Job Description
Role Description
- We are seeking a highly organized, proactive Medical Virtual Assistant to support our healthcare operations. This role involves administrative, clinical, and communication responsibilities that contribute to quality patient care. The ideal candidate is self-motivated, communicates clearly in English, and can handle tasks efficiently with minimal supervision.
- Patient Records Management:
- Maintain accurate and up-to-date documentation within the EMR system (HelloNote).
- Handling Patient Inquiries & Correspondence:
- Respond to calls, emails, and messages in a professional and compassionate manner.
- Medical Research & Reporting:
- Compile medical reports and research summaries for internal and client use.
- Document Preparation:
- Create and organize reports, spreadsheets, and presentations (such as updating policy and procedure manuals, employee handbooks, etc.).
- Social Media Management:
- Draft and schedule content, monitor activity, and maintain social media presence.
- Email & Text Management:
- Sort, prioritize, and respond to communications; distribute newsletters.
- Billing Support:
- Process payments from cash-pay patients, follow up on invoices, and coordinate payroll verification.
- Other Duties:
Run reports, attend VA meetings, onboarding, update internal documents, follow up with doctors on care plans, and assist with client intake/follow-up and other administrative support as needed.
- Qualifications
- At least 2+ years of relevant experience as a Medical Virtual Assistant or in a similar healthcare administrative role.
- Excellent grammar, writing, and verbal communication skills.
- Strong problem-solving ability with willingness to ask questions when needed.
- Self-starter with accountability and initiative.
- Friendly, professional, and approachable demeanor.
- Culturally sensitive and respectful, especially when working with older adult patients (75+).
- Clear and audible speaking voice suitable for patients with hearing limitations.
- Requirements
- Strong attention to detail (non-negotiable).
- High level of initiative and proactiveness.
- Ability to problem-solve independently before escalating questions.
- Demonstrates common sense and critical thinking.
- Fast learner with minimal need for repeated instructions.
- Can retain processes and apply past learnings consistently.
- Minimal handholding required.
- Should take ownership of tasks and follow through without constant guidance.
- Able to prioritize and manage time efficiently within a 4-hour workday.
- Comfortable working in a fast-paced and growing business environment.
- Should proactively suggest solutions instead of asking what to do immediately.
- Comfortable and confident with phone communication (inbound/outbound calls).
- 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.
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