Medical Virtual Assistant | Patient Support & Scheduling Coordinator

Job Title: Medical Virtual Assistant | Patient Support & Scheduling Coordinator

Job Code: [CA-S]

Position Type: Full-Time

Work Schedule (40 hours/week): Monday – Thursday: 9:00 AM – 6:30 PM EDT Friday: 9:00 AM – 4:00 PM EDT (With 1-hour unpaid lunch break)

Salary: $5 – $6/hour (based on experience)

Location: Remote (Philippines)

Job Summary & Client Overview

Our client is a growing and patient-focused healthcare and rehabilitation practice committed to delivering high-quality care and exceptional patient experiences. The practice operates in a fast-paced environment and places strong value on professionalism, reliability, patient communication, and operational efficiency.

The team is looking for a dedicated Medical Virtual Assistant who can support daily front desk operations, patient coordination, scheduling, and administrative workflows while maintaining excellent service and HIPAA compliance.

Key Responsibilities

• Answer inbound calls and manage patient phone communications professionally

• Conduct patient follow-up calls and appointment reminders

• Perform patient reactivation outreach for patients not seen within 3–4 months

• Coordinate scheduling and calendar management

• Provide front desk and administrative support remotely

• Manage billing notes and track 45-day billing cycles

• Monitor private insurance, no-fault, and workers’ compensation claims

• Assist with clinical documentation support

• Support insurance verification processes

• Maintain and update patient information within the TheraOffice EHR system

• Handle high-volume patient communication and workflow coordination

• Communicate internally using Weave

• Ensure HIPAA compliance and proper handling of sensitive patient informationRequirements

• Previous healthcare or medical office experience required

• Strong patient-facing administrative experience preferred

• Experience handling inbound calls, patient follow-ups, and appointment scheduling

• Strong understanding of HIPAA compliance and patient confidentiality

• Experience using EHR/EMR systems; TheraOffice experience is highly preferred

• High attention to detail, especially with billing notes and scheduling workflows

• Ability to work independently with minimal supervision after training

• Reliable, dependable, and consistent attendance

• Comfortable working in a high-volume, fast-paced healthcare environment

• Professional, proactive, and responsive attitude

Basic requirements

• Must be proficient in speaking and writing English very clearly

• Must have relevant work experience

• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]

• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.

• Internet: High-speed connection (minimum 10 Mbps).

• Audio: Noise-canceling headset.

• Video: Webcam for virtual meetings.

• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.