Medical Virtual Assistant – Billing, Reconciliation, Practice Operations

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

📋 Description

• Monitor and address unpaid, denied, stuck, or missing primary and secondary insurance claims.

• Investigate reasons for denials, missing information, and processing obstacles; resolve issues and assist with manual resubmissions.

• Review and release claims in accordance with established workflows.

• Prepare and assess weekly, bimonthly, and monthly billing reports.

• Validate figures, reconcile discrepancies, and repost reconciled data.

• Maintain patient and administrative records in HelloNote.

• Follow up on Plans of Care, signed documents, insurance verification, and prior authorizations.

• Keep track of expired Plans of Care, authorizations, active cases, draft notes, and administrative items.

• Manage inbound and outbound calls via the Virtual Marketing Mastery phone platform.

• Engage professionally with patients and escalate issues when necessary.

• Monitor referrals, visits, cancellation rates, cash balance, growth, revenue, expenses, and profit.

• Assist with weekly, bimonthly, and monthly operational reporting and administrative compliance.

• Support the onboarding process for therapists and student interns.

• Organize employee files, documentation, policies, procedures, and HR compliance materials.

• Facilitate daily administrative and office management tasks.

• Contribute to social media, marketing, or content creation activities once core responsibilities are demonstrated effectively.

⛳️ Requirements

• Experience in claims denial and medical billing management is essential, particularly with unpaid, denied, stuck, or unresolved insurance claims.

• Proficiency in identifying denial reasons or missing information, resolving claim issues, supporting manual resubmissions, and handling primary and secondary insurance claims.

• Billing reconciliation experience is required.

• Prior experience with EMR/EHR systems is necessary; a willingness and ability to quickly learn HelloNote is expected.

• Experience with CRM systems is mandatory.

• Authorization experience is required, including insurance verification and follow-up for prior authorizations.

• Background in healthcare administration is necessary.

• Experience in phone support is required.

• Clear and professional communication skills, both spoken and written, in English are essential.

• Relevant work experience is necessary.

• An NBI Clearance and/or Local Police Clearance must be provided before onboarding.

• Attendance at video meetings with the camera on is required when necessary.

• A reliable laptop or desktop computer is required.

• A stable high-speed internet connection of at least 25 Mbps is necessary.

• A noise-canceling headset is required.

• A functional webcam is necessary.

• A quiet and professional work environment is essential.

• Experience in following up on Plans of Care is preferred.

• Experience in OT/PT or therapy practice is preferred but not mandatory.

• Experience with KPI/reporting is preferred.

• HR onboarding or practice operations experience is preferred.

• Experience in social media, marketing, or basic content creation is a plus.

🏝️ 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 can be provided upon request to enhance privacy and security for client-related tasks.

• HIPAA & Cybersecurity Training + Certification (Provided): Access to internal HIPAA compliance training, cybersecurity modules, and certification.

• Top 1% VA Performance Training: Specialized training on communication, client management, productivity systems, and best practices.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off in accordance with the client’s needs and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be granted by the 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.

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

• Reliable laptop or desktop computer, stable high-speed internet, noise-canceling headset, working webcam, and quiet professional workspace are required resources.