“I Was Drowning in Medical Admin Work” How a Practice Found a Reliable Virtual Medical Assistant Through Staffingly
This outsourced virtual medical assistant success story covers a 3-surgeon practice where scheduling piled up, insurance verification fell behind, and prior auth requests kept stacking. When the practice finally searched for a reliable virtual assistant to handle the admin side, Staffingly — a HIPAA-compliant healthcare BPO with a dedicated remote team of named specialists, not a shared offshore pool — matched them with a trained VA who took it all off their plate.
Surgical practice support, run by dedicated virtual medical assistants.
HIPAA-trained, BAA-signed specialists working inside your systems.
Trustpilot Reviews From Providers Who Trust Staffingly
• Nov 28, 2025
A healthcare administration practice that chose Staffingly for remote staffing support and praised the results in a public Trustpilot review.
Finding qualified healthcare professionals who can work remotely, understand clinical workflows, and integrate smoothly with an existing team is one of the hardest challenges in healthcare administration. The talent pool is competitive, the compliance requirements are strict, and the training investment is significant.
This is a practice that needed experienced healthcare professionals who could hit the ground running. Not temporary workers who require weeks of supervision. Not staffing agency placements who leave after 90 days. Real professionals who would become part of the team and deliver consistent results.
Staffingly’s staffing model is different from traditional healthcare staffing agencies. Every professional has a clinical or healthcare administration background. They go through structured onboarding specific to each practice’s workflows. And they work as dedicated team members, not rotating contractors.
That is why this practice chose Staffingly. And it is why they took the time to leave a five-star Trustpilot review praising the experience.
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If you run a surgical practice, you know the admin side never stops. Faxes come in all day. Pathology reports need to be saved and filed correctly. Consultation notes need updating for every surgeon. Insurance eligibility has to be verified before every patient visit. And all of this usually falls on the office manager.
That is exactly what was happening at Advanced Surgical Physicians. Ilene Shapiro was managing it all as Office Manager and Surgical Coordinator for three surgeons. The admin workload was real, and hiring a full-time in-house admin comes with salary, benefits, and the risk of turnover.
What they needed was a reliable virtual assistant who could handle the daily admin work, learn their specific workflows, and stick around long enough to actually become good at it. Someone who felt like part of the team, not a temp.
Faxes and pathology reports piling up daily
Faxes came in all day, and pathology reports needed to be saved and filed correctly — a document load that never stopped.
Constant insurance eligibility checks
Insurance eligibility had to be verified before every patient visit, on top of everything else the front office handled.
Three surgeons, one stretched office manager
Three surgeons generated admin work daily, and the office manager carrying it all was heading toward burnout.
Financial exposure: A full-time in-house admin hire in Wellington, FL runs $35,000–$45,000+ per year with benefits — plus the recruiting cost and turnover risk that come with every local hire. Meanwhile, every eligibility check that slips through unverified becomes a billing surprise at the front desk, and every misfiled pathology report is a clinical follow-up at risk.
Staffingly matched Advanced Surgical Physicians with a dedicated virtual medical assistant trained specifically for surgical practice workflows, including fax management, eligibility verification, and consultation notes. Their VA works exclusively on Advanced Surgical Physicians — not a shared resource. She learned their specific workflows, their providers, and their systems. As Ilene put it, “She is a great part of our team.”
And Staffingly does not just place a VA and walk away. They assign a dedicated supervisor who checks in regularly and supports continuous improvement. Ilene mentioned the support team was “very supportive and responsive.”
Fax processing and document management
Their VA handles incoming faxes, saves and organizes pathology reports, and keeps consultation notes updated across the system. No more documents piling up or getting lost in the shuffle.
Eligibility verification
Before patients walk in, their VA verifies insurance eligibility, checks benefits, and flags any issues. For a surgical practice with complex payer mixes and pre-op requirements, this saves hours of front desk time every day.
Consultation notes updation
Keeping consultation notes accurate and current for three surgeons is no small task. Their VA handles this daily so the clinical team can focus on patient care instead of documentation backlogs.
Compliance posture: HIPAA · SOC 2 Type II · ISO 27001 · BAA signed at onboarding, with encrypted VPN connections for every session. Surgical practices deal with sensitive patient data every day, and Staffingly meets enterprise healthcare security standards — through a dedicated remote team, not a shared offshore pool.
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Here is the thing about Trustpilot reviews for healthcare outsourcing partners. Office managers at busy surgical practices do not leave reviews unless the service made a real difference in their daily operations. Most outsourcing relationships are transactional. You pay, they process, nobody talks about it publicly. When an office manager who coordinates surgeries for three physicians goes out of her way to leave a five-star review and specifically mentions what impressed her, that says something about the partnership.
That is exactly what happened with Advanced Surgical Physicians in Wellington, FL. Ilene Shapiro, who manages the office and coordinates surgical schedules for Dr. Andrew Shapiro, Dr. Kyle Eldredge, and Dr. Michael Shockley, had this to say after working with their Staffingly VA for over a year.
“Great service. Reliable and efficient. Sourced us a wonderful remote team member. Very responsive and supportive.”
Here is the step-by-step process that took Advanced Surgical Physicians from buried in admin work to running smoothly with a dedicated VA.
Your Office Manager Should Not Be Buried in Faxes
When your office manager is spending hours every day processing faxes, saving pathology reports, and updating consultation notes, that is time taken away from patient coordination and surgical scheduling. A dedicated VA handles that daily workload so your office manager can focus on what actually moves the practice forward.
A Good VA Becomes Part of Your Team
Ilene called her Staffingly VA “a great part of our team.” That did not happen overnight. It took consistent performance, being responsive to feedback, and being open to learning new skills. The right VA is not just a task processor. She becomes someone you rely on every day.
Eligibility Verification Cannot Wait Until the Patient Arrives
For a surgical practice, verifying insurance eligibility before the appointment prevents surprises at the front desk. Having a VA run EV daily means your team catches coverage gaps, expired policies, and authorization requirements before they become problems.
Support and Supervision Make the Difference
Staffingly does not just place a VA and disappear. They assign a supervisor who checks in regularly and helps fine-tune the VA’s work. Ilene mentioned the team was “very supportive and responsive” in both her emails and her public Trustpilot review. That kind of ongoing support is what separates a staffing service from a real partner.
The Learning Curve Is Normal
No VA knows your exact workflows on day one. But with the right support and a VA who is “always open to learning new skills,” the improvement is consistent. Advanced Surgical Physicians saw steady progress from onboarding in October 2024 to a glowing public review by November 2025.
70% Cost Savings vs. Hiring In-House
A full-time in-house admin hire in Wellington, FL runs $35,000-$45,000+ per year with benefits. Staffingly’s dedicated VA is a flat $399 per week ($349/week for 5+ specialists, $299/week for 10+) with no overhead, no benefits costs, and no long-term contracts. And as this case study shows, the quality is high enough that the office manager went out of her way to leave a public Trustpilot review.
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Let us talk about what happens when a busy surgical practice stops trying to handle all the admin work in-house and brings on a dedicated virtual medical assistant.
When you have three surgeons generating faxes, pathology reports, consultation notes, and insurance verifications every single day, that admin workload compounds fast. Ilene Shapiro was managing all of it as Office Manager and Surgical Coordinator. That is a lot of hats for one person. Once her Staffingly VA took over the daily fax processing, eligibility verification, and consultation notes, Ilene could focus on what she does best: coordinating surgeries and managing the office.
The operational impact goes beyond just saving time. When eligibility is verified before the patient arrives, there are fewer billing surprises. When consultation notes are updated consistently, the surgeons have what they need when they need it. When faxes are processed the same day they come in, nothing falls through the cracks.
What Does This Mean for Practices Like Yours?
According to MGMA data, administrative burden is one of the top reasons healthcare staff experience burnout. Surgical practices specifically deal with high volumes of pre-op paperwork, insurance verifications, and documentation that can overwhelm a small office team. Outsourcing those tasks to a trained VA is how practices keep their front office running without burning out their best people.
That is why Ilene’s Trustpilot review matters. When someone who manages a three-surgeon practice takes time to publicly say the service is “reliable and efficient” and calls the VA “a wonderful remote team member,” it means the partnership is actually working in the day-to-day, not just on paper.
How does outsourcing virtual medical assistant work change the numbers for a surgical practice?
The numbers behind this engagement: an in-house medical assistant at $18–25/hr plus benefits vs a dedicated Staffingly VA at a flat $399/week ($349/week for 5+, $299/week for 10+). Run it with your numbers →
full-time in-house admin
dedicated virtual medical assistant
to public endorsement
practice’s office manager
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Dan Nandan is the Founder and CEO of Staffingly, Inc., based in Piscataway, New Jersey. With 25+ years in IT consulting and IT staffing, and a decade in healthcare outsourcing, he was one of the few to establish an RPO/BPO operation in India over 20 years ago. Today his work centers on AI-driven healthcare workflows and helping practices across North America cut administrative costs without compromising care.
2026 Compliance Verified: HIPAA, SOC 2 Type II, and HITRUST-aligned workflows.
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Bincy Shiiju Kuriakose is a Clinical Content Reviewer at Staffingly, Inc. and a U.S. Licensed Registered Nurse (MSN, RN). NCLEX-RN certified with expertise in hospital nursing, telehealth, and nursing education, she is also a PhD scholar in Nursing. Bincy reviews every service page for medical accuracy, compliance, and evidence-based best practices.
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