We are seeking a proactive, highly organized, and exceptionally articulate Virtual Medical Receptionist/Administrative Assistant to manage clinical operations for a busy medical practice based in Nashville, Tennessee.
This role goes beyond basic phone reception. We need a sharp administrative partner who can take full ownership of our clinical inbox, review outside medical records, track outstanding orders/referrals, and handle high-volume patient communications. Because you will be interacting daily with our Southern patient population, an exceptionally clear, neutral, and easy-to-understand English phone voice is a non-negotiable requirement for this position.
Schedule & Working Hours
- Status: Full-Time (40 Hours / Week)
- Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (US Eastern Standard Time)
VA's Top 3 Daily Tasks
- Clinical Inbox & Documentation Management: Triage the EMR inbox, route messages, and review/summarize incoming medical records (ER, hospital, specialist, labs, imaging) for provider review.
- Patient & Phone Communications: Handle inbound and outbound patient calls via WOW VOIP, documenting all interactions clearly in the patient chart.
- Patient & Care Follow-Up: Track and follow up on outstanding referrals, lab/imaging orders, prior authorizations, and flagged administrative items until fully resolved.
Core Responsibilities
- Athena Clinical Inbox Triage: Systematically organize, manage, and process messages within the clinical inbox, recognizing urgent issues and escalating provider-worthy items immediately.
- Records Review & Summarization: Gather, review, and summarize outside medical documents (hospital discharge summaries, specialist notes, diagnostic imaging) to prepare charts for provider review.
- Phone & Care Coordination: Command inbound and outbound call lines using WOW VOIP, delivering warm, professional, and clear communication while documenting all touches in the EHR.
- Referral & Prior Auth Support: Track open orders and external referrals, follow up with insurance payers on prior authorizations/pre-certs, and assist with flagged administrative claims as needed.
Note: This position does not make independent clinical decisions. You are organizing, summarizing, documenting, and escalating under provider guidance.
Requirements
- U.S. Medical Practice Experience: Minimum 2+ years of administrative or medical assistant experience supporting a U.S.-based medical clinic.
- Phonetic & Language Excellence: Flawless written and spoken English. Must possess an exceptionally clear, neutral accent with strong conversational fluency for our Nashville patient base.
- Documentation & Terminology: Strong mastery of medical terminology with proven experience reviewing, routing, and summarizing clinical chart records.
- Phone System & Call Handling: Direct experience managing high-volume inbound/outbound calls and using digital VOIP systems (experience with WOW VOIP preferred).
- Proactive Follow-Through: Highly structured, detail-obsessed, and capable of managing multi-step open items (referrals, orders, prior auths) without letting tasks slip through the cracks.
- Remote Office Setup: A secure, HIPAA-compliant home office equipped with high-speed internet, a secure computer, and a noise-canceling headset.
Preferred Qualifications
- AthenaHealth Experience: Direct, hands-on experience navigating the AthenaHealth EMR platform.
- Clinical Background: Background as a Registered Nurse (RN), Medical Assistant (MA), or International Medical Graduate (IMG).
- Specialized Administrative Skills: Hands-on experience with medical referral workflows, prior authorization requests, or insurance claims/billing follow-ups.
Ideal Candidate Profile
You are a sharp, self-driven administrative professional who thrives on structure and detail. You take pride in keeping an EMR inbox at zero, speak with warmth and clarity on the phone, and intuitively know when a task can be resolved independently versus when it requires clinical escalation.
