Job Title: Medical Billing & Patient Support Virtual Assistant
Position Type: Part-Time
Work Hours: 10:00 AM – 2:00 PM PST
Work Days: Monday – Friday
Salary: $5–$6 per hour (depending on experience)
Workplace: Remote
About the Role
We are seeking an experienced, dependable, and detail-oriented Medical Billing & Patient Support Virtual Assistant to support a growing healthcare practice.
This role combines insurance and prior authorization support, patient intake, EMR documentation, phone coverage, appointment coordination, and general administrative assistance. Because this is a growing startup practice, the ideal candidate should be comfortable wearing multiple hats, working independently, and adapting as the practice expands.
The primary focus of this position is patient support and healthcare administration rather than direct sales. You will help ensure patients receive timely assistance while keeping insurance, documentation, scheduling, and administrative workflows organized.
Experience with social media, community outreach, or marketing—particularly Facebook and event promotion—is a strong plus.
Scope of Work & Responsibilities
1. Billing, Insurance Verification & Prior Authorizations – Top Priority
- Verify patient insurance benefits, coverage, and eligibility.
- Submit prior authorization requests.
- Track and follow up on pending prior authorizations.
- Assist with insurance-related documentation and administrative workflows.
- Follow up on insurance-related matters as necessary.
- Maintain accurate records of insurance and authorization activities.
- Assist with billing-related administrative support as assigned.
2. Patient Intake & EMR Support – Top Priority
- Send required intake forms to patients.
- Follow up with patients regarding incomplete intake documentation.
- Enter patient demographic and other required information accurately into Prava EMR.
- Assist with patient charting and documentation.
- Maintain accurate and organized patient records.
3. Phone Answering & Call Management – Top Priority
- Answer incoming patient calls during business hours.
- Professionally handle patient questions and inquiries.
- Route calls to the appropriate person when necessary.
Scheduling & Patient Follow-Up
- Schedule and reschedule patient appointments.
- Conduct patient callbacks.
- Assist with appointment setting and practice scheduling.
Administrative & Community Outreach Support
- Send community outreach emails
- Manage general administrative communications and tasks
- Support the client with additional administrative responsibilities as the practice grows.
- Help maintain organized workflows while the client manages other professional responsibilities.
Social Media & Marketing Support – Plus
Candidates with marketing experience may also assist with:
- Facebook support and engagement.
- Supporting basic marketing efforts to increase awareness of the practice.
Marketing experience is a plus and is not the primary focus of the position.
Sales-Related Responsibilities
This is not a traditional sales position. The role may involve:
- Appointment setting.
- Scheduling discovery calls and patient appointments.
- Following up with prospective and existing patients.
- Providing excellent customer service and guiding patients toward the appropriate next step.
- Conducting community outreach through email.
There is currently no requirement for cold calling, aggressive selling, or closing sales.
Software & Systems
- Prava EMR
- Phone/CRM systems used by the practice
- Email platforms
- Social media platforms, including Facebook
Requirements
Experience Requirements
- Meaningful healthcare or medical administrative experience is required/preferred over general administrative experience.
- Previous experience with insurance verification, benefits/eligibility checks, and prior authorizations is strongly required.
- Experience with patient intake and medical records is highly preferred.
- Experience using an EHR/EMR system is preferred.
- Experience with Prava EMR is a plus; candidates must be able to learn the system quickly if unfamiliar.
- Previous Medical Virtual Assistant experience is highly preferred.
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.
