Job Title: Healthcare Virtual Assistant – Front Desk, Scheduling & Insurance Support
Position Type: Full-Time
Work Hours: 8:30 AM – 5:00 PM CDT
Work Days: Monday – Thursday
Salary: $5 – $6 per hour (depending on experience)
Job Code: DCB-BFR
Workplace: Remote
Preferred Candidate Location: Philippines
About the Role
We are seeking a reliable and patient-focused Healthcare Virtual Assistant to support a growing medical practice with front desk operations, patient scheduling, insurance verification, billing support, and administrative tasks.
The ideal candidate has experience working in a medical office environment, excels at patient communication, and can confidently manage phone calls, scheduling, insurance-related tasks, and administrative workflows while maintaining a high level of professionalism and accuracy.
This is a long-term opportunity for someone who is dependable, detail-oriented, and committed to providing an exceptional patient experience.
Core Responsibilities
Phone Support & Patient Communication (Top Priority)
- Answer incoming patient phone calls professionally and efficiently
- Manage patient callbacks and follow-up communications
- Respond to patient inquiries and administrative requests
- Provide excellent customer service and patient support through phone and electronic communication
- Handle patient concerns with professionalism and empathy
Appointment Scheduling & Coordination (Top Priority)
- Schedule, reschedule, and confirm patient appointments
- Manage no-show appointments and rescheduling efforts
- Support patient check-in and check-out workflows
- Maintain accurate scheduling records within NexTech EHR
Insurance Verification & Claims
- Verify patient insurance eligibility and benefits
- Submit and follow up on prior authorizations
- Coordinate with insurance companies regarding claims and authorizations
- Assist with medical billing tasks and claims follow-up
- Post patient payments accurately into the practice management system
- Maintain organized billing and account records
Administrative Support
- Update and maintain accurate patient records in NexTech EHR
- Support front desk and administrative operations as needed
- Assist with documentation and workflow management
- Ensure HIPAA compliance and patient confidentiality at all times
Software & Systems
- NexTech EHR (Primary System)
Key Performance Indicators (KPIs)
- Timely answering and management of incoming patient calls
- Accurate appointment scheduling and follow-up communications
- Efficient handling of callbacks and patient inquiries
- Accurate insurance verification and prior authorization processing
- Proper payment posting and billing support
- Consistent patient satisfaction and customer service standards
- Reliable attendance and responsiveness during work hours
Requirements
- Medical office, healthcare, nursing, or clinical experience required
- Experience with patient scheduling and front desk operations preferred
- Experience with insurance verification, prior authorizations, or billing support preferred
- Experience using NexTech EHR strongly preferred
- Previous virtual assistant experience is a plus
Required Skills
- Excellent phone etiquette and verbal communication skills
- Strong customer service and patient support skills
- Knowledge of insurance verification and patient eligibility processes
- Familiarity with medical billing and payment posting
- Ability to multitask and manage competing priorities
- Strong attention to detail and accuracy
- Excellent organizational and time management skills
- Ability to work independently while following established workflows
- Strong problem-solving and critical-thinking abilities
- Comfortable handling confidential patient information
- Ability to learn new systems and adapt quickly
Deal Breakers
- No medical office, healthcare, or patient-facing experience
- Poor English communication skills or weak phone presence
- Lack of reliability, frequent absences, or unstable work history
- Inability to multitask in a fast-paced medical office environment
- Unwillingness or inability to learn NexTech EHR
- Poor attention to detail when handling patient records, payments, or insurance information
- Weak customer service skills or unprofessional communication
- Failure to maintain HIPAA compliance and patient confidentiality
- Unstable internet connection or unreliable remote work environment
- Seeking only short-term employment
- Poor responsiveness during the hiring process
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 25 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.
