Medical Virtual Assistant – Healthcare, Sleep Clinic

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

📋 Description

• **Work Arrangement:** Fully Remote – CST working hours

• **Job Type:** Independent Contractor, Full-time

• **Work Schedule:** Coverage required in US time zones (CST daytime hours) (9:00 AM – 5:00 PM CST)

• **Locations:**

• - **LATAM:** Mexico City (Mexico), Bogotá (Colombia), Buenos Aires (Argentina), Metro Manila (Philippines), Central Visayas (Philippines)

• **About Pearl Talent:** Pearl collaborates with the top 1% of candidates globally, connecting them with leading startups in the US and EU. Our clients have collectively raised over $5B and are supported by companies such as OpenAI, a16z, and Founders Fund. They seek the most talented and ambitious candidates for long-term collaboration.

• *Discover our purpose, values, and whom we are building for: **WATCH HERE***

• **Why Work with Us?** At Pearl, we are more than a recruiting firm — we offer remarkable opportunities to work alongside visionary founders in the US and EU. Our mission is to place you in roles that foster growth, present challenges, and cultivate meaningful, long-lasting careers.

• **About the Company:** Our client is an expanding organization in the healthcare and medical data sector, providing a variety of data-driven services, including medical records retrieval, digital documentation processing, and AI-enhanced workflow improvements. They combine healthcare expertise with modern technology to enhance accuracy, quality, and efficiency in records-based operations.

• **Role Overview:** The Medical Virtual Assistant is responsible for the timely capture, organization, and routing of all incoming medical records, invoices, and related documentation. This role operates within a dynamic healthcare environment, ensuring that multiple digital channels are monitored to avoid missed documents while maintaining meticulously organized tracking systems. The tasks are process-oriented, repetitive, and focused on accuracy, ideal for someone detail-oriented, dependable, and skilled in navigating various portals and document sources.

• **Your Impact:** You will play a vital role in supporting operational continuity by ensuring that no incoming document is overlooked, delayed, or misrouted. Your contributions will prevent processing gaps, avoid operational bottlenecks, and uphold service-level expectations with healthcare partners. Through consistent monitoring and high-quality tracking, you will help enhance turnaround times, decrease errors, and contribute to a more efficient medical records workflow, ensuring reliable document flow throughout the organization.

• **Core Responsibilities**

• **Inbound Monitoring & Capture**

• - Monitor email inboxes, fax dashboards, provider portals, and secure websites during work hours.

• - Download incoming records, invoices, and documents promptly.

• - Ensure accurate file naming, logging, and storage in accordance with internal standards.

• - Maintain continuous monitoring coverage to prevent overlooked items.

• **Tracking & Documentation Management**

• - Update and manage structured tracking sheets documenting all channels and timestamps.

• - Adhere to a consistent monitoring cadence to guarantee complete coverage across all accounts.

• - Confirm that all anticipated sources have been reviewed without gaps.

• **Sorting & Document Routing**

• - Classify documents into primary categories (invoices vs. medical records).

• - Upload files into the appropriate sections of internal proprietary systems.

• - Ensure all uploads meet accuracy, formatting, and completeness standards.

• **Cross-Team Coordination**

• - Communicate with internal teams regarding missing documents or unresponsive providers.

• - Identify and flag outdated or unusual provider websites that require special handling.

• - Provide concise, timely updates and escalate issues as necessary.

⛳️ Requirements

• **Must-Haves (Required)**

• - Strong technical skills in navigating portals, PDFs, secure websites, and fax dashboards.

• - Excellent organizational abilities with experience in managing structured, repetitive workflows.

• - High attention to detail with a keen ability to identify discrepancies or missing items.

• - Consistent performance in processing repetitive tasks with speed and accuracy.

• - Clear written communication skills for updates, documentation, and escalations.

• - Reliable, process-oriented work style with strict adherence to standard operating procedures (SOPs).

• - Background in Nursing.

• **Nice-to-Haves (Preferred)**

• - Experience with medical records retrieval or document-processing platforms (e.g., Datavant, ChartSwap, MRO, CIOX/HealthPort, Verisma, Sharecare).

• - Background in document-intensive roles such as document processor, ROI specialist, or medical records intake.

• - Familiarity with provider-specific medical portals.

• **Tools Proficiency**

• **Must-Haves (Required)**

• - Proficient in email and communication tools.

• - Familiar with PDF tools and document download utilities.

• - Experience with secure provider portals.

• - Knowledge of fax dashboards and online fax systems.

• - Capability with internal proprietary platforms (training provided).

• - Proficient in spreadsheet tools (Google Sheets, Excel).

• **Nice-to-Haves (Preferred)**

• - Experience with medical records retrieval platforms: Datavant, Ciox, MRO, ChartSwap, Verisma, Sharecare.

🏝️ Benefits

• - **Competitive Salary:** Based on experience and skills.

• - **Remote Work:** Fully remote—work from any location.

• - **Team Incentives:** Recognition for maintaining 100% CRM hygiene and timely reporting.

• - **Generous PTO:** In line with company policy.

• - **Health Coverage for PH-based talents:** HMO coverage after 3 months for full-time employees.

• - **Direct Mentorship:** Guidance from international industry experts.

• - **Learning & Development:** Continuous access to resources for professional advancement.

• - **Global Networking:** Opportunities to connect with professionals worldwide.

• **Our Recruitment Process**

• - Application

• - Screening

• - Skills Assessment

• - Top-grading Interview

• - Client Interview

• - Job Offer

• - Client Onboarding

• **Ready to Join Us?** If this role aligns with your skills and aspirations, apply now to advance your journey with Pearl.