Medical Virtual Assistant - Front Desk & Administrative Support

Job Title: Medical Virtual Assistant – Front Desk & Administrative Support

Position Type: Full-Time (40 hours per week)

Work Hours: 8:00 AM – 5:00 PM (EST)

Work Days: Monday – Friday

Salary: $5 – $6 per hour

Job Code: [C-HOT]

Workplace: Remote

Preferred Candidate Location: Philippines

About the Company

The company provides hands-on care that helps people move easier, feel better, and get through the day with less strain. It offers comprehensive care focused on treating common musculoskeletal conditions.

The practice operates multiple locations across Maryland, including Catonsville, Nottingham, Whitemarsh, Owings Mills, Columbia, Ellicott City, and Annapolis.

Responsibilities

• Phone management and answering incoming calls
• Managing patient emails and scheduling requests
• Prior authorization and insurance follow-ups
• Scheduling and rescheduling patient appointments
• Sending appointment reminders
• Responding to patient inquiries through phone and email
• Helping reduce voicemail backlog
• Supporting billing follow-ups for denied or missing payments
• Assisting with follow-ups from the clinic’s lost patient report
• Providing light administrative support within the EMR system
• Organizing documents and assisting with general administrative tasks when needed (such as document organization or ordering office materials if requested)
• Following up with insurance companies regarding claim denials or missing payments
• Support for marketing, outreach and personal assistant tasks may possibly be assigned occasionally (not part of the major responsibility).
• Credentialing may possibly be assigned (approximately once every 8 months) if needed, and training will be provided if ever required.

EMR used is Stride

The goal of this role is to help improve responsiveness to patients and support the clinic’s administrative workflow.

• At least 1 year experience working in healthcare administration or a medical office environment
• Strong English communication skills, both written and spoken
• Experience working in a physical therapy, rehabilitation, or musculoskeletal care practice is a plus
• Experience with insurance verification, prior authorizations, claims follow-ups, or billing support
• Professional and friendly phone presence when speaking with patients
• Calm, empathetic communication style, especially when interacting with patients who may be in pain
• Strong organizational skills and attention to detail
• Ability to manage multiple patient communications and scheduling tasks efficiently
• Comfortable using EMR/EHR systems and learning new platforms
• Experience with Google Drive and standard office tools
• Familiarity with VoIP phone systems

Required

• Strong English communication skills for patient phone interactions
• Experience working in healthcare administration or a medical office setting
• Professional and reliable work ethic
• Ability to maintain patient confidentiality and professionalism
• Comfortable learning and navigating EMR systems

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

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.

• 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, trainings, or allowances listed are optional contractor perks and not employee benefits.