Scheduling & Patient Coordination

* Handle approximately 50–100 inbound calls daily, depending on call volume, while maintaining professional and compassionate communication.
* Conduct outbound calls to patients, healthcare providers, hospitals, and other relevant parties for appointment confirmations, scheduling, and follow-ups.
* Schedule, reschedule, and confirm patient appointments while maintaining accurate provider calendars.
* Provide comprehensive front desk, receptionist, and administrative support to ensure efficient daily practice operations.
* Manage incoming and outgoing faxes, maintain organized fax logs, and ensure timely processing of medical correspondence.
* Assist with hospital and insurance credentialing and re-credentialing processes as needed.
* Support HR onboarding activities, including preparing and submitting new-hire documentation through Paychex.
* Set up Microsoft email accounts and coordinate eClinicalWorks (eCW) system access for new employees.
* Provide occasional office management and executive administrative support as assigned.
* Coordinate with the existing medical biller regarding patient accounts or billing-related inquiries when necessary.
* Maintain accurate patient information and administrative records while ensuring confidentiality and compliance with HIPAA guidelines.

Requirements

* At least 1 year of previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, Patient Coordinator, Medical Receptionist, or in a similar healthcare administrative role.
* Experience supporting geriatric patients, orthopedic practices, surgical clinics, or other related healthcare settings is an advantage.
* Familiarity with electronic medical record (EMR/EHR) systems, particularly eClinicalWorks (eCW), and the ability to quickly learn and adapt to new healthcare software and administrative tools.
* Excellent English communication skills with a patient, empathetic, and professional approach, particularly when assisting elderly patients.

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.