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Medical Virtual Assistant (Mental Health Practice)

the Client
2 days ago
Remote
Philippines
$5 - $6 USD hourly
Description

Position: Medical Virtual Assistant (Part-Time to Full-Time Potential)

Job Code: MLynch-Emerald

Location: Remote

Schedule: Monday to Friday, 10:00 AM – 2:00 PM CDT (Flexible based on client needs)

Hours: Minimum 20 hours per week

Compensation: $5.00 – $6.00 per hour (depending on experience)

About the Client

Emerald is a growing mental health practice that utilizes multiple healthcare platforms to manage patient care and operations. The practice currently serves approximately 30–40 patients per week and is seeking a highly organized, detail-oriented, and proactive Medical Virtual Assistant to support patient onboarding, communication, and scheduling processes.

This role is initially part-time but has strong potential to transition into a full-time position for the right candidate.

Primary Responsibilities

1. Front-End Patient Onboarding

Collect and verify new patient documents, including:

  • Driver’s licenses or government-issued IDs
  • Insurance information
  • Consent forms
  • Release of Information (ROI) forms
  • Coordinate onboarding for patients coming through Grow Therapy and Headway
  • Ensure all required documents are completed, uploaded, and properly stored
  • Follow up with patients regarding missing documentation

2. Email Management & Patient Communication

  • Manage incoming emails and patient messages professionally and efficiently
  • Respond to patient inquiries in a timely manner
  • Utilize critical thinking rather than relying on excessive copying and pasting
  • Communicate through Spruce and other approved communication channels
  • Escalate clinical concerns appropriately when necessary

3. Scheduling & Appointment Management

  • Schedule, reschedule, and confirm patient appointments
  • Maintain provider calendars accurately
  • Coordinate appointment requests across multiple platforms
  • Minimize scheduling conflicts and missed appointments

Additional Responsibilities (Future Implementation)

  • Medical billing support
  • Insurance verification and eligibility checks
  • Prior authorization processing
  • Lab order and fax coordination
  • Claims follow-up and revenue cycle support


Requirements
  • Previous experience as a Medical Virtual Assistant, Healthcare VA, or Medical Administrative Assistant
  • Experience with patient onboarding and document collection
  • Knowledge of insurance verification processes
  • Familiarity with prior authorizations and insurance benefits checks
  • Experience uploading, organizing, and obtaining signatures on documents using Adobe Acrobat or similar tools
  • Strong organizational and time-management skills
  • Ability to work independently with minimal supervision
  • Excellent written and verbal communication skills
  • Neutral English accent
  • Detail-oriented with strong follow-through

Preferred Experience

Experience with any of the following platforms is highly preferred:

  • PracticeQ (Practice Queue) EHR
  • Grow Therapy
  • Headway
  • Spruce
  • Adobe Acrobat Sign
  • Slack
  • Salesforce
  • WhatsApp
  • Skype
  • Zoom
  • Google Meet

Ideal Candidate Traits

  • Proactive and resourceful
  • Reliable and accountable
  • Strong attention to detail
  • Quick learner who can adapt to multiple systems
  • Professional communicator
  • Efficient problem-solver
  • Comfortable working in a fast-paced healthcare environment

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 25 Mbps).
  • Audio: Noise-canceling headset.
  • Video: Webcam for virtual meetings.
  • Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.