MOVE Your Business is proud to represent our client, a board-certified Orthopaedic Foot and Ankle Surgeon with private practice locations in Miami, Florida. She is expanding into cash-pay wellness services, offering medical weight-loss programs, hormone replacement therapy (HRT), and peptide therapy.
To support this expansion, we are seeking a bilingual Virtual Medical Assistant (English and Spanish) who will manage patient onboarding, scheduling, digital documentation, billing coordination, and follow-up communication. This role is critical in creating a seamless, compassionate, and organized patient experience from initial inquiry through treatment while allowing our client to focus on medical decision-making and personalized care.
Benefits:
- Competitive salary
- Strong support system
- Health benefit ($30/month)
- Training materials for upskilling provided
- Paid holiday leaves (depending on the holidays that the client observes)
- Paid sick leaves (sick leave convertible to cash if perfect attendance)
- Paid planned leaves
Key Responsibilities:
- Patient Intake & Onboarding
- Manage new patient onboarding for hormone, peptide, and weight-loss programs.
- Send and track completion of digital forms, medical questionnaires, and consent documents.
- Collect demographic and preliminary health information to create or update patient profiles.
- Upload lab work, imaging, and required documentation (Pap smear, mammogram, etc.) into the electronic health record (EHR) system.
- Scheduling & Coordination
- Schedule virtual consultations and follow-ups based on provided time windows.
- Coordinate telehealth (Zoom) appointments and ensure patients are reminded and prepared.
- Maintain a centralized tracker for recurring visits and annual lab work.
- Billing & Payment Coordination
- Send secure payment links to patients upon commitment to treatment.
- Coordinate with the office manager to ensure payment alignment with approved systems (e.g., Square, Greenwise, or integrated platforms).
- Track received payments, reconcile records, and flag pending transactions.
- Digital Record Management
- Maintain accurate and organized digital patient files within AdvancedMD and Intergy EHR platforms.
- Ensure all labs, forms, and signed documents are uploaded and categorized correctly.
- Update patient trackers (Google Sheets / Excel) to monitor treatment progress, lab schedules, and follow-up milestones.
- Patient Follow-Up & Experience
- Conduct check-ins via text, phone, or email to confirm medication receipt and treatment satisfaction.
- Send lab orders and reminders for follow-up appointments.
- Maintain a compassionate, professional bedside manner consistent with our clients brand of care.
- Administrative Support
- Attend weekly alignment calls with the doctor and the team.
- Assist with digital filing, correspondence, and office coordination as needed.
- Support the early development of marketing collateral (brochures, digital flyers, basic email templates) once operations stabilize.
- Ad Hoc Tasks
- Assist with special projects assigned by the physician or office manager.
- Help optimize workflow and patient processes as the clinic grows (e.g., improving trackers, updating SOPs).
- Provide general administrative support as needed, including research tasks, vendor coordination, and occasional follow-ups outside standard workflows.
Requirements
- 2+ years of experience in a medical, wellness, or telehealth setting.
- Bilingual (English + Spanish) fluent in speaking, reading, and writing both languages.
- Strong organizational and data management skills with extreme attention to detail.
- Proficiency with EHR systems (AdvancedMD, Intergy, or similar) and cloud-based tools (Google Workspace, Excel).
- Experience handling confidential patient information (HIPAA compliance required).
- Excellent written and verbal communication skills; able to convey warmth and professionalism with every patient.
- Ability to handle repetitive or complex patient requests with patience, empathy, and professionalism.
- Two professional references and a valid criminal background check issued within the last 60 days are required for all successful applicants.
- Completion of intake paperwork, including submission of a valid tax identification number (e.g., Social Security Number, Social Insurance Number, or the country's equivalent), is required before onboarding.
Preferred Qualifications
- Experience supporting cash-pay or concierge medicine programs (e.g., hormone therapy, peptides, aesthetics, or wellness clinics).
- Prior use of telehealth scheduling systems or digital patient intake workflows.
- Knowledge of or willingness to learn secure payment systems (Square, Stripe, etc.).
- Comfortable working independently and proactively identifying process improvements
Working Hours:
Part Time (20 hours per week)
Monday through Friday 8 a.m to 12 p.m or 1 p.m - 5 p.m Pacific Time
Pay: $375 per month + $30 Allowance per month
About Us:
MOVE Your Business is an outsourcing company based in Southern California, dedicated to empowering both businesses and professionals. We connect growing companies with skilled virtual talent while creating meaningful, long-term opportunities for our team members. As a fast-growing player in the outsourcing space, were committed to building partnerships that drive success and to fostering a supportive, inclusive environment where our people can thrive and grow with us.