SDOH Referral Follow-up
Called housing authority to confirm application receipt for Patient #4402. Logged notes in eClinicalWorks.
Monthly Grant Report Prep
Exported outreach metrics from REDCap. Formatted Excel pivot tables for the HRSA quarterly review.
Resource Directory Update
Called 15 local food pantries to verify current operating hours. Updated the master Google Sheet for field CHWs.
Stop doing data entry.
Start expanding community care.
You can't effectively manage field staff or expand public health programs if you're spending 4 hours a day updating EMRs, cleaning grant reporting data, and calling food pantries to check their hours. Hire a HIPAA-trained Virtual Assistant to handle the back-office administration.
100%
HIPAA Trained
Zero
Missed Referrals
High
Data Accuracy
Proficient in Community Health Stacks
The "Admin Trap" for Health Directors
When program coordinators are stuck doing repetitive data entry and chasing unreturned voicemails, field workers lose their support system and grant outcomes suffer.
| Administrative Task | The Overworked Director | Supported by a VA |
|---|---|---|
| Grant Reporting & Metrics | Spending the last week of the month exporting messy CSVs, cleaning data, and praying the numbers match for the state report. | Dashboards Ready. Your VA pulls weekly data, formats the spreadsheets, and flags missing field entries before they become a reporting crisis. |
| Resource Directory Updates | Field workers constantly calling you because the local food pantry moved or changed their hours, and the master list is outdated. | Always Accurate. The VA proactively calls partner organizations quarterly to verify services, hours, and intake protocols. |
| Patient Outreach & Transport | Playing phone tag for hours trying to schedule NEMT (transportation) for a patient's specialist appointment next Tuesday. | Seamless Logistics. Your VA handles the phone queues, books the transport, sends SMS reminders, and logs it in the EMR. |
What Can a Public Health VA Do?
Offload the repetitive data and coordination work so your field teams can focus on direct patient interaction and community building.
EMR / EHR Data Entry
Transcribing handwritten notes from field visits into eClinicalWorks or Epic. Ensuring demographic data is clean and properly coded for reporting.
Resource Database Mgt
Continuously verifying the status, capacity, and requirements of local shelters, food banks, and assistance programs so field workers have reliable info.
Appointment Scheduling
Calling patients to set up preventative screenings, coordinating NEMT (transportation), and sending multi-channel reminders to reduce no-show rates.
Referral Tracking Loop
Following up on "closed loop" SDOH referrals. Calling partner agencies to confirm if the patient received services and logging outcomes in the system.
Grant Metric Prep
Exporting outreach data from REDCap or Apricot, checking for missing fields, and populating Excel dashboards for your monthly funder reports.
Team Coordination
Managing the shared calendar for case conferences, distributing meeting minutes, and onboarding new volunteers or part-time health workers.
From Public Health Leaders
"We run a team of 15 Community Health Workers. Before our VA, they spent 2 hours a day doing data entry. Now, our VA handles the Salesforce updates and referral tracking, meaning my team can see 20% more patients per week."
Jessica S.
Director of Community Health
"Grant reporting used to be a nightmare. Our VA now cleans the data weekly and builds the compliance reports. It's saved me 15 hours a month minimum, and our state auditors are happier."
David R.
Non-Profit Executive Director
"We run a team of 15 Community Health Workers. Before our VA, they spent 2 hours a day doing data entry. Now, our VA handles the Salesforce updates and referral tracking, meaning my team can see 20% more patients per week."
Jessica S.
Director of Community Health
Scale Your Health Program
Whether you need part-time help with data entry or a full-time coordinator for your field staff.
Data Admin
Perfect for small clinics needing help with EMR entry and basic scheduling.
- EMR/EHR basic data entry
- Patient appointment reminders (SMS/Phone)
- Updating resource directory spreadsheets
Program Coordinator
For busy directors needing comprehensive grant prep and closed-loop referral management.
- Advanced grant data extraction & formatting
- Closed-loop SDOH referral tracking
- Full logistics (NEMT transport, team schedules)
Delegation FAQ
Common questions about offloading community health administration.
Are your Virtual Assistants HIPAA trained?
Yes. Healthcare and community health VAs undergo foundational HIPAA compliance training to ensure they understand how to handle PHI securely. We also recommend providing them with secure, role-based access to your specific EMR or CRM.
Can they talk directly to patients or partner organizations?
Absolutely. With excellent English skills, they can comfortably call partner agencies (like food banks or housing authorities) to verify services or follow up on referrals. They can also conduct basic, scripted outreach to patients (e.g., appointment reminders or transportation scheduling).
Will they know how to use REDCap or our specific EMR?
We source candidates with prior administrative experience, often in healthcare or data entry roles. While they pick up tools like REDCap, eClinicalWorks, or Salesforce Health Cloud quickly, you will need to provide SOPs or brief screen recordings on your organization's specific workflow and reporting requirements.
Support the Field.
Delegate the Desk.
Stop letting data entry and referral phone tag limit your program's impact. Get matched with a professional healthcare virtual assistant today.
Direct_Contact
Request a Program VA Match
Tell us about your EMR, grant reporting needs, and required hours to get matched with a specialized VA.