Frequently Asked Questions

Remote Staff NY is a New York-based virtual staffing agency that connects businesses with pre-vetted, skilled virtual assistants starting at $8.99 per hour. We serve companies in all 50 states across 8 service categories including administrative support, medical office staffing, bookkeeping, social media management, and more.

You tell us what you need, and we match you with a qualified virtual assistant from our pool of 500+ VAs within 48 hours. We handle recruiting, vetting, and onboarding. You get a dedicated VA who works your preferred hours using your existing tools — email, CRM, phone system, or project management software.

Our VAs are college-educated professionals with a minimum of 2 years of relevant work experience. Every assistant passes a multi-step vetting process that includes skills testing, English proficiency evaluation, background checks, and live interviews. Many hold specialized certifications in medical administration, bookkeeping, or digital marketing.

Most clients are matched with a VA and begin working within 48 hours of their initial consultation. For specialized roles like HIPAA-compliant medical VAs, placement may take 3 to 5 business days to ensure the right fit and compliance training.

No. Remote Staff NY does not require long-term contracts. Our standard agreement is month-to-month, so you can scale up, scale down, or cancel at any time with 30 days notice. We earn your business every month through results, not binding agreements.

We serve businesses in healthcare, real estate, e-commerce, legal, professional services, construction, finance, and more. Any business that needs administrative, customer service, or back-office support can benefit from our VAs. Our most popular placements are in medical offices, real estate agencies, and small-to-midsize businesses across the New York metro area and nationwide.

Virtual assistants through Remote Staff NY start at $8.99 per hour. Pricing depends on the role complexity and hours needed. General administrative VAs start at $8.99/hr, while specialized roles such as medical VAs or bookkeepers may range from $10 to $14/hr. All pricing is transparent and quoted before you commit.

The $8.99/hr rate covers a fully vetted, trained virtual assistant dedicated to your tasks during your chosen hours. It includes our recruitment and vetting process, onboarding support, ongoing quality monitoring, and a replacement guarantee if your VA is not the right fit. There are no setup fees or platform fees.

No. We do not charge setup fees, platform fees, or cancellation penalties. The hourly rate you are quoted is the rate you pay. Billing is straightforward — you pay only for the hours your VA works. We provide detailed time tracking so you always know exactly what you are paying for.

Billing is done on a weekly or biweekly cycle depending on your preference. You receive an itemized invoice showing hours worked and tasks completed. Payment is processed via credit card or ACH transfer. Time tracking is handled through verified software so every minute is accounted for.

Hiring a full-time, in-house administrative assistant in New York costs an average of $45,000 to $55,000 per year when you include salary, benefits, payroll taxes, office space, and equipment. A full-time VA through Remote Staff NY at $8.99/hr costs approximately $18,700 per year — a savings of up to 60%. You also eliminate costs for benefits, PTO, sick days, and turnover.

Yes. Clients who commit to full-time hours (40 hours per week) receive our best per-hour rates. We also offer volume discounts for businesses that hire multiple VAs. Contact us for a custom quote tailored to your needs.

Our VAs handle a wide range of tasks including email management, calendar scheduling, data entry, customer service, phone answering, appointment setting, bookkeeping, invoicing, social media management, content creation, CRM management, travel arrangements, research, and document preparation. If the task can be done on a computer or phone, a VA can likely handle it.

Yes. Medical virtual assistants are one of our most requested specialties. Our medical VAs handle patient scheduling, insurance verification, prior authorizations, medical billing and coding support, EHR data entry, prescription refill coordination, and patient follow-up calls. HIPAA-compliant options are available for practices that require protected health information handling.

Yes. Our social media VAs create and schedule posts, manage engagement and comments, design basic graphics using Canva or similar tools, track analytics, research hashtags and trends, and maintain your brand voice across platforms including Instagram, Facebook, LinkedIn, TikTok, and X (Twitter).

Yes. We have bilingual VAs fluent in English and Spanish, which is especially valuable for businesses in the New York metro area and across the US serving diverse communities. Bilingual VAs can handle customer calls, translate documents, and communicate with Spanish-speaking clients on your behalf.

Absolutely. We offer flexible scheduling starting from as few as 20 hours per week. Many of our clients start part-time and scale to full-time as they see the value. Part-time VAs work on a consistent weekly schedule that you define, so coverage is predictable and reliable.

Yes. Our virtual receptionists and administrative VAs answer calls, transfer calls, take messages, schedule appointments, and make outbound calls on your behalf. They use your business phone system (VoIP, RingCentral, Grasshopper, Google Voice, etc.) so callers experience your brand, not ours.

Every VA goes through a 5-step vetting process: (1) resume and experience screening, (2) English proficiency and communication assessment, (3) role-specific skills testing, (4) live video interview with our placement team, and (5) a supervised trial period. Only about 3% of applicants make it through to placement. We also run background checks on all candidates.

If your VA is not meeting expectations, contact us and we will work to resolve the issue immediately. If the fit is not right, we provide a free replacement VA at no additional cost. Our goal is your satisfaction — we would rather replace a VA quickly than lose your trust. Most replacement matches are completed within 48 to 72 hours.

Yes. We offer a free replacement guarantee for the duration of your engagement with us. If your VA leaves, underperforms, or is simply not the right personality fit, we replace them at no extra charge. This guarantee has no expiration date as long as you are an active client.

We offer HIPAA-compliant virtual assistants specifically trained for healthcare environments. These VAs complete HIPAA training, sign Business Associate Agreements (BAAs), and follow strict protocols for handling protected health information (PHI). They use secure, encrypted communication tools and are supervised to ensure ongoing compliance.

We use a combination of time-tracking software, regular check-ins with clients, and periodic performance reviews. Clients receive weekly or biweekly reports on hours worked and tasks completed. Our account managers conduct monthly quality reviews and are available to address any concerns between reviews.

Yes. All VAs sign non-disclosure agreements (NDAs) before placement. We recommend using role-based access controls so your VA only accesses the systems and data they need. For clients in healthcare, finance, or legal, we offer VAs with additional security training and compliance certifications. We can also work with your IT team to meet specific security requirements.

Getting started is simple. Book a free consultation through our website or call us at (516) 637-3510. During the consultation, we learn about your business needs, tasks, schedule, and budget. Within 48 hours, we present you with a matched VA candidate. Once you approve, onboarding begins immediately.

Onboarding typically takes 1 to 3 days. Your VA is introduced to your tools, workflows, and communication preferences. We provide a structured onboarding checklist that covers system access, task priorities, communication channels, and escalation procedures. Our account manager stays involved during the first two weeks to ensure a smooth transition.

Your VA works with whatever tools you already use. Common setups include email (Gmail, Outlook), CRMs (Salesforce, HubSpot), project management (Asana, Trello, Monday.com), communication (Slack, Zoom, Teams), phone systems (RingCentral, Grasshopper), and industry-specific software like EHR systems for medical offices. We do not require you to purchase any additional software.

Our VAs work during your business hours, regardless of your timezone. Whether you need coverage during Eastern, Central, Mountain, or Pacific time, we match you with a VA who is available when you need them. Many clients in the New York metro area have their VAs working standard 9 AM to 5 PM Eastern time.

Yes. After we match you with a candidate, you have the opportunity to conduct a video interview before making your decision. This allows you to assess communication skills, personality fit, and ask role-specific questions. There is no obligation to proceed if the candidate is not the right match — we will present another option.

Yes. Many of our clients start with one VA and expand to a team of two or more as their needs grow. We can staff multiple roles — for example, one VA for phone calls and scheduling, another for bookkeeping, and a third for social media. Volume discounts are available for multi-VA placements.