VIRTUAL ASSISTANT SERVICES

These services are a combination of Administrative tasks and other tasks relevant or aligned to the nature of business of the Client. End Users of our VA services include Business Owners, C-Suite Employees, Presidents & Vice-Presidents of Corporates, Physicians Clinics, Nurse Practitioners, Property Managers, etc.

VALUE PROPOSITION

How Much is One Hour of your Time Worth/What if we can save you/give you Back Atleast One Hour Every Day?
Have a Complete View of your Day; A Well-Managed & Planned Calendar to Prioritize your Tasks, Have a Clear Focus on your Goals for the Day, Week, Month.
Tired of Doing all the Nitty Gritty Tasks that are Important but not Worth your Time and but do not Warrant Hiring Full or Part-Time Assistants?
Are your Business Management Functions so Diverse that no one Assistant can Address them all Efficiently and with Expertise?
Wish you had a Personal Assistant to run Online Errands from Making Travel Bookings, Shopping, Vehicles Maintenance to Reconciling your Personal Bank Accounts and Classifying your Credit Card Expenses, etc.

TYPES OF SERVICES

ADMINISTRATIVE

Email Inbox Management.
Sort Emails into Different Folders as Priority/Urgent, File/FYI, To Delete, Act Today, etc., So that the Owner of the Email Box has a clear Understanding of the Emails and Concurrent Actions to be Taken.
Set Outlook Rules so that Daily Notifications/Correspondence is Auto Forwarded to a Set of Recipients.
Review, Research, and Email Correspondences as Needed.
Receive, Call Back and Act as Liaison as well as Provide Solutions to Tasks Assigned to VA.
Schedule Requests and Appointments as Needed, Manage Calendar, Contacts, etc.
Book Travel and Accommodations.
Call to Request Bids for Services or Products, Coordinate Orders and Pay for Said Orders, Coordinate Delivery, etc.
Coordinate with Office Staff to Manage Day to Day Activities.
Other Business Management Services.

PHYSICIANS, NURSE PRACTITIONERS ETC.

Transcribe Medical Dictation into EHR.
Fax Referrals thru EHR, then Obtain the Consult from the Visit.
Fax Labs to Appropriate Clinic/Provider.
Send Medical Record Request for Records.
Schedule Labs and Appointments.
Obtain Prior Authorization for Diagnostics Ordered.

PROPERTY MANAGERS

Receive Calls for Workorders, Send to Local Team at Office to Dispatch Vendor(s).
Follow up on Workorders and Rent Payments as Needed – Use Precistat Proprietary Tool.
Input Data on Tenants, and Payments, etc.
Complete BGC for Potential Tenants – Use Precistat Proprietary Tool.
Section 8 Payments Processing, Payment of Utility Bills, ACH Posting, etc.
Prepare Paperwork using Internal Templates for Providing Notices to Tenant and Landlords, etc.
Run Monthly Reports to Send to the Owners of the Properties after Reconciling the Banking with Simplifyem, Property Ware, Yardi, AppFolio, Rent Manager, Buildium or Similar Software Applications.
Overflow Assistance with Call Routing, Taking Messages, Calling Back Board Members and Owners as needed to Coordinate an Assigned Task.

BASIC ACCOUNTING FUNCTIONS (FOR SMALL TIME BUSINESS OWNERS WITH FEW TRANSACTIONS)

QuickBooks – Full Understanding and Application of Accounts Receivables, Accounts Payables, Monthly Balancing and Reconciling – All Companies as Well as Personal Accounting.
VA will create the QB File and Input any Backlog Data as Needed.

CASE STUDY ON HOW WE ADD VALUE

Virtual Assistant to the Chairman of a $2 B Company: Saving even an Hour’s Time for the Chairman is Self-Explanatory in Terms of Value Add.
Managing all the Administrative Functions Mentioned above, Quick Access to information, Easy Access to Emails in Order of Priority, Effective Time Management to Focus on More Strategic Matters, Quality Time for Self, Family and Employees.
Virtual Assistant to the Sr. Vice President & CFO Managing all the Administrative Functions Mentioned above Including Managing Email Inboxes, Coordinating & Scheduling Appointments with Tax Authorities, Bankers, Other LOB Heads & Chairman.
Email Filing for C-Suite Employees: Managing Email Inboxes for all Presidents, Sr. Vice Presidents, Vice Presidents, etc., So that they have very Access to Emails and Plan their Day Accordingly.
Virtual Assistant to Nurse Practitioner.
Email Filing.
Transcribe Medical Dictation into EHR.
Fax Referrals thru EHR, then Obtain the Consult from the Visit.
Fax Labs to Appropriate Clinic/Provider.
Send Medical Record Request for Records.
Schedule Labs and Appointments.
Obtain Prior Authorization for Diagnostics Ordered.

VALUE ADD IN TERMS OF TIME SAVED:

Metrics in terms of ‘Time Saved per Day’ considering the tentative number of hours spent for the Chairman:

Email Filing: 100 to 125 Emails Per Day: 1 Hour.
Accounts Payable – Level 2 Review and Screening: 2 Hours.
Appointments Scheduling (Clinic): 12-16 Per Day: 1:30 Hours.
Appointments Scheduling (Corporate Affairs): 8-12 Per Day: 1 Hour.
Vendor Management & Follow-Up: 1 Hour.
Travel and Accommodation Booking: 30 Minutes.
Bidding Process: 30 Minutes.
Expense Tracking and Analysis: 30 Minutes.
Asset Tracking, Updates & Retrieval: 30 Minutes.
Vehicle Management: 15 Minutes.
Hosting Website Domains, Admin Functions for New Business Lines, etc.
Additionally, we file around 100 emails each for another 5 C-Suite Employees which saves around an hour’s time per day for each of them.

KEY SKILLS/REQUIREMENTS OF THE VA RESOURCES

Proven Experience as a Virtual Assistant or Relevant Role.
Familiarity with Current Technologies like Desktop Sharing, Cloud Services, etc.
Experience with Word-Processing Software and Spreadsheets.
Knowledge of Online Calendars and Scheduling.
Excellent Phone, Email, and Instant Messaging Communication Skills.
Excellent Time Management Skills.
Solid Organizational Skills.