---
title: Virtual Assistants for Insurance Agencies | Hire Heroes
url: https://hireheroes-demo.pages.dev/insurance-virtual-assistant/
updated: 2026-10-09
---

For insurance agencies

# Off the phones. Onto appointments.

Hire Heroes grew out of an insurance agency. Glen’s first hire dialed leads for him four hours a day. Here is how agents use VAs today, and where the line is.
[Find your assistant](https://hireheroes-demo.pages.dev/contact-us/)[What a VA can and cannot do](#line)
BUILT INSIDE AN AGENCY
AEP READY

Agency VA
AEP

You sell. *They handle the rest.*
Appointment setting
**Your assistant**
CRM and follow-up
**Your assistant**
Plan advice and sales
**You, licensed**
Enrollments
**You, licensed**

**Know the line**Unlicensed staff do not sell.

Written by the Hire Heroes Data Desk, reviewed by Glen Shelton.
Last updated October 9, 2026

**Need leads to work, too?**Pair your assistant with lead programs from Lead Heroes.[See lead programs](https://leadheroes-demo.pages.dev/insurance-leads/)
**A virtual assistant can take most of the non-selling work off an insurance agent’s plate: scheduling, CRM updates, follow-up calls, inbox and service tasks.** What an unlicensed assistant cannot do is sell, solicit or negotiate insurance, recommend a plan, or discuss specific plan benefits. Those require a license. Rules vary by state, carrier and product, so confirm the role with your compliance team.

## What a VA can and cannot do

| Task | Unlicensed VA | Licensed agent |
|---|
| Scheduling and confirming appointments | Yes | Yes |
| CRM updates, notes and data entry | Yes | Yes |
| Follow-up reminders and service requests | Yes | Yes |
| Inbox, documents and renewal lists | Yes | Yes |
| Discussing specific plan benefits or prices | No | Yes |
| Recommending or comparing plans | No | Yes |
| Taking applications and enrollments | No | Yes |

General guidance only. State licensing rules, carrier contracts and CMS marketing rules for Medicare products decide the exact line. Review the role with your compliance team before your assistant starts.

## The tasks agents delegate first

- Confirming tomorrow’s appointments and rescheduling no-shows.
- Logging every call and note in the CRM.
- Calling leads to book appointments for a licensed agent, under your calling rules.
- Building AEP review lists from your book and plan change notices.
- Chasing missing documents and service requests.

## How agencies use VAs during AEP

AEP compresses months of work into eight weeks. The ESI team has talked openly about how their agents lean on VA support for appointments, follow-up and retention during the rush. Watch the panel and the VA strategy episode before you plan your season.

## Start with one task

Glen’s advice is the same one he followed in 2015: give your assistant one clearly defined task, measure it, then hand off the next one. Trust grows, and so does the role.

Good questions

## Questions, answered.

**Can a virtual assistant sell insurance for me?**

Not unless they hold the required license and appointments. Unlicensed assistants handle administrative, scheduling and service tasks.

**Can my VA set appointments for me?**

Yes. Scheduling appointments for a licensed agent is a common VA task, done within your calling rules and consent requirements.

**Can a VA talk about plan benefits?**

No. Discussing specific plan benefits, prices or recommendations requires a licensed agent.

**Do the rules vary by state?**

Yes. State licensing rules and carrier contracts decide the exact line, so review the role with your compliance team.

You’ve got plans. We’ve got people.

## Make room for what’s next.

Let’s talk about the support your business needs.

[Find your assistant](https://hireheroes-demo.pages.dev/contact-us/)[Already a client? Go to your portal](https://app.hireheroes.com/)