Position: Medical Virtual Assistant (Part-Time to Full-Time Potential)
Job Code: MLynch-Emerald
Location: Remote
Schedule: Monday to Friday, 10:00 AM – 2:00 PM CDT (Flexible based on client needs)
Hours: Minimum 20 hours per week
Compensation: $5.00 – $6.00 per hour (depending on experience)
About the Client
Emerald is a growing mental health practice that utilizes multiple healthcare platforms to manage patient care and operations. The practice currently serves approximately 30–40 patients per week and is seeking a highly organized, detail-oriented, and proactive Medical Virtual Assistant to support patient onboarding, communication, and scheduling processes.
This role is initially part-time but has strong potential to transition into a full-time position for the right candidate.
Primary Responsibilities
1. Front-End Patient Onboarding
Collect and verify new patient documents, including:
- Driver’s licenses or government-issued IDs
- Insurance information
- Consent forms
- Release of Information (ROI) forms
- Coordinate onboarding for patients coming through Grow Therapy and Headway
- Ensure all required documents are completed, uploaded, and properly stored
- Follow up with patients regarding missing documentation
2. Email Management & Patient Communication
- Manage incoming emails and patient messages professionally and efficiently
- Respond to patient inquiries in a timely manner
- Utilize critical thinking rather than relying on excessive copying and pasting
- Communicate through Spruce and other approved communication channels
- Escalate clinical concerns appropriately when necessary
3. Scheduling & Appointment Management
- Schedule, reschedule, and confirm patient appointments
- Maintain provider calendars accurately
- Coordinate appointment requests across multiple platforms
- Minimize scheduling conflicts and missed appointments
Additional Responsibilities (Future Implementation)
- Medical billing support
- Insurance verification and eligibility checks
- Prior authorization processing
- Lab order and fax coordination
- Claims follow-up and revenue cycle support
Requirements
- Previous experience as a Medical Virtual Assistant, Healthcare VA, or Medical Administrative Assistant
- Experience with patient onboarding and document collection
- Knowledge of insurance verification processes
- Familiarity with prior authorizations and insurance benefits checks
- Experience uploading, organizing, and obtaining signatures on documents using Adobe Acrobat or similar tools
- Strong organizational and time-management skills
- Ability to work independently with minimal supervision
- Excellent written and verbal communication skills
- Neutral English accent
- Detail-oriented with strong follow-through
Preferred Experience
Experience with any of the following platforms is highly preferred:
- PracticeQ (Practice Queue) EHR
- Grow Therapy
- Headway
- Spruce
- Adobe Acrobat Sign
- Slack
- Salesforce
- WhatsApp
- Skype
- Zoom
- Google Meet
Ideal Candidate Traits
- Proactive and resourceful
- Reliable and accountable
- Strong attention to detail
- Quick learner who can adapt to multiple systems
- Professional communicator
- Efficient problem-solver
- Comfortable working in a fast-paced healthcare environment
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.
