Job Title: Medical Virtual Assistant – Hospice Intake, Insurance Verification & Billing Support [CA-T]
Position Type: Full-time
Schedule: Monday–Friday | 8:00 AM–5:00 PM MST, with a 1-hour unpaid break
Pay Rate: $5–$6 USD per hour
Location: Remote – Philippines
Client Overview & Job Summary
Our client is a U.S.-based healthcare practice seeking an experienced Medical Virtual Assistant to support patient intake, referral coordination, insurance and Medicare verification, and back-office administrative workflows.
The ideal candidate has experience supporting a hospice or similar healthcare setting, with MatrixCare experience highly preferred. The role will also assist with prior authorizations, billing and claims-related tasks, patient communication, and general administrative support.
This position is ideal for someone who is highly organized, detail-oriented, and comfortable taking ownership of healthcare administrative workflows from initial intake through follow-up and completion.
Key Responsibilities
Patient Intake & Referral Coordination
- Manage inbound and outbound patient intake workflows.
- Coordinate incoming patient referrals and accurately enter referral information into the appropriate system.
- Collect, review, and document required new-patient intake information.
- Follow up on missing information or documentation needed to complete referrals and intake.
- Maintain accurate and up-to-date patient and referral records.
- Coordinate with internal team members to ensure referrals and patient needs are addressed promptly.
Insurance & Medicare Verification
- Verify patient insurance eligibility, benefits, and coverage.
- Confirm valid Medicare information and primary Medicare status.
- Identify missing, inactive, or incorrect insurance information and assist with resolving discrepancies.
- Accurately document verification results and relevant insurance information.
- Follow up as needed to ensure insurance requirements are completed before services are provided.
Prior Authorization & Billing Support
- Assist with prior authorization requests, including submission, tracking, follow-up, and resolution.
- Support medical billing and claims-related workflows.
- Review denied claims and investigate issues such as missing authorizations, incorrect patient information, or insurance discrepancies.
- Assist with resolving outstanding claims and claim holds.
- Maintain accurate billing and authorization documentation.
Patient & Administrative Support
- Provide general back-office administrative support.
- Manage incoming and outgoing healthcare documentation and faxes as assigned.
- Monitor and process orders and other assigned administrative tasks.
- Provide patient phone support and respond to general inquiries.
- Assist with scheduling requests and route patients to the appropriate team member.
- Coordinate with clinical and administrative staff to ensure timely follow-through on patient needs.
Requirements
Must-Haves
- Previous experience as a Medical Virtual Assistant, Healthcare Virtual Assistant, or healthcare administrative professional.
- Experience managing patient intake and referral coordination.
- Hands-on experience with insurance eligibility and benefits verification.
- Experience verifying Medicare information and coverage.
- Experience supporting healthcare administrative and back-office workflows.
- Strong spoken and written English communication skills.
- Comfortable communicating with patients by phone.
- Strong attention to detail and accuracy when entering patient, referral, and insurance information.
- Strong organization, follow-through, and ability to manage multiple healthcare administrative tasks.
Highly Preferred
- Previous experience supporting a hospice organization or hospice care setting.
- Hands-on experience with MatrixCare / Matrix.
- Experience with Athena EHR / athenahealth.
- Experience with prior authorizations.
- Experience with medical billing, claims processing, denied claims, or claims resolution.
- Experience verifying Medicare primary status.
- Experience supporting elderly, geriatric, palliative care, home health, or home-based patients.
Key Performance Indicators (KPIs)
Performance will be measured based on the accuracy, quality, and timely completion of assigned responsibilities, including:
- Patient intakes and referrals processed accurately and on time.
- Insurance eligibility and Medicare information verified accurately.
- Complete and accurate documentation of new-patient information.
- Timely follow-up on missing referral, intake, or insurance information.
- Prior authorizations and assigned billing tasks completed and followed through.
- Administrative tasks completed within expected timelines.
- Patient inquiries handled professionally and appropriately.
- Accurate documentation and consistent follow-through across assigned workflows.
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.
