Job Title: Medical Virtual Assistant – Patient Calls, Scheduling & Prior Authorizations
Position Type: Part-Time | 25 hours per week
Work Schedule: Eastern Standard Time (EST)
•Monday–Wednesday: 9:00 AM–5:00 PM (1-hour unpaid lunch)
•Thursday: 9:00 AM–1:00 PM
Location: Remote – Philippines
Pay Rate: $5–$6 USD/hour, depending on experience
About the Client
Our client is a U.S.-based medical practice specializing in Nephrology (kidney care) and Internal Medicine. The practice provides specialized medical care and is seeking a reliable, organized, and patient-focused Medical Virtual Assistant to support incoming patient calls, appointment scheduling, prior authorizations, and daily administrative operations.
Key Responsibilities
1. Incoming Patient Calls – PRIMARY FOCUS
•Answer and manage incoming patient calls promptly and professionally.
•Respond to patient inquiries with a friendly, compassionate, and patient-focused approach.
•Manage a high volume of incoming calls while balancing other responsibilities.
•Maintain a daily log of patient names and submit the list to the client at the end of each workday.
2. Patient Appointment Scheduling – SECONDARY FOCUS
•Schedule and coordinate patient appointments.
•Manage scheduling requests accurately and efficiently.
•Support smooth patient communication and appointment coordination.
3. Prior Authorization Processing – THIRD PRIORITY
•Process prior authorization requests.
•Maintain accurate information and attention to detail when handling authorization-related tasks.
4. General Administrative Support
•Assist with daily medical office administrative tasks as needed.
•Support practice operations while maintaining patient confidentiality.
•Use or learn NextGen EHR and Weave VoIP for relevant workflows.
Requirements
•Experience working with medical practice operations.
•Ability to manage a high volume of incoming calls while multitasking efficiently.
•Strong organizational skills and excellent attention to detail.
•Excellent verbal and written communication skills.
•Professional, friendly, and compassionate phone demeanor.
•Familiarity with HIPAA compliance and patient confidentiality.
•Reliable, dependable, and proactive, with the ability to work under minimal supervision.
•Comfortable learning and using NextGen EHR and Weave VoIP systems.
•Patient-focused approach to communication and administrative support.
Preferred Qualifications
•Previous experience in a healthcare or medical office setting.
•Hands-on experience handling incoming patient calls and appointment scheduling.
•Experience processing prior authorizations or supporting insurance-related workflows.
•Familiarity with NextGen EHR, Weave VoIP, or similar healthcare systems.
Performance Expectations
•Answer incoming patient calls promptly and support efficient appointment scheduling.
•Maintain an accurate daily log of patient names.
•Submit the patient name log to the client at the end of each workday.
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.