manage day-to-day operations without needing to be physically present.

VAs can be hired part-time, full-time, or project-based — giving your clinic flexibility and cost savings.

Virtual Assistant vs. Medical Secretary: Side-by-Side Comparison

Feature	Medical Secretary	Virtual Assistant
Work Location	On-site	Remote
Cost	Higher (salary, benefits)	More affordable
Flexibility	Fixed schedule	Scalable hours
Software Proficiency	May vary	Often trained in digital tools
Patient Interaction	Face-to-face	Phone/email/chat
Admin Tasks	Yes	Yes
Compliance Training	Yes	Yes (with agency support)

Which One Is Right for Your Clinic?

Choose a Medical Secretary if:

• You need someone physically present to greet patients.

• Your clinic runs complex in-person processes.

• You have the budget and space for a full-time staff member.

Choose a Virtual Assistant if:

• You want to reduce costs without sacrificing quality.

• You already use cloud-based tools and telehealth platforms.

• You need admin help but not a full-time in-house hire.

• You’re managing growth, new programs (e.g. NDIS), or need after-hours admin coverage.

Why More Australian Clinics Are Choosing Virtual Assistants

Remote admin support is no longer a trend — it's fast becoming the standard. Filipino virtual assistants, in particular, are highly skilled, fluent in English, and trained in healthcare admin. With the right agency, your VA will also be:

• Pre-vetted for security and professionalism

• Trained in compliance protocols

• Equipped to use your clinic systems

And if your VA needs time off? You won’t be left scrambling — agencies like VirtuPro ensure consistent coverage.

Final Thoughts: It’s Not One or the Other

In many cases, clinics use both — a medical secretary to manage face-to-face needs and a VA to take care of backend admin, claims, or overflow work. This hybrid model keeps your operations lean, efficient, and patient-focused.

Explore Healthcare Virtual Assistant Solutions with VirtuPro

VirtuPro connects Australian clinics with skilled Filipino virtual assistants who understand healthcare workflows, software, and privacy needs. Whether you're a solo GP, a specialist, or part of a growing NDIS team — we’re here to support you.

➡️ Get matched with a Virtual Assistant

➡️ Book a FREE consultation