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FREE UP YOUR PRACTICE WITH AN OFFSHORE MEDICAL VIRTUAL ASSISTANT

Free your practitioners and practice staff from scheduling, correspondence, and day-to-day admin, and keep patients moving with dedicated offshore professionals in the Philippines.

Scale Your Broking Capacity with an

Offshore Broking Assistant

Free your onshore brokers from routine administration, protect profit margins, and deliver faster client service with dedicated offshore professionals in the Philippines.
300+
Businesses Helped
1k+
Skilled Professionals
20 days
Avg time to hire
97%
Staff Retention
THE BUSINESS CHALLENGE

Solving broking capacity

bottlenecks

Insurance and mortgage brokers face constant pressure to grow portfolios while maintaining strict compliance and service standards. However, senior onshore brokers often spend up to 40% of their working hours on administrative back-office tasks rather than advising clients and closing new business.

Common bottlenecks include:

rising-costs

Margins under pressure?

High onshore labor costs making administrative hiring unsustainable

team-burnout

Core team stretched thin?

Onshore broker burnout caused by repetitive data entry and document processing

high-turnover

Delayed customer service?

Delayed renewal processing and quote generation due to capacity limits

hiring-bottlenecks

Hiring hurdles?

Difficulty finding and retaining qualified talent locally

THE BUSINESS CHALLENGE

SOLVING PRACTICE ADMIN BOTTLENECKS 

Medical practices run on a constant stream of scheduling, calls, and paperwork, and that workload pulls practitioners and practice staff away from patient care. However, front-of-house and clinical teams often spend hours each week on admin that a dedicated support person could handle.

Common bottlenecks include:

rising-costs

Margins under pressure?

High cost of local admin and reception staff

team-burnout

Core team stretched thin?

Practitioners and staff pulled into scheduling and admin work

high-turnover

Delayed customer service?

Slow scheduling and following up on frustrated patients 

hiring-bottlenecks

Hiring hurdles?

 Difficulty finding reliable admin and reception talent locally

THE HAMMERJACK SOLUTION

SUPPORT BUILT AROUND

YOUR BROKERS

Your paragraph text

We help you build a dedicated offshore support model. By pairing your onshore brokers with a specialized offshore Broking Assistant in the Philippines, you remove administrative friction, lower operating overhead, and create real operational leverage.

What could your business achieve with the right team behind it?

THE HAMMERJACK SOLUTION

Support built around your PRACTICE

We help you build a dedicated offshore support model. By pairing your onshore practice with a specialised offshore Medical Virtual Assistant in the Philippines, you remove administrative friction, lower operating overhead, and create real operational leverage.

What could your business achieve with the right team behind it?

Medical Virtual Assistant

role overview &

key responsibilities

A dedicated offshore Broking Assistant handles the end-to-end administration of the policy lifecycle, client communications support, and system updates, allowing your local team to focus on high-value client advisory. 

Policy Administration & Processing
  • Preparing insurance quotes, policy schedules, and renewal documentation
  • Entering and updating client records in broking management systems
  • Processing policy variations, endorsements, and cancellations
  • Issuing certificates of currency and tax invoices

Underwriter & Insurer Coordination
  • Following up with underwriters on pending quote requests and terms
  • Gathering required underwriting information and risk submission files
  • Comparing insurer quotes against client requirements using standard templates

Claims Support & Tracking
  • Logging initial claim notifications and organizing supporting documentation
  • Following up with claims assessors and insurers on claim statuses
  • Updating clients on claim progress under the direction of the lead broker

Client Onboarding & Communication
  • Assisting with client onboarding documentation and compliance checks
  • Sending automated renewal reminders and follow-up notices
  • Managing email inquiries and organizing client files in your CRM

Role Overview &

Key Responsibilities

A dedicated offshore Medical Virtual Assistant handles scheduling, patient communication, and day-to-day admin, allowing your practitioners and practice staff to stay focused on patient care.

Scheduling & Calendar Management
  • Booking, rescheduling, and confirming patient appointments
  • Managing practitioner calendars and daily schedules
  • Sending appointment reminders and following up on no-shows
  • Coordinating room and resource bookings across the practice

Patient Communication & Inbox Support
  • Managing patient email and phone inquiries
  • Triaging incoming messages and routing to the right team member
  • Sending follow-up communications and general correspondence
  • Maintaining patient contact records and communication logs

Administrative & Documentation Support
  • Preparing referral letters, certificates, and correspondence for practitioner sign-off
  • Transcribing consultation notes and clinical correspondence
  • Organising and filing patient documentation
  • Preparing agendas and notes for practice meetings

General Practice Support 
  • Ordering supplies and managing routine practice administrative tasks
  • Supporting new patient onboarding and intake paperwork
  • Coordinating with pharmacies, labs, and external providers on routine requests
  • Assisting with ad hoc projects and practice initiatives

Skills and Qualifications

When you partner with hammerjack, we source candidates tailored to your specific software stack and broking workflows.

  • Education: Bachelor’s degree in Business, Finance, Commerce, or a related discipline
  • Industry Context: Direct experience supporting broking or financial services workflows
  • System Knowledge: Familiarity with broking platforms (such as Ebix Evolution, Steadfast SVU, WinBEAT, Salesforce, or Xero)
  • Communication: High proficiency in written and spoken English for professional correspondence
  • Core Competencies: Exceptional attention to detail, strong data accuracy, and adherence to compliance protocols

Skills and Qualifications

When you partner with hammerjack, we source candidates tailored to your specific practice systems and patient communication workflows.

  • Education: Bachelor's degree or equivalent qualification in Business, Health Administration, or a related discipline
  • Industry Context: Experience supporting medical, allied health, or clinical administration workflows
  • System Knowledge: Familiarity with practice management and scheduling platforms 
  • Communication: High proficiency in written and spoken English for professional correspondence with patients and providers
  • Core Competencies: Strong organisation, attention to detail, and a professional, patient-facing manner
HOW IT WORKS

Offshore that works. Real leverage.

icon_start_with_you
Understanding what you are solving for

We start with where your team is stretched, then build a plan around your budget, timeline, and the roles that would give you the most room.

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Finding the right talent

Our in-house recruiters source degree-qualified, experienced professionals, screened and tested for skill and long-term cultural fit with your brokers.

icon_smooth_setup
Full support for you and your staff

A dedicated Customer Success Manager and People & Culture partner look after the relationship on both sides, so your team stays engaged and aligned.

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Get real offshore value

We handle the employment, HR, IT, and compliance infrastructure. You keep control of the work, and get back capacity to grow.

FAQ

Will offshore admin staff follow our processes?
Yes. Staff are trained on your systems and workflows.
Can roles align to our operating hours?
Yes. Working hours can be structured to suit your needs.
Is offshore admin suitable for long-term roles?
 Yes. Teams are built for stability and continuity.

Don't just take our word for it

Real results, real partners. Discover how businesses like yours solved challenges and grew with us.

Tell us the roles you need filled

We'll handle the rest.