Medical Virtual Assistant - Primary Care & Patient Coordination

Job Title: Medical Virtual Assistant – Primary Care & Patient Coordination
Position Type: Full-Time
Work Hours: 8:00 AM – 4:30 PM Eastern Time
Work Days: Monday – Friday
Salary: $5–$6 per hour, depending on experience
for Spanish-Bilingual: $6-$8/hr (depending on exp)
Workplace: Remote
Preferred Candidate Location: Philippines, LatAm

About the Role

Our Client is looking for an experienced, dependable, and highly organized Medical Virtual Assistant to support a busy, established primary care practice serving a large population of returning patients.

The practice provides comprehensive primary care services through in-office consultations and telemedicine appointments, serving approximately 35 patients daily. You will work closely with the physician and in-office medical assistants to ensure smooth patient communication, accurate scheduling, and efficient administrative operations.

The ideal candidate has previous experience in family medicine or primary care, excellent English communication skills, and a strong understanding of medical terminology, insurance verification, and prior authorizations.

They are especially interested in someone seeking a stable, long-term opportunity who can work independently, minimize the need for extensive training, and provide a consistently positive patient experience.

Key Responsibilities

1. Patient Communication & Phone Management (Top Priority)

• Answer and manage incoming patient calls during business hours.
• Handle patient inquiries professionally, courteously, and efficiently.
• Assist patients with appointment requests, general questions, and administrative concerns.
• Coordinate with the physician and in-office medical assistants when needed.
• Maintain clear and professional communication, particularly when assisting elderly patients.

2. Patient Scheduling & Tebra EHR Management (Top Priority)

• Schedule, confirm, reschedule, and manage patient appointments.
• Maintain accurate provider calendars using Tebra EHR.
• Coordinate in-office and telemedicine appointments.
• Update patient information and ensure accurate documentation within the EHR.
• Help maintain an organized scheduling workflow in a high-volume primary care environment.

3. Insurance Verification & Prior Authorizations (Top Priority)

• Verify patient insurance eligibility, benefits, and coverage.
• Process and follow up on prior authorization requests.
• Assist with Medicare Advantage plan documentation and administrative requirements.
• Upload insurance-related documents, patient information, and required records into appropriate systems.
• Coordinate with insurance providers to resolve eligibility and authorization concerns.

4. General Healthcare Administrative Support

• Provide day-to-day back-office administrative assistance.
• Organize, upload, and maintain accurate patient documentation.
• Assist with electronic records management and other computer-based tasks.
• Support communication between patients, the physician, and in-office staff.
• Ensure patient information is handled accurately and confidentially in accordance with HIPAA guidelines.

Note: Medical billing is handled by a separate billing specialist and is not part of this position's primary responsibilities.

• Proven experience in healthcare administration, medical virtual assistance, or medical front desk operations.
• Strong preference for experience in family medicine, primary care, or internal medicine.
• Experience handling high-volume patient calls, appointment scheduling, and patient coordination.
• Practical experience with insurance eligibility verification and prior authorizations.
• Familiarity with Medicare Advantage plans, including insurance documentation and uploads.
• Working knowledge of medical terminology, common medications, and basic primary care workflows.
• Excellent spoken and written English communication skills, with clear, easily understandable pronunciation and a professional phone manner.
• Strong organizational skills, attention to detail, and ability to multitask in a busy medical environment.
• Ability to work independently with minimal supervision and training.
• Demonstrated reliability, professionalism, and commitment to long-term employment.
• Ability to communicate patiently and respectfully with elderly patients.
• Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding.
• Must be available for video meetings with the camera on when required.

Preferred Qualifications

• Nursing background or an active RN license (highly preferred but not required).
• Spanish-English bilingual proficiency is preferred but not required. Candidates who speak English fluently are encouraged to apply.
• Previous experience using Tebra EHR (formerly Kareo).
• Experience supporting a US-based primary care or family medicine practice.
• Experience with Medicare Advantage insurance uploads and administrative processes.
• Familiarity with common medications and clinical terminology, including hypertension medications, urinary tract infections, and routine primary care concerns.
• Bilingual communication skills (preferred but not required).
• Experience supporting physicians who provide both in-person and telemedicine consultations.

A medical degree or professional license is not mandatory. Candidates with substantial hands-on healthcare experience are encouraged to apply.

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.