Medical Virtual Assistant - Patient Scheduling & Billing Support

About the Client and Role

Our client is a healthcare practice based in Washington, USA, focused on chiropractic care, rehabilitation, and patient wellness. In this role, you'll help keep patient appointments organized, monitor billing-related follow-ups, communicate with patients, and assist with general administrative tasks.

Key Responsibilities

1. Medical Billing Coordination & Tracking (Primary Focus)

* Monitor patient balances and outstanding accounts on a weekly or monthly basis.
* Track accounts receivable and follow up on unresolved billing concerns.
* Coordinate with external billing companies to help keep billing-related tasks on track.
* Flag outstanding issues that need attention.

Note: You will coordinate and track billing concerns, not process medical claims.

2. Patient Scheduling & Phone Support

* Answer incoming patient calls and assist with appointment inquiries.
* Schedule appointments and manage callbacks using Jane EHR.
* Communicate professionally and empathetically with patients.
* Handle approximately 5–10 inbound and 15–20 outbound calls per week, with potentially more outbound calls initially.

3. Patient Follow-Ups & Retention

* Follow up with existing patients regarding appointments and ongoing care.
* Encourage patients to schedule their next visit.
* Maintain organized patient follow-up lists and records.

Additional Administrative Responsibilities

* Contact interested patients from Facebook ads using a provided script and help schedule neuropathy program consultations.
* Prepare and send monthly newsletters through Mailchimp using provided content.
* Organize patient records, maintain trackers, and assist with other administrative tasks as needed.

Requirements

* Previous experience as a Medical Virtual Assistant, Medical Receptionist, Healthcare Administrative Assistant, or Patient Coordinator.
* Experience with patient scheduling, inbound/outbound calls, or patient follow-ups.
* Basic understanding of medical billing terminology, patient balances, and accounts receivable.
* Strong English communication skills, particularly when speaking with patients over the phone.
* Comfortable using EHR/EMR systems or similar healthcare software.
* Organized, detail-oriented, and able to manage multiple tasks and follow-ups.
* Proactive, dependable, and comfortable working independently.
* Willing and able to work the required 20-hour weekly schedule without overlapping commitments to other clients.
* HIPAA-trained and knowledgeable about patient confidentiality.

Nice to Have

* Familiarity with billing coordination or tracking outstanding patient balances.
* Experience with Jane EHR or similar systems.
* Familiarity with Mailchimp or newsletter management.
* Experience supporting chiropractic, rehabilitation, or other healthcare practices.

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.