Job Title: Medical Virtual Assistant | Patient Support & Scheduling Coordinator
Job Code: [CA-S]
Position Type: Full-Time
Work Schedule (40 hours/week): Monday – Thursday: 9:00 AM – 6:30 PM EDT Friday: 9:00 AM – 4:00 PM EDT (With 1-hour unpaid lunch break)
Salary: $5 – $6/hour (based on experience)
Location: Remote (Philippines)
Job Summary & Client Overview
Our client is a growing and patient-focused healthcare and rehabilitation practice committed to delivering high-quality care and exceptional patient experiences. The practice operates in a fast-paced environment and places strong value on professionalism, reliability, patient communication, and operational efficiency.
The team is looking for a dedicated Medical Virtual Assistant who can support daily front desk operations, patient coordination, scheduling, and administrative workflows while maintaining excellent service and HIPAA compliance.
Key Responsibilities
- Answer inbound calls and manage patient phone communications professionally
- Conduct patient follow-up calls and appointment reminders
- Perform patient reactivation outreach for patients not seen within 3–4 months
- Coordinate scheduling and calendar management
- Provide front desk and administrative support remotely
- Manage billing notes and track 45-day billing cycles
- Monitor private insurance, no-fault, and workers’ compensation claims
- Assist with clinical documentation support
- Support insurance verification processes
- Maintain and update patient information within the TheraOffice EHR system
- Handle high-volume patient communication and workflow coordination
- Communicate internally using Weave
- Ensure HIPAA compliance and proper handling of sensitive patient information
Requirements
- Previous healthcare or medical office experience required
- Strong patient-facing administrative experience preferred
- Experience handling inbound calls, patient follow-ups, and appointment scheduling
- Strong understanding of HIPAA compliance and patient confidentiality
- Experience using EHR/EMR systems; TheraOffice experience is highly preferred
- High attention to detail, especially with billing notes and scheduling workflows
- Ability to work independently with minimal supervision after training
- Reliable, dependable, and consistent attendance
- Comfortable working in a high-volume, fast-paced healthcare environment
- Professional, proactive, and responsive attitude
Basic requirements
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, 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 help you confidently handle 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 become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your 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 to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.
