Medical Virtual Assistant

Job Title: Medical Virtual Assistant 

Position Type: Part-time

Work Hours: 9:30 AM – 1:30 PM EST

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: CCPHP

Workplace: Remote

Preferred Candidate Location: Philippines

About Our Client

Our client is seeking an experienced Medical Virtual Assistant to support a U.S.-based medical practice. This role is not entry-level and is ideal for professionals with a strong background in medical office operations who can work independently, handle sensitive healthcare information, and confidently manage administrative and clinical support tasks.

This position plays a critical role in daily operations, serving as the first point of contact for patients, managing insurance-related workflows, and providing coverage and backup support for the Office Manager when needed. The ideal candidate is detail-oriented, proactive, and highly familiar with healthcare systems, terminology, and workflows.

Scope of Work / Responsibilities

Virtual Receptionist & Call Handling

• Answer inbound phone calls and handle patient inquiries professionally
• Respond to general questions and triage calls to the appropriate team member
• Manage phone calls, voicemails, and messages using Google Voice

Appointment Support

• Confirm patient appointments for the following day
• Gather and verify patient information prior to appointments

Insurance & Eligibility Verification

• Verify patient insurance and eligibility before scheduled visits
• Handle insurance certifications and documentation requirements

Prior Authorizations

• Manage prior authorization requests, including GLP-1 weight loss medications
• Coordinate with insurance companies and providers to ensure timely and accurate approvals

Prescription Refill Management

• Handle prescription refill requests
• Route refill requests directly to the physician for review and approval

Fax & Document Management (UpDocs + Practice Fusion)

• Access and manage UpDocs (eFax integration with Practice Fusion)
• Pull medical reports and patient records from UpDocs
• Monitor incoming faxes, especially during the last 30 minutes to 1 hour of the shift
• Upload all incoming faxes to the correct patient records in Practice Fusion
• Notify the Office Manager (Olga) of urgent or important faxed information

Coverage & Backup Support

• Provide coverage when the Office Manager is sick, on vacation, or on PTO
• Complete 90–95% of office administrative tasks remotely when the Office Manager is unavailable
• Support overall clinic operations to ensure continuity of care

Systems & Software

• Work primarily within Practice Fusion EMR
• Adapt quickly to practice-specific tools, systems, and workflows
• Use cloud-based applications efficiently and securely

Experience Requirements

• Medical education or degree: Preferred but not required
• Previous experience as a Virtual Assistant: Preferred but not required
• Medical license (MD, RN, PT, etc.): Not required
• Must be experienced — this role is not suitable for beginners or entry-level candidates
• Proven track record working in medical or clinical office settings
• HIPAA-trained with experience handling PHI
• Familiarity with medical terminology and healthcare operations

Basic Requirements

• Must speak and write clear, professional English
• Must have relevant, verifiable work experience
• Must be able to submit an NBI Clearance and/or Local Police Clearance prior to onboarding (mandatory)
• Must be available for video meetings with camera on when required

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

Additional Qualifications

• Experience with Practice Fusion EMR (strongly preferred)
• Ability to learn and adapt to practice-specific software and systems
• Comfort using Google Voice for phone, messaging, and text management
• Experience with prior authorizations
• Experience with insurance certifications
• Experience with medical billing and Revenue Cycle Management (RCM)
• Strong organizational, multitasking, and communication skills

• 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.