Healthcare Administrative Virtual Assistant – Home Care Ops, Patient Support

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Assist in the daily administrative and operational activities of healthcare.

• Coordinate prior authorization paperwork with healthcare providers and physicians.

• Oversee 485 Certifications and renewals of the Plan of Care (POC).

• Prepare, organize, and maintain documentation for Medicaid compliance.

• Upload, organize, and manage patient records within the EMR system.

• Monitor staff licenses, TB tests, certifications, and expiration dates of credentials.

• Follow up with nursing personnel on expiring documents and necessary renewals.

• Arrange supervisory visits with RN supervisors.

• Ensure that documentation is organized, accurate, and adheres to HIPAA regulations.

• Provide general virtual administrative assistance across various departments.

• Organize and maintain digital files and company records.

• Prepare and send offer letters via DocuSign.

• Assist with scheduling and coordinating interviews.

• Conduct virtual orientations for new hires.

• Generate and distribute company newsletters.

• Track client birthdays and send personalized greetings.

• Suggest workflow enhancements and support process optimization efforts.

• Perform additional administrative and operational tasks as required.

• Professionally answer incoming phone calls and direct urgent matters as needed.

• Provide reliable phone coverage during business hours and support after-hours as the business expands.

• Deliver outstanding customer service while maintaining professionalism and empathy.

• Handle confidential data while complying with HIPAA standards.

• Make warm outbound calls to potential clients and marketing leads.

• Follow up with interested prospects and build relationships.

• Schedule appointments and discovery calls for qualified leads.

• Manage appointment reminders and ongoing follow-up with leads.

• Maintain precise notes and updates in the CRM/EMR system.

• Assist with basic social media postings and audience engagement.

• Support the team with additional marketing-related administrative duties as necessary.

⛳️ Requirements

• Exceptional verbal and written communication skills in English, with a clear and professional speaking voice and minimal accent.

• Prior experience in a home care agency, healthcare office, or healthcare administrative setting is highly preferred.

• Experience with healthcare administrative responsibilities, including:

• - Prior authorizations

• - Compliance documentation

• - Medical records

• - Healthcare operations

• Professional and confident phone etiquette for both incoming and warm outbound calls.

• Comfortable scheduling appointments, following up with leads, and offering excellent customer service.

• Strong organizational, multitasking, and time management abilities.

• Exceptional attention to detail and accuracy in documentation.

• Self-motivated and capable of managing recurring responsibilities with minimal supervision.

• Reliable, dependable, and dedicated to long-term employment.

• Ability to thrive in a fast-paced and expanding healthcare environment.

• Strong problem-solving abilities with the capacity to recommend process improvements.

• Ability to maintain confidentiality and comply with HIPAA regulations.

• Positive, personable, collaborative, and customer-oriented mindset.

• High level of professionalism, accountability, and follow-through.

• Experience with EMR/EHR systems (experience with Generations Home Care EMR is a significant advantage).

• Quick learner of new software platforms and internal systems.

• Proficient with DocuSign, Microsoft Office, Google Workspace, and other administrative tools.

• Must communicate and write in English clearly and professionally.

• Must have relevant work experience.

• Must be able to provide an NBI Clearance and/or Local Police Clearance prior to onboarding (mandatory).

• Must be available for video meetings with the camera on when required.

• Computer: Reliable laptop or desktop computer.

• Internet: Stable high-speed internet connection (minimum 25 Mbps).

• Audio: Noise-canceling headset.

• Video: Functional webcam for virtual meetings.

• Workspace: Quiet and professional work environment.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to top-notch support for inquiries, guidance, contract matters, and client communication.

• Premium VPN Access (Optional): A secure VPN license available upon request to enhance privacy and security for client-related tasks.

• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you manage PHI for U.S. healthcare clients confidently.

• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you excel as a VA and improve long-term client retention.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off depending on the client's needs and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be granted at the discretion of your client. Paid time off is optional and only if offered by the client.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.

• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.