Medical Virtual Assistant - Patient Calls, Scheduling & Prior Authorizations

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.