Medical Virtual Assistant – Patient Reactivation, Scheduling & Front Office Support
Salary: $5.00–$6.00 per hour (depending on experience)
Schedule: Full-time (40+ hours/week)
Working Hours: 8:00 AM – 5:00 PM Mountain Time (MST)
Working Days: Monday – Friday
About the Role
Our client is seeking a highly organized and proactive Medical Virtual Assistant to support our internal medicine practice by ensuring patients receive timely follow-up care and complete all provider-ordered services. This role plays a vital part in improving continuity of care through patient reactivation, scheduling, insurance verification, and front office support.
The ideal candidate has prior healthcare administrative experience, communicates with empathy and professionalism, and thrives in a fast-paced medical environment while working independently.
Primary Responsibilities
1. Patient Reactivation & Care Coordination (Top Priority)
- Proactively contact patients to ensure completion of provider-ordered labs, imaging, referrals, diagnostic testing, and other follow-up care.
- Monitor outstanding provider orders and maintain follow-up lists to prevent delays in patient care.
- Track pending patient tasks and ensure nothing falls through the cracks.
- Coordinate with patients regarding provider requests, test results, referrals, and additional care instructions.
- Escalate complex patient concerns when appropriate.
2. Scheduling & Calendar Management
- Schedule, reschedule, and confirm appointments across multiple providers.
- Maintain organized provider calendars while optimizing patient flow.
- Send appointment reminders using the patient communication platform.
- Coordinate follow-up appointments and ensure scheduling accuracy.
3. Patient Communication & Front Office Support
- Answer inbound patient calls professionally and efficiently.
- Make outbound calls for patient follow-ups, appointment confirmations, and care coordination.
- Serve as the virtual front desk by assisting patients with scheduling inquiries and general questions.
- Deliver compassionate and patient-centered communication during every interaction.
4. Insurance Verification
- Verify patient insurance eligibility and benefits.
- Review coverage prior to appointments and document findings accurately.
- Communicate insurance-related information to patients when necessary.
5. Administrative & Medical Office Support
- Provide front and back office medical assistant support.
- Maintain accurate documentation within the EMR/EHR.
- Manage emails, provider messages, and administrative workflows.
- Coordinate calendars and assist with daily office operations.
- Maintain HIPAA compliance and patient confidentiality.
Requirements
Required Qualifications
- Minimum 2 years of healthcare administrative or medical virtual assistant experience.
- Experience working in an internal medicine or primary care practice is highly preferred.
- Strong experience with patient scheduling, follow-up, and care coordination.
- Experience verifying insurance eligibility and benefits.
- Hands-on experience using EMR/EHR systems.
- NextGen Office experience is highly preferred (candidates with similar EMR experience are also encouraged to apply).
- Excellent English verbal and written communication skills with a clear, patient-friendly speaking voice.
- Professional, compassionate, and empathetic demeanor when interacting with patients.
- Strong organizational skills with exceptional attention to detail.
- Ability to multitask and manage competing priorities effectively.
- Self-motivated with the ability to work independently and solve problems proactively.
- Reliable, dependable, and committed to long-term employment.
- HIPAA compliant or willing to complete HIPAA training.
Software & Tools
EMR/EHR
- NextGen Office (preferred)
Communication & Collaboration
- Slack
- Salesforce
- WhatsApp
- Skype
Phone System
Patient Communication
Preferred Traits
We're looking for someone who is:
- Organized and highly detail-oriented.
- Results-driven and accountable for task completion.
- Calm and professional when handling difficult or anxious patients.
- Proactive and capable of identifying problems before they become larger issues.
- A quick learner who adapts easily to new systems and workflows.
- A collaborative team player with a positive attitude and strong work ethic.
Candidates Who May Not Be a Good Fit
- This role may not be suitable for candidates who:
- Have no healthcare or medical office experience.
- Have no experience working with EMR/EHR systems (especially NextGen Office or similar platforms).
- Struggle with English communication or have difficulty speaking clearly with patients.
- Lack empathy, professionalism, or patience during patient interactions.
- Require constant supervision rather than working independently.
- Have poor attention to detail or difficulty following through on patient care tasks.
- Have inconsistent attendance or frequent job changes that suggest limited long-term commitment.
- Are uncomfortable handling inbound/outbound patient calls or front desk responsibilities.
- Focus on effort rather than measurable outcomes and task completion.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.
