Working remotely as a virtual medical assistant comes with many perks—flexibility, autonomy, and the chance to work with amazing clients. But like any role, it’s not always smooth sailing. One of the trickiest parts of the job? Handling negative feedback.
Whether it’s a quick comment on a missed task or a full review of your performance, criticism can sting, especially when you’re not face-to-face. But here’s the truth: feedback, even the tough kind, is a powerful tool for growth.
Let’s talk about how a virtual medical assistant can turn client criticism into a career advantage.
Click here to learn more about 9 Tips for Effective Client Reporting
Why Feedback Feels Personal—But Doesn’t Have to Be
As a virtual medical assistant, you work hard to meet your client’s expectations. So when feedback hits your inbox, it’s normal to take it personally. You’re human.
But feedback isn’t always a reflection of your worth. It’s often about expectations, communication gaps, or workflow preferences. Understanding this helps you respond with clarity, not emotion.
Pause. Reflect. Respond.
When feedback comes in—especially the kind that feels a little sharp—don’t react immediately. Take a moment to breathe. Ask yourself:
- What is the client really saying?
- Is there a pattern to this feedback?
- What can I improve moving forward?
Practical Ways to Handle Negative Feedback
As a virtual medical assistant, your response to criticism matters as much as the task itself. Here’s how to handle it like a pro:
1. Listen Without Defensiveness
If the feedback is shared over a call or message, stay calm. Don’t jump to justify or explain too quickly. Let the client speak. Take notes if needed. This shows you’re listening and open to growth.
2. Acknowledge and Clarify
A simple “Thank you for your feedback—I appreciate it” goes a long way. If anything is unclear, ask respectful follow-up questions:
- “Can you walk me through where I could have handled this better?”
- “How would you prefer this task be managed in the future?”
3. Own Your Mistakes
No one’s perfect—even the best virtual medical assistants make mistakes. What matters is how you own up to them. Be honest and transparent. Then, offer a solution or a step you’ll take to prevent it next time.
Example:
“I missed that detail in the charting update. I’ll add an end-of-day double-check routine to avoid this moving forward.”
4. Turn It Into a Learning Point
Use every piece of feedback as a training moment. Update your checklist. Create templates. Set reminders. These small systems can make a big difference in how you work.
5. Follow Up After Improvements
Once you’ve made changes, circle back. Let your client know what you did differently. This builds trust and shows that you take feedback seriously.
Example:
“Just a quick note—I implemented the weekly report format you requested. Let me know if it looks better now.”
Common Feedback Scenarios (And How to Handle Them)
Here are a few real-life examples of how virtual medical assistants can handle specific types of criticism:
Feedback: “You’re not responsive enough.”
Response: “Thanks for letting me know. I’ll start checking in twice daily and confirm receipt of all urgent messages.”
Feedback: “The patient data update was incomplete.”
Response: “I apologize for the oversight. I’ll revise it immediately and double-check future updates before submission.”
Feedback: “I feel like I’m repeating instructions.”
Response: “I understand how that’s frustrating. I’ll start keeping SOPs and ask clarifying questions moving forward.”
Every virtual medical assistant will face some form of these. What sets great ones apart is how they respond and evolve.
From Setback to Setup: The Growth Mindset Shift
This is where the real transformation happens. A fixed mindset says, “I messed up—I’m not good at this.” A growth mindset says, “That didn’t go as planned, but I can learn from it.”
The best virtual medical assistants don’t just survive feedback; they thrive from it.
Here’s how to build that mindset:
- Journal your wins and lessons weekly.
Tracking your growth keeps you grounded. - Ask for feedback regularly.
Don’t wait for the negative. Request check-ins and reviews before problems arise. - Celebrate small improvements.
A corrected form, a smoother call, a compliment from a client—all wins count.
You’re Not Alone: Support Systems Matter
Being a virtual medical assistant doesn’t mean you have to figure it all out alone. Lean on your team, mentors, or fellow VAs. Share your experiences. Ask for tips. Growth is easier when you’re supported.
If you’re part of an agency like Core Virtual Solutions, use the resources available to you. Development coaches, CSMs, and your internal leads are all there to guide you. Don’t hesitate to reach out when you need help.
Criticism Is a Stepping Stone
Not every workday will be filled with praise. Some days, you’ll be asked to do better. That doesn’t mean you’re failing—it means you’re in motion. Growth isn’t always loud or shiny. Sometimes, it sounds like a difficult conversation that makes you better.
If you’re a virtual medical assistant, embrace those moments. Take them, learn from them, and let them fuel your next big improvement.
Your Next Move Starts Now
Feedback doesn’t define you, but your response to it can elevate you. The next time a client points out a mistake, see it as a turning point, not a roadblock.
Want to work in a team that values your growth? At Core Virtual Solutions, we help virtual medical assistants grow through support, mentorship, and real opportunities. Click here to apply now and be part of a team that builds careers, not just tasks.
