Medical Virtual Assistant – Patient Support & Scheduling Coordinator

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

📋 Description

• Professionally manage inbound calls and patient communications.

• Conduct follow-up calls and send appointment reminders to patients.

• Reach out to patients who have not been seen in the last 3–4 months for reactivation.

• Coordinate scheduling and manage calendar activities.

• Provide remote front desk and administrative assistance.

• Keep track of billing notes and monitor 45-day billing cycles.

• Oversee private insurance, no-fault, and workers’ compensation claims.

• Assist with the documentation needed for clinical purposes.

• Support processes related to insurance verification.

• Maintain and update patient records in the TheraOffice EHR system.

• Manage high volumes of patient communications and workflow coordination.

• Utilize Weave for internal communications.

• Ensure compliance with HIPAA regulations and the proper handling of sensitive patient data.

⛳️ Requirements

• Previous experience in a healthcare or medical office setting is essential.

• Preferred background in patient-facing administrative roles.

• Experience in handling inbound calls, patient follow-ups, and scheduling appointments.

• Strong knowledge of HIPAA compliance and maintaining patient confidentiality.

• Familiarity with EHR/EMR systems is required; experience with TheraOffice is highly preferred.

• Exceptional attention to detail, particularly with billing notes and scheduling tasks.

• Ability to work independently with minimal supervision post-training.

• Dependable with consistent attendance and reliability.

• Comfortable in a fast-paced, high-volume healthcare environment.

• Professional, proactive, and responsive demeanor.

• Must possess clear proficiency in spoken and written English.

• Relevant work experience is required.

• Ability to provide an NBI clearance and/or Local Police Clearance background check prior to onboarding [mandatory].

• Availability for video meetings with the camera on when necessary.

• Device: A reliable laptop or desktop computer is required.

• Internet: A high-speed connection with a minimum of 10 Mbps is necessary.

• Audio: A noise-canceling headset is required.

• Video: A webcam for virtual meetings is necessary.

• Workspace: Must be a quiet and professional environment.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to exceptional support for inquiries, guidance, contract management, and client communication.

• Premium VPN Access (Optional): A secure VPN license is 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 assist you in confidently managing PHI for U.S. healthcare clients.

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

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

• Client-Approved Paid or Unpaid Time Off: Time off may be granted by the client, with paid time off being optional and contingent on client offerings.

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

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