Medical Virtual Assistant – Medical Receptionist, Clinical Support

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

📋 Description

• Filling Schedule Gaps (Lead Conversion): Convert patient inquiries and referrals into scheduled appointments through outbound calls. Follow up with patients referred for consultations or procedures. Assist in maintaining an efficient clinic schedule by filling available appointment slots.

• Patient Call Management: Handle a high volume of inbound clinical support calls from patients. Provide assistance with queries related to test results, medication updates, prescription issues, appointment inquiries, and general medical concerns. Ensure professional and empathetic communication, especially with elderly patients. Accurately document all patient interactions in the patient chart within the EHR system.

• Management of Diagnostic Orders: Coordinate diagnostic orders with hospitals, imaging centers, and diagnostic facilities. Gather necessary documentation from the patient chart such as visit notes and orders for tests or procedures. Common documentation requests may include: Imaging studies, Diagnostic tests, Hospital procedures. Fax or send documentation to medical facilities as needed.

• Communication of Test Results: Retrieve patient test results from the EHR system. Relay results to patients when appropriate. Document that results were discussed and close the related task in the chart. This may include colonoscopy results, lab results, and provider instructions following procedures.

• Support for Prescriptions and Medications: Review medication records when patients inquire about prescriptions. Verify if updated prescriptions have been sent to pharmacies. Contact pharmacies for clarification if needed. Assist in canceling outdated prescriptions when necessary. Ensure pharmacies receive accurate medication orders.

• Handling Patient Symptom Calls: Engage with patients who call regarding symptoms or medical concerns. Assess whether the situation necessitates scheduling an appointment, messaging the provider, or escalating urgent issues. Document symptoms and communications in the EHR system. Send messages to providers through the system when appropriate.

• Follow-Up on Missed Calls and Voicemails: Manage voicemail messages that are converted to text through the clinic’s Clara system. Review transcription queues for voicemails. Follow up by calling patients back or sending text responses via the system. Ensure timely follow-up on all patient messages.

⛳️ Requirements

• Experience in a gastroenterology clinic or a similar specialty practice.

• Background in medical assisting, nursing, or clinical support.

• Experience with patient scheduling or clinical call triage.

• Proficiency in using iPhone, AllWorx, Modernizing Medicine GI, Clara AI, PanOptics, and Microsoft Teams.

• Minimum of 1 year of experience in healthcare administration, medical office support, or clinical call handling in a remote healthcare support role.

• Strong understanding of medical workflows and patient communication.

• Experience with Electronic Health Record (EHR) systems.

• Ability to handle high call volumes and multitask in a clinical setting.

• Excellent phone communication skills with a clear and professional speaking voice.

• Strong communication skills with consistent responsiveness.

• Ability to communicate with empathy and professionalism.

• Keen attention to detail when reviewing patient charts and documentation.

• Capacity to manage multiple tasks efficiently in a fast-paced clinical environment.

• Strong organizational and problem-solving abilities.

• Ability to work independently with minimal supervision.

• Capability to follow structured workflows and manage patient scheduling systems.

• Comfort with learning and adapting to new tools and workflows.

• Bilingual in Spanish and English is a plus, but strong English communication is required.

• Must be proficient in speaking and writing English very clearly.

• Relevant work experience is mandatory.

• Must be able to submit an NBI clearance and/or Local Police Clearance background check prior to onboarding [mandatory].

• Availability for video meetings with the camera on (when required).

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to exceptional 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 our internal HIPAA compliance training, cybersecurity modules, and certification to empower you in handling PHI for U.S. healthcare clients.

• 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 top-performing VA and enhance long-term client retention.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off based on client needs and schedules.

• Client-Approved Paid or Unpaid Time Off: Time off may be approved by your client. Paid time off is optional and contingent upon client provision.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to facilitate optimal performance.

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