Job Title: Medical Records & Charting Virtual Assistant
Position Type: Part- time
Work Schedule: To be discussed (must be able to consistently meet chart completion deadlines)
Salary: $5 - $6 per hour, depending on experience
Location: Remote - Philippines
Client Overview and Job Summary
Our client is a fast-growing, premium medical aesthetics practice, dedicated to helping patients look and feel their best through safe, personalized, and evidence-based aesthetic treatments. Combining advanced medical expertise with a patien-first approach, the practice specializes in injectables, skin rejuvenation, laser treatments, wellness services, and medical weight management while maintaining the highest standards of patient care and safety.
We're looking for a detail-oriented Medical Records & Charting Virtual Assistant to support a busy medical aesthetics practice by ensuring patient charts are accurate, complete, and submitted on time. This role is ideal for someone who thrives in a fast-paced healthcare environment, understands the importance of HIPAA compliance, and enjoys working with medical documentation and digital systems.
Key Responsibilities
- Upload edited patient photos into Moxie EHR while maintaining accurate documentation and HIPAA compliance.
- Edit patient photos by removing backgrounds using the practice's RX application.
- Upload AI-generated clinical notes from ScrapScriber into the appropriate patient charts.
- Ensure all patient documentation, including photos and notes, is complete, accurate, and properly attached to the correct medical record.
- Complete all charting within the required 24-hour turnaround time following patient appointments.
- Maintain the integrity and confidentiality of patient medical records at all times.
- Work efficiently across multiple healthcare platforms, including: RX App , Moxie Electronic Health Records (EHR) , ScrapScriber
- Help streamline clinic operations by reducing the administrative workload of the operations team.
Requirements
- Previous experience working in a medical or healthcare environment
- Experience using Electronic Health Record (EHR) systems (Moxie experience is a plus)
- Strong understanding of HIPAA regulations and patient confidentiality
- Experience handling medical documentation and patient records
- Photo editing skills, particularly background removal
- Excellent attention to detail and organizational skills
- Ability to meet strict deadlines consistently
- Strong computer literacy and the ability to learn new software quickly
- Ability to multitask across several applications and systems
- Excellent communication and time management skills
- Experience supporting a medical spa, aesthetics clinic, or cosmetic practice is highly preferred
- Willingness to work exclusively with our practice during scheduled hours
Key Performance Indicators (KPIs)
- Completing 100% of patient charts within the required 24-hour turnaround
- Accurate photo editing and uploading to the correct patient charts
- Accurate documentation and note uploads with minimal errors
- Maintaining full HIPAA compliance and patient confidentiality
- Helping reduce administrative charting workload for the operations team, allowing them to focus on higher-level operational responsibilities
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.
