Get more done with less stress and pay only $10/hour.
A virtual medical assistant can help!
Get more done with less stress and pay only $10/hour. A virtual medical assistant can help!
Our clients trust us for consistent quality and long-term reliability. We are committed to delivering dependable solutions that support lasting partnerships.
Join the countless satisfied physicians who trust our proven solutions, backed by an extensive arsenal of happy clients enhancing their practices.
Portiva’s remote assistants support medical, dental, and veterinary practices across the U.S. — handling patient communication, scheduling, billing support, insurance verification, and records work. That same discipline carries over to executive support for founders and operators.
Portiva provides top-tier virtual medical assistant services designed to enhance healthcare efficiency.
Portiva’s remote assistants support medical, dental, and veterinary practices across the U.S. — handling patient communication, scheduling, billing support, insurance verification, and records work. That same discipline carries over to executive support for founders and operators.
Founder-led by Sanju Zachariah, President & CEO
Serving practices since 2009
Medical, dental, veterinary, billing & admin support lines
Published feedback from Renee Foster, Peter Kelly & others
We did not enter this industry as a staffing agency. Portiva was built to assist medical practices operationally. Since 2009, we have worked directly with healthcare providers, first in back-office services and later expanding into virtual medical staffing when practices needed remote solutions.
Today, our executive support specialists are pre-vetted, trained, and prepared before placement. They possess the medical knowledge, administrative skills, and HIPAA awareness necessary to support healthcare leaders efficiently.
Usually inbox triage and calendar control — the tasks that repeat, interrupt focus, and create downstream mess when they slip. From there, support expands into document prep, travel coordination, CRM updates, and client reminders.
Yes, when support is set up around decision rules instead of vague instructions: what can be handled directly, what should be drafted for review, and what must be escalated immediately.
Appointment coordination, patient or client communication, insurance-related admin, billing support, inbox triage, and recurring follow-up — plus vendor management and lead follow-up for non-healthcare teams.
When the friction is human, contextual, and recurring — reading tone, judging urgency, and noticing patterns an app can't.
| Need | Portiva virtual EA | In-office EA | General VA |
|---|---|---|---|
| Calendar ownership | Strong fit for recurring scheduling & meeting prep | Strong fit for daily physical presence | Varies by person and process |
| Inbox triage | Strong fit once rules and urgency levels are defined | Strong fit for desk-side collaboration | Works for simple sorting |
| Cost control | Flexible plan tied to workload | Higher fixed overhead & office space | Often lower cost, less consistency |
| Healthcare awareness | Strong fit for patient-facing workflows | Depends on industry background | Usually needs more setup |
| Physical errands | Not the right fit | Strong fit | Usually not the right fit |
| Speed to value | Fastest when workflows are narrow & recurring | Slower — needs space & coverage | Fast for basic tasks only |
Portiva identifies Sanju Zachariah as Founder and CEO, with company history dating back to 2009 and prior consulting experience at Accenture and PwC. Executive support, in this view, isn’t only about clearing tasks — it’s about building repeatable systems that remove drag without creating new supervision work.
Portiva’s roots in healthcare support carry over directly: high message volume, scheduling pressure, billing friction, and privacy expectations all demand the same accuracy and judgment that busy executives need from their own support.
Scheduling, patient messages, insurance admin, records routing, billing support, follow-ups.
Appointment coordination, reminders, treatment plan admin, billing-related support.
Client communication, scheduling, records updates, recurring admin work.
Inbox triage, calendar defense, meeting prep, vendor coordination.
Process documentation, recurring reports, task tracking, internal follow-up.
Lead follow-up, CRM cleanup, meeting coordination, proposal routing.
They protect time and reduce admin drag: inbox triage, calendar management, meeting prep, follow-up tracking, document coordination, travel planning, CRM updates, and vendor communication.
In most cases, yes — email, calendar, phone, EHR or CRM systems, project tools, shared drives, and billing platforms, with access limited to what’s needed.
No. Deep experience with medical, dental, and veterinary practices, but support fits founders, owners, and operations leaders just as well.
No. A general VA completes task requests. Executive support means calendar ownership, inbox judgment, priority filtering, and proactive follow-through.
Cost depends on workload, support level, and recurring responsibilities. We map the workload first, then recommend a plan.
Access is limited, documented, and tied to the assigned workflow, following each practice’s privacy and escalation rules.
Start with the recurring work that interrupts you most, document the rules, and build a support rhythm that gets cleaner each week. The right virtual executive assistant can give you back the calm, protected work time your business keeps asking for.
