We are seeking an experienced, personable, and dependable
Virtual Medical Administrative Assistant / Patient Coordinator
to support a fast-paced Primary Care and Weight Management practice.
This position focuses heavily on patient phone interaction, calendar management, and handling prior authorization workflows. We are looking for a dedicated healthcare administrative partner with a strong work ethic and excellent communication skills who wants to become a key, long-term member of our practice team.
Schedule & Daily Focus
Schedule:
Full-Time, 40 hours per week | Monday – Friday, 8:00 AM – 5:00 PM CST (US Central Standard Time)
VA's Top 3 Daily Tasks
Patient Phone Operations:
Handling inbound and outbound calls with a friendly, professional tone; documenting communications accurately in eClinicalWorks.
Scheduling & Calendar Management:
Booking, confirming, and rescheduling appointments for new and returning patients to optimize provider calendars.
Prior Authorization Management:
Gathering medical documentation, submitting prior auth requests for medications and services, and tracking statuses with insurance payers.
Core Responsibilities
Patient Communication:
Serve as the primary phone contact for the practice; answer non-clinical patient inquiries, conduct follow-up calls, and route clinical questions appropriately.
Scheduling & Retention:
Manage provider calendars, follow up with patients due for routine care or weight management check-ins, and minimize schedule gaps.
Prior Authorizations:
Prepare, submit, and track prior authorization requests for medications, imaging, and procedures; follow up with insurance carriers to prevent delays in patient care.
Administrative Practice Support:
Update patient demographics and insurance details in eClinicalWorks, manage patient portal messages, and complete daily administrative tasks.
Required Qualifications
U.S. Medical Practice Experience:
Minimum 2+ years supporting a U.S.-based medical office (as a Receptionist, Scheduler, Patient Coordinator, or Medical Admin).
Phone & Scheduling Proficiency:
Proven experience handling high-volume inbound/outbound patient calls and managing complex scheduling systems.
Prior Authorization Experience:
Demonstrated experience submitting, tracking, and following up on insurance prior authorization requests.
Communication Skills:
Excellent spoken and written English with a warm, personable, and clear phone voice.
Work Ethic & Autonomy:
Strong organizational skills, attention to detail, and the ability to work independently in a remote setting with a long-term commitment.
Remote Workspace Setup:
A quiet, HIPAA-compliant home office with a reliable computer setup, high-speed internet, and a clear headset.
Preferred Qualifications
Specialty Experience:
Background in
Primary Care, Weight Management / Weight Loss, Obesity Medicine, or Internal Medicine
.
EMR Experience:
Direct, hands-on experience using
eClinicalWorks (eCW)
.
Medication Prior Authorizations:
Specific experience managing prior authorizations for weight management or chronic disease medications.
Phone System & Billing:
Experience with
Comm IT
phone systems, insurance verifications, or basic medical billing/RCM workflows.