Medical Virtual Assistant – Athena EMR, Concierge Primary Care

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

📋 Description

• Effectively manage the physician's appointment schedule in alignment with established preferences and guidelines.

• Prevent overbooking while keeping precise scheduling records.

• Respond to inbound patient calls and provide overflow support for calls.

• Conduct outbound calls for appointment confirmations, rescheduling, and callbacks.

• Uphold the expectation of approximately 20-minute callbacks.

• Oversee patient communications via phone, email, text, and internal messaging.

• Organize and manage laboratory results and outstanding tasks within Athena EMR.

• Process routine laboratory results using pre-approved templates and escalate abnormal or urgent findings.

• Document all laboratory communications, completed tasks, and pending actions.

• Maintain, label, upload, organize, and file patient records and clinical documents in AthenaHealth.

• Verify insurance documentation and assist with eligibility checks, benefits verification, and prior authorizations.

• Review patient charts for any missing, duplicated, incorrectly filed, or incomplete documentation.

• Assist with patient check-in, pre-appointment preparations, and chart reconciliation.

• Verify patient demographics, social history, medications, allergies, vaccinations, and other relevant information.

• Reach out to specialists, referring providers, and medical offices when authorized.

• Coordinate administrative inquiries, referrals, documentation requests, and follow-ups.

• Work collaboratively with the physician, nurse, and receptionist to enhance daily operations.

• Identify workflow inefficiencies, minimize administrative backlogs, and suggest improvements.

• Escalate urgent, unclear, or clinically sensitive issues according to established protocols.

• Adhere to HIPAA regulations and maintain patient confidentiality.

⛳️ Requirements

• Advanced hands-on proficiency with Athena EMR / AthenaHealth (mandatory).

• Demonstrated ability to navigate Athena independently without extensive training on the platform.

• Experience in patient scheduling, electronic charting, clinical documentation, and EHR task management.

• Familiarity with laboratory result queues, chart organization, document labeling, and administrative workflows.

• Experience with insurance verification, medical billing-related administrative processes, and prior authorizations.

• Strong computer literacy and confidence in utilizing modern healthcare technology.

• Previous experience supporting U.S.-based healthcare practices (essential).

• Experience in concierge primary care or a similar patient-centered healthcare setting.

• Understanding of U.S. healthcare administrative workflows, patient scheduling, and insurance procedures.

• Familiarity with medical terminology, clinical documentation, and patient record management.

• Knowledge of HIPAA regulations and standards for patient confidentiality.

• Exceptional verbal and written communication skills in English.

• Proven experience in handling both inbound and outbound patient calls.

• Ability to work independently with minimal supervision or micromanagement.

• Strong organizational, multitasking, and time management skills.

• Capability to manage high-volume administrative workloads without sacrificing accuracy.

• Must possess proficiency in speaking and writing clear, professional English.

• Previous experience with patient scheduling, insurance verification, prior authorizations, and healthcare administrative workflows is required.

• Submission of an NBI Clearance and/or Local Police Clearance is mandatory before onboarding.

• Availability for video meetings with camera on as required.

• Must be available Monday, Tuesday, Thursday, and Friday from 9:00 AM to 2:00 PM Eastern Time.

• Reliable laptop or desktop computer is necessary.

• Stable high-speed internet connection, with a minimum of 25 Mbps.

• Noise-canceling headset is required.

• A working webcam is essential.

• A quiet and professional work environment is necessary.

🏝️ Benefits

• Dedicated HR & Contractor Support Team.

• Premium VPN Access (Optional).

• HIPAA & Cybersecurity Training + Certification (Provided).

• Top 1% VA Performance Training.

• Client-Approved U.S. Holidays.

• Client-Approved Paid or Unpaid Time Off (paid time off only if offered by the client).

• Access to Tools & Resources.

• Optional Performance-Based Incentives.

• Appropriate system access and individual Athena login credentials as part of onboarding.