Phoenix Virtual Solutions

You asked three questions. You liked the provider. You signed the contract.

Six weeks later you are dealing with HIPAA documentation you cannot find, a VA who does not know your EHR, and a support contact who stopped responding.

This is the most common way healthcare practices hire a medical VA. And it is the most expensive.

The problem is not the VA. The problem is that there was no structured evaluation before you
committed.

I built a 25-point vetting checklist because no one else publishes one. Providers do not want you
comparing them objectively. We do.

Five categories. Five points each. Every item has a clear pass or fail.

Section 1: Background and Credentials. Does the VA have documented HIPAA training (not a
statement, the actual curriculum and completion records)?

Section 2: Training and Onboarding. Does the provider give you a written onboarding timeline with
week-by-week milestones?

Section 3: Performance and Quality. Is there a QA process after placement, or does monitoring stop
once the VA starts?

Section 4: Compliance and Security. Is a signed, enforceable BAA in place before any PHI is
shared?

Section 5: Management and Support. Is there a named account manager confirmed in writing, and a
replacement guarantee with a defined timeline?

A provider who scores below 15 out of 25 is high risk. Do not proceed without written commitments
on every gap.

In healthcare, unaddressed compliance gaps create real liability.

Use this checklist on us. Use it on every provider you evaluate.

Link in the first comment.