Ten steps before a VA ever sees your systems.
Your practice trusts its VA with patients, records and your reputation. That’s why every Cloverpo VA goes through the same 10-step hiring process, and only applicants who pass every step are placed with a client.
Our 10-step hiring process
Each step checks something that matters in real client work. An applicant who doesn’t pass a step isn’t placed.
How we protect patient dataOnline application
Applicants tell us about their healthcare background, VA experience, the systems they’ve used and their availability. A person on our team reads every application.
What we check: a complete, honest application
Application review
We confirm a healthcare degree or U.S. healthcare experience and check that details are complete and consistent.
What we check: education and experience
Skills assessment
A timed test of medical terminology, insurance and billing basics, typing speed and accuracy, and written English.
What we check: accuracy, speed and English
Privacy & judgment test
Real-world scenarios: a caller asking for patient details, a mistake in a client’s system, several urgent tasks at once.
What we check: patient privacy and sound judgment
Live interview
A video interview about how the applicant communicates, solves problems and handles pressure.
What we check: communication and professionalism
Setup & security check
A live internet speed test, a look at their computer and workspace, and their security settings: antivirus, encryption and screen lock.
What we check: a reliable, secure setup
Background & reference checks
NBI clearance, ID and document verification, and at least two professional references.
What we check: trust and track record
Training & final exam
Training on Cloverpo’s standards, HIPAA and privacy rules and role skills, ending with a final exam they must pass.
What we check: ready for client work
Shortlist & your interviews
We shortlist VAs who fit your practice by skills, specialty and schedule. You interview them and choose who joins your team.
What you check: the right fit for your team
The first 90 days
Regular check-ins and quality reviews with our team, ending with a 90-day performance review.
What we check: consistent, quality work
Screening doesn’t stop at day one
Once your VA starts, we keep checking that standards hold.
- Quarterly HIPAA refresher training
- Quarterly device and access checks
- Regular check-ins with you and your VA
- Free replacement if a VA isn’t the right fit
Questions about our screening
More answers on our FAQ page.
Do all VAs go through every step?
Yes. Every applicant goes through the same 10 steps, whatever the role, and only those who pass every step are placed.
Do I get to interview my VA?
Yes. You interview the VAs we shortlist and choose the one you want, so you can be sure they’re right for your team.
Are background checks included?
Yes. NBI clearance, ID verification and professional references are part of our process, at no extra cost to you.
What if my VA doesn’t work out?
If your first VA isn’t the right fit within 14 days, choose a new VA at no extra cost, or pay nothing for those two weeks. After that, replacements are still free.
Meet a VA who’s passed every step
Answer a few quick questions, see your estimate, then book a free call with our founder.
Start my quote