Medical Virtual Assistant - Regenerative Medicine

Job Title: Medical Virtual Assistant — Regenerative Medicine
Position Type: Full-Time (40 hours per week)
Work Hours: 8:30 AM – 5:30 PM Hawaii Standard Time (HST), with a 1-hour unpaid lunch break
Work Days: Monday to Friday
Salary: $5 - $6 hourly
Job Code: LS-HCRM
Workplace: Remote
Preferred Candidate Location: Philippines

About the Client & Role

Our client is an established regenerative medicine practice in Hawaii specializing in patient-centered medical care and regenerative treatments. They are seeking a reliable, organized, and proactive Medical Virtual Assistant — Regenerative Medicine to support high-volume phone handling, appointment scheduling, insurance verification, prior authorizations, medical records, and daily medical administrative operations.

The role involves handling approximately 50 patient calls per day, primarily inbound, while managing appointment requests, patient intake, insurance-related tasks, and administrative follow-ups. The VA will also coordinate with an outsourced billing department regarding billing documentation and coding corrections.

The ideal candidate has prior experience supporting U.S. medical practices, strong phone communication skills, and experience using EHR/EMR systems. Experience with Practice Fusion is highly preferred but not required, as training on practice-specific workflows will be provided.

We are looking for someone dependable, detail-oriented, adaptable, and interested in building a long-term working relationship with the practice.

Scope of Work / Responsibilities

Patient Calls, Scheduling & Communication

• Handle approximately 50 patient calls daily, primarily inbound, with outbound follow-ups as needed.
• Schedule, reschedule, and confirm appointments while managing calendar updates and scheduling conflicts.
• Assist with patient inquiries, medical records requests, and appointment-related follow-ups.
• Maintain clear, professional, and compassionate communication with patients.
• Track outstanding patient requests and ensure timely follow-through.

Patient Intake & Medical Records Management

• Assist with patient screening, registration, and required intake documentation.
• Process medical records requests and maintain accurate patient information in Practice Fusion.
• Organize and update medical documents, treatment plans, and supporting records.
• Coordinate treatment plan submissions and follow-up documentation with the appropriate practice staff.

Insurance Verification & Prior Authorizations

• Verify patient insurance eligibility, coverage, and benefits.
• Process prior authorization requests and follow up on pending approvals.
• Coordinate insurance-related requirements and maintain accurate authorization records.
• Support workers' compensation and no-fault insurance claim documentation and follow-ups.

Billing & Coding Coordination

• Prepare and organize billing-related documentation for the outsourced billing department.
• Communicate with the billing team regarding coding corrections, missing information, and outstanding concerns.
• Follow up on unresolved billing documentation to support accurate and timely processing.
• Coordinate billing-related tasks without independently handling full-cycle medical billing.

Practice Administration & Follow-Up

• Maintain accurate appointment, insurance, and patient documentation within the EHR.
• Coordinate administrative tasks and outstanding requests to support daily practice operations.
• Assist with Friday administrative catch-up work, documentation, and pending tasks.
• Adapt to changing priorities while maintaining accurate records and timely follow-through.

Tools You'll Use

• Practice Fusion — EHR/EMR
• Patient scheduling and appointment management systems
• Insurance verification and authorization portals
• Phone, email, and text communication systems

• Medical Administrative Experience: Required. Candidates must have prior experience supporting U.S. medical practices, including patient scheduling, insurance workflows, healthcare administration, or similar medical office operations.

• Patient Phone Handling Experience: Required. Candidates must have experience handling inbound and outbound calls, preferably in a medical or healthcare setting, and be comfortable managing approximately 50 calls daily.

• Medical Scheduling & Patient Coordination Experience: Required. Candidates must be comfortable scheduling, rescheduling, confirming appointments, managing patient inquiries, and coordinating follow-ups.

• Insurance Verification & Prior Authorization Experience: Required. Candidates must have experience verifying insurance eligibility and benefits, processing authorization requests, and following up on pending approvals.

• EHR / EMR Experience: Required. Candidates must have previous experience navigating EHR/EMR systems and maintaining accurate patient information.

• Practice Fusion Experience: Highly preferred but not required. Experience with similar EHR/EMR systems will be considered. Training on practice-specific workflows will be provided.

• Medical Records & Intake Experience: Preferred. Candidates with experience supporting patient registration, medical records requests, intake documentation, and treatment plan coordination are encouraged to apply.

• Billing & Coding Coordination Experience: Preferred. Candidates with experience preparing billing documentation, coordinating coding corrections, or communicating with outsourced billing teams are preferred. Full-cycle billing experience is not required.

• Workers' Compensation & No-Fault Claims Experience: Preferred. Familiarity with these insurance workflows is an advantage.

Performance Expectations

The ideal candidate should help support:

• Timely and professional handling of approximately 50 patient calls daily.
• Accurate appointment scheduling, confirmations, and patient follow-ups.
• Complete patient intake and medical records documentation.
• Timely insurance verification and prior authorization processing.
• Effective coordination with the outsourced billing department.
• Accurate and organized EHR records.
• Consistent completion of outstanding administrative tasks.

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.