Medical Virtual Assistant - Patient Calls, Scheduling & Prior Authorizations

Job Title: Medical Virtual Assistant – Patient Calls, Scheduling & Prior Authorizations

Position Type: Part-Time | 25 hours per week
Work Schedule: Eastern Standard Time (EST)

• Monday–Wednesday: 9:00 AM–5:00 PM (1-hour unpaid lunch)
• Thursday: 9:00 AM–1:00 PM

Location: Remote – Philippines
Pay Rate: $5–$6 USD/hour, depending on experience

About the Client

Our client is a U.S.-based medical practice specializing in Nephrology (kidney care) and Internal Medicine. The practice provides specialized medical care and is seeking a reliable, organized, and patient-focused Medical Virtual Assistant to support incoming patient calls, appointment scheduling, prior authorizations, and daily administrative operations.

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.

• 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.

• 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.