Virtual Medical Assistant (VMA)

Remote | Ophthalmology | 30 Hours/Week | $6.00/Hour

Role Overview

We are seeking a proactive, highly communicative Virtual Medical Assistant (VMA) to provide end-to-end medical reception and administrative support for a busy ophthalmology practice. The ideal candidate will act as a seamless extension of our in-clinic team, managing critical patient-facing interactions and backend workflows while protecting the patient experience and ensuring strict data security.

Clinic & Physician Profile

• Specialty: Ophthalmology.

• Location: Georgia, USA.

• Team Dynamics: A collaborative, fast-paced environment that recently transitioned from an in-person receptionist role to an efficient VMA setup.

• Patient Demographic: Predominantly elderly patients, requiring exceptional clarity, deep patience, and stellar audio-verbal delivery.

Core Responsibilities & Tasks

• Patient Communication: Handle inbound and outbound phone calls, check voicemails, and accurately triage messages. Excellent communication skills required.

• Appointment & Surgery Scheduling: Manage the clinic calendar, schedule new and recurring patient appointments, coordinate specialized surgery scheduling, and process medical referrals received via fax from other doctors' offices.

• Financial & Insurance Management: Conduct thorough insurance verification of coverage, process prior authorizations for medications and medical procedures, and securely collect patient payments.

• Inbox & Document Management: Sort, filter, and act on emails from patients and providers while processing inbound and outbound faxes.

• Team Coordination: Provide prompt, proactive, real-time updates to the in-clinic team regarding immediate scheduling changes (e.g., notifying them if a patient is running late or needs to reschedule).

Job Requirements

Mandatory Requirements

• Experience: Minimum of 1 year of professional experience supporting a US-based medical clinic.

• Communication Skills: Exceptional verbal and written English communication skills. Must speak clearly, confidently, and loudly enough to comfortably communicate with an elderly patient base.

• Soft Skills: High level of proactivity, transparency, and a strong sense of accountability, with a proven ability to work independently under minimal supervision.

• Compliance: Must successfully complete a company-sponsored HIPAA compliance certification prior to Day 1.

• Work Schedule: 30 hours per week with a chance to expand to 40-hours as clinic needs grow.

Work-from-Home & Technical Setup

• Environment: A dedicated, quiet, and secure home office space free from distractions.

• Hardware Assets: Updated computer systems capable of running remote desktop protocols seamlessly without lag or latency. Dual monitors required for efficient multitasking across scheduling, payment, and EMR platforms.

• Peripherals (Preferred): Noise-canceling headset to eliminate background sounds.

• Connectivity (Preferred): High-speed internet with a stable backup internet solution to eliminate downtime.

Tools & Platforms

• Electronic Medical Records (EMR): Office Ally

• Communication System: Google Voice