Medical Virtual Assistants Company - MVAC

10/17/2025

🩺 MVAC Newsletter – October 2025 Edition

Empowering Medical Practices with Virtual Support Excellence

Dear Healthcare Partners,

At Medical Virtual Assistant Company (MVAC), we understand that running a successful medical practice requires more than excellent patient care it demands efficiency, organization, and reliable support. That’s where we come in.

Our highly trained Medical Virtual Assistants (MVAs) are here to help you save time, reduce workload, and focus on what truly matters your patients.

🌟 What MVAC Can Provide to Your Practice

1. Administrative Support
• Patient scheduling & appointment confirmations
• Insurance verification & eligibility checks
• Prior authorizations and referrals
• Managing faxes, emails, and phone calls
• Handling medical records and chart updates

2. Clinical Assistance (Non-Clinical Tasks)
• Scribing during patient encounters
• Updating EMR notes and visit summaries
• Following up on lab results and imaging reports
• Coordinating care and documentation with specialists

3. Revenue Cycle Support
• Claims submission and tracking
• Payment posting and charge entry
• Denial management and appeals
• Patient billing and collections support

4. Patient Communication
• Front-desk call handling & triage
• Patient recall and follow-up
• Prescription refill coordination
• Appointment reminders and satisfaction surveys

💡 Why Choose MVAC?

✅ HIPAA-Compliant Operations
✅ U.S. Time Zone Coverage
✅ Professionally Trained Healthcare VAs
✅ Cost-Effective Staffing Solutions
✅ Seamless Integration with Your Existing EMR/EHR

We customize every engagement to fit your practice’s specific workflow — whether you need part-time coverage or a dedicated full-time VA.

🧠 Did You Know?

Practices using MVAC’s virtual assistants report up to 40% improvement in productivity and 30% cost savings within the first few months.

🤝 Let’s Partner for Success

If you’re ready to experience a smoother, more efficient practice, let’s schedule a quick call. We’ll show you how MVAC can enhance your operations while you focus on patient care.

📞 Contact Us:
📧 va@medicalVirtualAssistantcompany.com
🌐 www.medicalvirtualassistantscompany.com
📍 Proudly serving medical practices across the U.S.

⸻

✨ “Your Practice. Our Support. One Team.”

Medical Virtual Assistant Company (MVAC)
Empowering healthcare with smarter, faster, and more reliable virtual staffing.

Medical Virtual Assistant Company (MVAC) is a leading provider of remote services. We specialize in providing medical virtual assistants to practices and individuals, no matter where they are located. Our services are tailored to meet your unique needs and preferences.

10/17/2025

🩺 MVAC Newsletter – October 2025 Edition

Empowering Medical Practices with Virtual Support Excellence

Dear Healthcare Partners,

At Medical Virtual Assistant Company (MVAC), we understand that running a successful medical practice requires more than excellent patient care it demands efficiency, organization, and reliable support. That’s where we come in.

Our highly trained Medical Virtual Assistants (MVAs) are here to help you save time, reduce workload, and focus on what truly matters your patients.

🌟 What MVAC Can Provide to Your Practice

1. Administrative Support
• Patient scheduling & appointment confirmations
• Insurance verification & eligibility checks
• Prior authorizations and referrals
• Managing faxes, emails, and phone calls
• Handling medical records and chart updates

2. Clinical Assistance (Non-Clinical Tasks)
• Scribing during patient encounters
• Updating EMR notes and visit summaries
• Following up on lab results and imaging reports
• Coordinating care and documentation with specialists

3. Revenue Cycle Support
• Claims submission and tracking
• Payment posting and charge entry
• Denial management and appeals
• Patient billing and collections support

4. Patient Communication
• Front-desk call handling & triage
• Patient recall and follow-up
• Prescription refill coordination
• Appointment reminders and satisfaction surveys

💡 Why Choose MVAC?

✅ HIPAA-Compliant Operations
✅ U.S. Time Zone Coverage
✅ Professionally Trained Healthcare VAs
✅ Cost-Effective Staffing Solutions
✅ Seamless Integration with Your Existing EMR/EHR

We customize every engagement to fit your practice’s specific workflow — whether you need part-time coverage or a dedicated full-time VA.

🧠 Did You Know?

Practices using MVAC’s virtual assistants report up to 40% improvement in productivity and 30% cost savings within the first few months.

🤝 Let’s Partner for Success

If you’re ready to experience a smoother, more efficient practice, let’s schedule a quick call. We’ll show you how MVAC can enhance your operations while you focus on patient care.

📞 Contact Us:
📧 va@medicalVirtualAssistantcompany.com
🌐 www.medicalvirtualassistantscompany.com
📍 Proudly serving medical practices across the U.S.

⸻

✨ “Your Practice. Our Support. One Team.”

Medical Virtual Assistant Company (MVAC)
Empowering healthcare with smarter, faster, and more reliable virtual staffing.

08/12/2025

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Hostinger has been super reliable. We’ve pulled big sales off of the back of the website, and consistent reliability has been key.

07/24/2025

MVAC Mango Party 🥭

07/04/2025

07/04/2025

Medical Virtual Assistants Company (MVAC) is a leading provider of remote services. We specialize in providing virtual staffing to businesses and individuals, no matter where they are located. Our services are tailored to meet your unique needs and preferences. We take pride in our commitment to excellence and our customer-centric approach. Our team of highly trained professionals is dedicated to helping our clients make the most out of their remote staffing experience. With MVAC, you can be sure that your business needs will be taken care of quickly and efficiently.

05/31/2025

‎Follow the Medical Virtual Assistant Company (MVAC) channel on WhatsApp:

01/31/2025

Medical Virtual Assistant Company (MVAC) is a leading provider of remote services. We specialize in providing medical virtual assistants to practices and individuals, no matter where they are located. Our services are tailored to meet your unique needs and preferences.

01/18/2025

New Telemedicine Codes (2025)
Last Updated January 08, 2025

CPT® has added 17 new codes for telemedicine evaluation and management (E/M) services. Telephone E/M codes 99441-99443, will be deleted. There are three new code categories:

Synchronous Audio-Video E/M Services

Synchronous Audio-Only E/M Services

Brief Synchronous Communication Technology Service (eg, Virtual Check-In)



*Prior to using these codes, please verify payer policies as not all payers are adopting the new codes.



Guidelines:



Telemedicine services are synchronous, real-time, interactive encounters.

For asynchronous services (ie, not live in real-time), see Online Digital Evaluation and Management Services (99421, 99422, 99423).

Do not use telemedicine services to report routine telecommunications related to a previous encounter (eg, to communicate laboratory results).

Telemedicine services may be used for follow-up of a previous encounter, when a follow-up E/M service is required, in the same manner as in-person E/M services are used.

For example, a patient requiring re-assessment for response or complications related to the treatment plan of a previous visit.

Except for 98016, these services do not require a specific time interval from the last in-person or telemedicine visit and may be initiated by a physician or other QHP as well as by a patient and/or family/caregiver.

Telemedicine services must be performed on a separate calendar date from another E/M service.

If during the encounter, audio-video connections are lost and only audio is restored, report the service that accounted for the majority of the time of the interactive portion of the service.



Synchronous Audio/Video

You will determine the appropriate service level for the codes in the same way you do for the office/outpatient E/M service codes 99202-99215, either by the level of medical decision making (MDM) or by calculating the total physician/QHP time for the service on the date of the encounter. Both the MDM level and total service times for 98000-98007 parallel the levels for 99202-99215.



Audio/Video New Patient Codes - synchronous audio-video visit for the evaluation and management of a new patient, which requires a medically appropriate history and/or examination.

Code level chosen based on MDM complexity or time.

Code

MDM Complexity

Time Requirement

98000

Straightforward

15+ minutes

98001

Low

30+ minutes

98002

Moderate

45+ minutes

98003

High

60+ minutes

Audio/Video Established Patient Codes - synchronous audio-video visit for the evaluation and management of an established patient, which requires a medically appropriate history and/or examination.

Code level chosen based on MDM complexity or time.

Code

MDM Complexity

Time Requirement

98004

Straightforward

10+ minutes

98005

Low

20+ minutes

98006

Moderate

30+ minutes

98007

High

40+ minutes



Audio-only

MDM levels & time requirements for these codes are also the same as the office/ outpatient and synchronous audio/video E/M codes.

These codes require more than 10 minutes of medical discussion. For services of 5 to 10 minutes of medical discussion, report 98016, if appropriate.

Audio Only New Patient Codes - Synchronous audio-only visit for the evaluation and management of a new patient, which requires a medically appropriate history and/or examination and more than 10 minutes of medical discussion.

Code level chosen based on MDM complexity or time.

Code

MDM Complexity

Time Requirement

98008

Straightforward

15+ minutes

98009

Low

30+ minutes

98010

Moderate

45+ minutes

98011

High

60+ minutes

Audio Only Established Patient Codes - Synchronous audio-only visit for the evaluation and management of an established patient, which requires a medically appropriate history and/or examination and more than 10 minutes of medical discussion.

Code level chosen based on MDM complexity or time.


Code

MDM Complexity

Time Requirement

98012

Straightforward

10+ minutes

98013

Low

20+ minutes

98014

Moderate

30+ minutes

98015

High

40+ minutes



Virtual Check-In

Code 98016 is for brief communication technology-based service (eg, virtual check-in) by a physician or other qualified health care professional who can report E/M services, provided to an established patient, not originating from a related E/M service provided within the previous 7 days nor leading to anE/M service or procedure within the next 24 hours or soonest available appointment, 5-10 minutes of medical discussion.

The service is patient-initiated and intended to evaluate whether a more extensive visit type is required.

Do not count time for establishing the connection or arranging the appointment, even when performed by the physician or other QHP.

Services of less than five minutes are not reported.

When the check-in leads to an E/M service on the same calendar date, and when time is used to select the level of that E/M service, the time from 98016 may be added to the time of the E/M service for total time on the date of the encounter.

This code will replace HCPCS code G2012 for Medicare





Medicare



Under the current statute, the geographic location and site of service restrictions on Medicare telehealth services will once again take effect for services furnished beginning April 1, 2025. Although there are some important exceptions, including for behavioral health services and ESRD-related clinical assessments, most Medicare telehealth services will once again, in general, be available only to beneficiaries in rural areas and only when the patient is located in certain types of medical settings.



Even if congress acts to extend the geographic location and site waivers, CMS will not recognize these new codes for telemedicine services provided to Medicare patients. For Medicare patients, this means that physicians will need to continue to report the same codes as for in-person office visits and use appropriate POS codes and modifiers.

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01/18/2025

APCM - Advanced Primary Care Management
Last Updated December 09, 2024

CMS finalized new services for Advanced Primary Care Management (APCM), effective January 1, 2025, for Medicare beneficiaries.



Background

According to CMS, advanced primary care delivery models involve costs associated with maintaining certain practice capabilities and continuous readiness and monitoring activities to support a team-based approach to care, where significant resources are used on virtual, asynchronous patient interactions, collaboration, and real-time management of patients that are not fully accounted for by the existing care management codes.



APCM codes include three levels

Level 1

HCPCS Code G0556

Beneficiaries with 1 or fewer chronic conditions

Level 2

HCPCS Code G0557

Beneficiaries with 2 or more chronic conditions

Level 3

HCPCS Code G0558

Qualified Medicare Beneficiaries with 2 or more chronic conditions



When to Bill APCM Services



APCM services may be billed by a physician or NPP who is responsible for all primary care and serves as the continuing focal point for all needed health care services for the beneficiary. Care may be delivered by auxiliary personnel under the billing practitioner’s direction and general supervision. Qualified practitioners who meet the required practice-level capabilities/service elements identified below may bill 1 APCM service code per month.



*Note that the same practitioner cannot bill APCM concurrently with CCM, PCM, TCM, interprofessional consultation, remote evaluation of patient videos/images, virtual check-in, and e-visits

Required Practice-Level Capabilities/Service Elements

Billing practitioners must have the ability to furnish every service element below.



Consent

Includes availability of APCM services; that only one practitioner can be paid for these services during a calendar month; right to stop services at any time (effective at the end of the calendar month); and cost sharing

Initiating Visit

Required for new patients or patients not seen within 3 years. Can be furnished during an E/M visit, IPPE, AWV or TCM service.

24/7 Access to Care and Care Continuity

Provide reasonable after-hour care, when necessary.

Designate member of the care team for scheduling routine appointments; Offer alternatives to traditional office visits to best meet the patient’s needs, such as home visits and/or expanded hours, as appropriate

Overall Comprehensive Care Management

Systematic needs assessment (medical and psychosocial);

System-based approaches to ensure receipt of preventive services; Medication reconciliation, management and oversight of self-management

Comprehensive Care Plan

Development, implementation, revision, and maintenance of an electronic patient-centered comprehensive care plan

Management of Care Transitions

Coordination of care transitions for hospital discharges, ED visit follow-up, referrals, as applicable; Timely exchange of EHR information with other providers; Follow-up communication with the patient and/or caregiver within 7 calendar days of discharge, as clinically indicated whenever possible

Care Coordination

Ongoing communication and coordinating receipt of needed services from practitioners, home- and community based service/social service providers, hospitals, and skilled nursing facilities (or other health care facilities), as applicable, and document communication regarding the patient’s psychosocial strengths and needs, functional deficits, goals, preferences, and desired outcomes, including cultural and linguistic factors in the patient’s medical record

Enhanced Communication Opportunities

Asynchronous non-face-to-face consultation methods other than telephone (secure messaging, email, internet, or patient portal, and other communication technology-based services), including remote evaluation of pre-recorded patient information and interprofessional telephone/internet/EHR referral service(s); Access to patient-initiated digital communications that require a clinical decision, such as virtual check-ins and digital online assessment and management and E/M visits (or e-visits)

Patient Population-Level Management

Analyze patient population data to identify gaps in care and offer additional interventions, as appropriate; Risk stratify the practice population based on defined diagnoses, claims, or other electronic data to identify and target services to patients

A practitioner who is participating in a Shared Savings Program ACO, REACH ACO, Making Care Primary, or Primary Care First satisfies this requirement.

Performance Measurement

Assessed on primary care quality, total cost of care, and meaningful use of CEHRT. This requirement is satisfied for MIPS-eligible clinicians, by registering for and reporting the Value in Primary Care MVP and/or by participating in a Shared Savings Program ACO , REACH ACO, Making Care Primary, or Primary Care First.

Patient Cost Sharing

Patient coinsurance and deductible applies



Documentation Requirements

Any actions or communications that fall within the APCM elements of service should be documented in the medical record and, as appropriate, its relationship to the clinical problem(s) they are intended to resolve and the treatment plan.

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01/18/2025

Medicare's “Inherent Complexity” Add-on Code

Guidelines for reporting G2211

Billed as an add-on to E/M codes 99202-99215, for office/outpatient E&M visits when:

You provide E/M services to your longitudinal care patients (focused on primary care) OR (not and)

When you provide ongoing care related to a patient’s single, serious or complex condition (focused on specialty care services)

Recognizes the inherent costs involved and the cognitive load when clinicians are the continuing focal point for all needed services, or are part of ongoing care related to a patient’s single, serious, or complex condition.

It is not the diagnosis, but the relationship that supports the add-on code.

Some specialties will use the code more frequently than that (primary care) and some less frequently (procedural specialists managing limited duration episodes of care).
Billing for code G2211 does not affect the practice ability to provide and report principal care management or chronic care management.

Cases Supporting Longitudinal Care

A P*P, who is the continuing focal point for all health care services, provides care for one or more chronic conditions or for an uncomplicated acute condition such as sinusitis.

A specialist provides ongoing care for a complex condition, such as cancer or HIV.

When not to use G2211

It is not appropriately billed in modifier -25 situations, such as reporting a minor office procedure in addition to a significant & separately identifiable E/M service.

As of January 1, 2025 CMS will allow when the E/M is reported on the same day as an AWV, vaccine administration, or any Part B preventive service.

If your relationship with the patient is of a discrete, routine, or time-limited nature and you are not taking responsibility for ongoing medical care for that particular patient with consistency and continuity over time.

Documentation Requirements

Medicare does not outline specific documentation requirements for this code, but your assessment/treatment plan documentation should reflect the longitudinal nature of the patient relationship, OR that you are caring for an ongoing serious or complex condition.



Sources:

2025 Fact Sheet
https://www.cms.gov/newsroom/fact-sheets/calendar-year-cy-2025-medicare-physician-fee-schedule-final-rule

2024 Fact Sheet
https://www.cms.gov/newsroom/fact-sheets/calendar-year-cy-2024-medicare-physician-fee-schedule-final-rule?_hsenc=p2ANqtz-_nVG1BnlG7R_NJ0zyshnHTc5KAan-GU8v6kczw8Bn4HA_woiCVT1nt2q1BPMGXCiNjGyFx

FAQs
https://www.cms.gov/files/document/hcpcs-g2211-faq.pdf
CMS 2024 Medicare PFS Final Rule

CMS 2025 Medicare PFS Final Rule



Coding Compliance

Created 12/12/2023

Updated 11/5/24

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