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Give an insurance virtual assistant (VA) a separate, named account for each approved system, limit its permissions to assigned work, require multifactor authentication (MFA), and decide in advance which devices and connection paths are allowed. Record who approved access, review it as duties change, and revoke it promptly when the engagement ends. The agency administrator should confirm what each management system and identity provider can actually enforce.
Plan access around the VA’s assigned work
Before creating accounts, list the systems the VA needs, the tasks they will perform, and the least amount of customer or business information needed for those tasks. Have an internal agency owner approve each system and permission. A VA who needs to handle a defined workflow does not automatically need broad access to every customer record, billing function, or administrative setting.
This is the practical meaning of least privilege: grant only the access needed for the role, and reserve privileged accounts for designated people or roles. NIST SP 800-171 Revision 3 control 03.01.06 states: “Restrict privileged accounts on the system to [Assignment: organization-defined personnel or roles].” NIST SP 800-171 Revision 3 also distinguishes privileged accounts from non-privileged accounts used for ordinary work.
Create an individual account and require MFA
Ask the application administrator to create a separate, named account for the VA in each system. Do not let the VA use an employee’s login or a shared administrator account: individual accounts make permissions, activity, and offboarding attributable to a specific person. If an application cannot support a suitable individual external account or sufficiently narrow permissions, have the administrator assess a safer access route before granting access.
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Enable MFA wherever the identity provider and application support it. For accounts with administrative privileges, prefer phishing-resistant MFA where it is supported; a FIDO2 security key may be an option, but verify compatibility with the agency’s identity provider and the systems the VA must use. Microsoft’s guidance recommends MFA and least privilege, and specifically advises phishing-resistant MFA for tenant administrators. Microsoft security guidance
Choose an acceptable device and connection path
Set the device expectation before granting access. A managed or agency-approved device is preferable where feasible, particularly when the work involves sensitive records or elevated permissions. Ask the administrator whether device-based controls can restrict sign-in to approved devices or conditions.
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If the agency permits a personal or partner-managed device for a sensitive task, consider whether an agency-controlled remote desktop or similar intermediary can keep access within a controlled environment. That option is not automatically appropriate for every system: confirm technical compatibility, workflow needs, and what the intermediary does and does not protect. Microsoft Entra guidance discusses device-based controls and management of external identities. Microsoft Entra best practices
Compare access routes before choosing one
There is no single best route for every agency; compare the options available in the actual systems and identity provider. The agency administrator can use these criteria when deciding whether to grant direct external accounts or use a controlled intermediary:
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| What to check | Why it matters |
|---|---|
| Individual external accounts | Each VA should have a distinct identity rather than using a staff member’s or generic account. |
| Permission granularity | Determine whether access can be limited to the records, functions, and actions needed for the assigned duties. |
| MFA support | Check whether MFA is available across the identity provider and each application, and whether phishing-resistant methods work for privileged accounts. |
| Device or connection controls | Establish whether the agency can require an approved device or route access through a controlled environment. |
| Logging and review | Confirm whether the agency can identify and review the VA’s access and activity. |
| Revocation | Make sure the agency can promptly disable the account, end active sessions, and close recovery or delegated-access routes. |
Keep an access record and review it
Name an internal access owner and keep a record for every VA account. At minimum, record:
- The person and the systems they can access.
- Permission level and approved work purpose.
- Approver and date access was granted.
- Review date and the person responsible for revocation.
Review external-user access periodically and whenever duties change. Remove permissions that are no longer needed. Microsoft recommends reviewing and minimizing delegated access, and its Entra guidance covers reviewing external identities. Microsoft security guidance Microsoft Entra best practices
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Offboard access when the role ends or changes
When the VA’s engagement ends—or assigned duties change—have the access owner coordinate prompt removal or adjustment across all approved systems. Include active sessions and any recovery or delegated-access paths in the check, not just the main account. CISA’s cloud guidance supports least privilege for administrative functions, separation of duties, and strong authentication such as MFA. CISA Cloud Security Technical Reference Architecture
Check the agency’s legal and contractual obligations
Security steps do not determine which privacy or insurance requirements apply to a particular agency. Have the agency’s compliance or legal lead assess the relevant jurisdiction, data, contracts, and work arrangement. Requirements may depend on facts not specified here, so this general guidance is not a legal checklist or a conclusion about any state’s rules.
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