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. Requirements - 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. 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. 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.