Medical Virtual Assistant - Virtual Assistant

This is a remote position.

Are you an organized, people-centered professional who thrives in a supportive healthcare environment? Do you have experience with patient scheduling, intake coordination, and providing exceptional service—all while working remotely?

A growing occupational and speech therapy practice based in Oregon is seeking a full-time Medical Virtual Assistant to support front-desk operations, patient communications, and scheduling. This is an excellent opportunity for someone who values teamwork, professionalism, and helping families access meaningful care.

About the Practice

This therapy clinic provides Speech, Occupational, Feeding Therapy, and Psychological Evaluations with a mission to help as many people as possible live their best lives. Known for compassionate, individualized care, the team is collaborative, patient-focused, and committed to making a difference in the lives of children and families across Oregon.

Core Values:

• Compassionate and individualized care
  

• Skilled and effective therapy
  

• Collaborative team environment
  

• Commitment to helping people thrive
  

Key Responsibilities

Reception & Scheduling

• Greet and check in patients virtually using WelcomeWare and other platforms
  

• Schedule new and returning patient appointments and manage therapists’ calendars
  

• Ensure schedules are full and proactively follow up on openings
  

• Confirm appointments, handle rescheduling, and maintain a waitlist
  

• Collect co-payments and past-due balances
  

• Send appointment reminders and manage confirmation calls
  

Patient Intake & Records

• Send and manage intake paperwork for new patients
  

• Verify and update patient records, including insurance details and authorizations
  

• Communicate with referring providers to obtain necessary records
  

• Create and organize client charts
  

• Maintain EMRs and ensure HIPAA compliance
  

Communication & Customer Support

• Answer phone calls, emails, and Curogram text messages professionally
  

• Provide prompt and high-quality service to clients and their families
  

• Coordinate telehealth appointments and follow-up communications
  

• Respond to FAQs and escalate issues when needed
  

• Support therapists and admin team with miscellaneous tasks and special projects
  

Tools You’ll Use

• WebPT (EMR and documentation)
  

• WelcomeWare (virtual front desk interface)
  

• Google Workspace (Drive, Chat, Gmail)
  

• Curogram (patient texting platform)
  

• Ooma (virtual phone system)
  

• SRfax (secure faxing)
  

• Adobe (forms and documentation)
  

Requirements

• 2+ years of experience in medical front office or patient coordination, preferably in a therapy or outpatient clinic setting
  

• Experience with EMRs (WebPT preferred), virtual check-ins, and intake processes
  

• Strong communication and organizational skills
  

• High attention to detail and ability to multitask in a fast-paced environment
  

• Professional, compassionate, and friendly demeanor
  

• Reliable internet connection and comfortable with remote work tools
  

• Strong problem-solving skills and a team-first mindset
  

• Ability to learn quickly and take initiative when supporting scheduling goals and patient flow
  

Benefits

• Competitive salary commensurate with experience.
  

• Opportunities for professional development and growth.
  

• Work in a dynamic and supportive team environment.
  

• Make a meaningful impact by helping to build and strengthen families across the globe.